Privacy Policy

1. Information We Collect

Information you provide to us:

• Name, email address, phone number, major, minor, class year, expected graduation date, and address
• Your GPA, as self-reported by you. We do not access or verify this against University of Florida academic records.
• A photo taken during event check-in and, optionally, a profile photo
• Application responses, including essay answers
• A resume

Information collected automatically:

• Event attendance and check-in records
• Account activity necessary to operate the Platform (such as login timestamps)

Information generated through the recruitment process:

• Records related to the recruitment and decision-making process

2. How We Use Your Information

We use the information we collect to:

• Operate and administer the recruitment process
• Verify event attendance and eligibility
• Evaluate applicants in a consistent and structured way
• Communicate with you about your status, upcoming events, and decisions
• Maintain internal records for chapter administration and accountability

3. How We Share Your Information

We do not sell your information.

We may share information with:

• Members of the chapter, on a need-to-know basis appropriate to their role in the recruitment process
• Service providers who help us operate the Platform, such as hosting and infrastructure providers, subject to obligations to protect your information and use it only to provide services to us
• Authorities, if required by law or to protect the safety of our members or the public

Access to your information within the Platform is restricted based on role. Prospective members can see only their own information. General members see limited information about prospective members relevant to recruitment. Full access to evaluations, applications, and decisions is limited to chapter leadership involved in the recruitment process.

4. Check-In Photos

Photos taken at event check-in are used to confirm attendance and help members recognize prospective members. They are reviewed by chapter members, not by facial recognition or any other automated biometric process, and are not used for automated or algorithmic decision-making.

5. Data Retention

We retain information collected during a recruitment cycle for the duration of that cycle and for a period afterward for administrative purposes. As a general practice, identifying recruitment-related data, including check-in photos, resumes, and application answers, is deleted by the end of the semester in which the cycle occurred.

After that point, we may retain limited, de-identified records, such as aggregate statistics or decision history that no longer identifies an individual, for internal chapter accountability and historical record-keeping.

6. Data Security

We take reasonable measures to protect your information, including restricting access based on role, using authentication to control account access, and storing files in a manner that prevents public access. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

7. Data Breach Notification

If we become aware of a breach of security involving your personal information, we will notify affected individuals without unreasonable delay, consistent with applicable Florida law, and will describe the nature of the incident and the steps we are taking in response.

8. Your Rights

You may request a copy of the information we hold about you, ask us to correct inaccurate information, or ask questions about how your information is used. Some information may be retained in a limited, de-identified form after a request for administrative and accountability purposes, as described in Section 5.

9. Children’s Privacy

The Platform is intended for use by University of Florida students participating in recruitment and is not directed at individuals under the age of 18.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the “Last updated” date above.

11. Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact us at:

president.alphaphi@gmail.com