Layyasaaram Institute of Indian Arts
Privacy Policy — Email, SMS/Text, WhatsApp, Members,
Donors, Volunteers & Event Participants
Layyasaaram (“we,” “our,” or “us”) is committed to protecting the privacy of our members, donors, volunteers, event attendees, and community partners. This Privacy Policy explains how we collect, use, store, and protect personal information across our communication channels and operational activities.
1. Information We Collect
1.1 Membership Registration
When you complete the Layyasaaram membership form, we collect: first and last name; email address; mobile phone number; WhatsApp number (if different from mobile); city and state; connection to Indian arts; instrument or discipline; topics of interest; messaging channel preferences (SMS, WhatsApp, email); message frequency preference; preferred language; and consent timestamps for each communication channel.
1.2 Communication Content
Emails, SMS text messages, WhatsApp messages, event inquiries, feedback, or support requests you send to us.
1.3 Event & Ticketing Information
Ticket purchases, attendance records, seating or accessibility requests, and ticketing platform transaction metadata.
1.4 Donor Information
Donation amounts and history, donation preferences (anonymous, restricted, recurring), and payment method type (not full card numbers).
1.5 Volunteer Information
Contact details including emergency contact information; skills, availability, and role preferences; background check status (if applicable).
1.6 Technical Metadata
Message delivery status; consent timestamps; platform-provided analytics (non-identifying). We do not collect sensitive personal information unless voluntarily provided and necessary for a specific purpose.
2. How We Use Your Information
We use your information to:
- Communicate about concerts, events, and organizational updates
- Send confirmations and event reminders via email, SMS, and WhatsApp
- Respond to questions or support requests
- Process donations and issue tax receipts
- Maintain accurate membership and donor records
- Coordinate volunteer activities
- Improve communication relevance and quality
We do not sell or rent personal information to third parties.
3. SMS Text Message Communications
3.1 SMS Consent
By providing your mobile phone number and checking the SMS opt-in box on our membership form, you expressly authorize Layyasaaram Institute of Indian Arts to send you automated recurring SMS text messages. These messages may include event announcements, concert reminders, community updates, and organizational news.
3.2 Message Frequency
Message frequency varies based on your selected preference: all updates, weekly digest, monthly newsletter, or events and concerts only. You will not receive messages more frequently than your selected preference.
3.3 Message & Data Rates
Standard message and data rates may apply depending on your mobile carrier and plan.
3.4 SMS Opt-Out
You may opt out of SMS messages at any time by replying STOP to any message from Layyasaaram. After opting out, you will receive one final confirmation message and no further SMS messages will be sent. To re-subscribe, text START to the same number.
3.5 SMS Help
Reply HELP to any Layyasaaram SMS message for assistance, or contact us at info@layyasaaram.org.
3.6 Consent Not Required
Consent to receive SMS messages is not required as a condition of membership or any other benefit. You may join and participate fully without opting into SMS communications.
3.7 TCPA Compliance
Layyasaaram’s SMS communications comply with the Telephone Consumer Protection Act (TCPA). By opting in, you confirm you are the account holder or have authorization to provide consent for the number submitted. Consent timestamps are recorded and stored for compliance purposes.
4. WhatsApp Communications
4.1 WhatsApp Consent
By providing your mobile phone number and checking the WhatsApp opt-in box on our membership form, you authorize Layyasaaram to send you messages via WhatsApp. These may include event information, reminders, rich media content such as concert announcements and promotional materials, and community updates.
4.2 Separate WhatsApp Number
If your WhatsApp number differs from your primary mobile number, you may provide it separately on the membership form. If no separate number is provided, your primary mobile number will be used for WhatsApp communications.
4.3 WhatsApp Opt-Out
You may opt out of WhatsApp messages at any time by replying STOP in WhatsApp, or by blocking the Layyasaaram WhatsApp number within the app. After opting out, Layyasaaram will no longer send WhatsApp communications to your number.
4.4 Consent Not Required
Consent to receive WhatsApp messages is not required as a condition of membership.
5. Email Communications
5.1 Email Consent
By providing your email address and checking the email consent box on the membership form, you agree to receive emails from Layyasaaram including event announcements, newsletters, and organizational updates.
5.2 Google Group Subscription
Members who opt in to email communications are invited to join the layyasaaram_events Google Group. Subscription is completed only after the member clicks a confirmation link sent to their email address, ensuring explicit double opt-in consent.
5.3 Email Opt-Out
You may unsubscribe from emails at any time by using the unsubscribe link in any email, or by sending an email to layyasaaram_events+unsubscribe@googlegroups.com.
5.4 Re-Subscribe
To re-subscribe to email communications, send an email to layyasaaram_events+subscribe@googlegroups.com.
6. Donor Privacy
6.1 How Donor Information Is Used
Processing donations; issuing tax receipts; acknowledging contributions (unless anonymity is requested); and providing updates about programs donors support.
6.2 Donor Information We Do Not Share
We do not share, sell, trade, or publish donor information — including names, contact information, donation amounts, or payment details — unless required by law or with explicit donor consent.
6.3 Anonymous Donations
Donors may request anonymity at any time. Layyasaaram will honor this preference across all public materials and internal communications.
7. Volunteer Data
7.1 How Volunteer Data Is Used
Scheduling and coordination; assigning roles based on skills and availability; safety and emergency communication; and background checks when required for specific roles.
7.2 Volunteer Data Sharing
Volunteer information is shared only with authorized Layyasaaram staff or board members; event leads or coordinators; and background check providers (if applicable). Volunteer data is never sold or used for marketing without consent.
8. Ticketing Platform Data
8.1 What Ticketing Platforms Collect
Depending on the provider, platforms may collect: name, email, phone number; payment information; ticket purchase history; and service fees and transaction metadata.
8.2 How Layyasaaram Uses Ticketing Data
Confirming attendance; managing seating or accessibility needs; communicating event updates; and understanding audience engagement.
8.3 Third-Party Policies
Ticketing platforms operate under their own privacy policies. Layyasaaram is not responsible for platform outages, data breaches on third-party systems, or platform-specific data retention policies.
9. Third-Party Services
Layyasaaram uses the following third-party platforms which may process your personal data:
- Google Contacts — for membership records
- Google Groups — for the layyasaaram_events mailing list
- Google Sheets — for membership log and recordkeeping
- Message delivery apps such as Twilio — for SMS and WhatsApp message delivery
- Ticketing platforms such as Eventbrite — for event registration and ticket sales
- Payment processors such as PayPal — for donation processing
Each of these platforms operates under its own privacy policy and security practices.
10. Minnesota-Specific Privacy Expectations
While Minnesota does not have a comprehensive consumer privacy law, Layyasaaram follows Minnesota-aligned expectations for nonprofits.
10.1 Transparency
We clearly disclose what data we collect and how it is used.
10.2 Reasonable Safeguards
We apply reasonable administrative, technical, and physical safeguards against unauthorized access.
10.3 Data Minimization
We collect only what is necessary for mission-related operations.
10.4 Rights of Individuals
Minnesota residents may request to update their information; ask how their data is being used; opt out of communications; and request deletion of their contact information. Layyasaaram honors these requests promptly.
11. Nonprofit Best Practices
11.1 Limited Access
Only authorized staff, board members, or volunteers may access personal data.
11.2 Purpose Limitation
Data is used only for mission-related activities such as event management, fundraising, volunteer coordination, and community engagement.
11.3 Secure Storage
We use secure systems for storing donor records, volunteer information, ticketing data, membership records, and communication lists.
11.4 Ethical Stewardship
We treat all personal information as a trust placed in us by the community.
12. Your Choices and Rights
You may:
- Opt out of email, SMS, or WhatsApp communications at any time
- Update your contact information or preferences
- Ask how your information is being used
- Request anonymity for donations
- Request deletion of your personal data
To exercise any of these rights, contact us at info@layyasaaram.org.
13. Data Retention
We retain information only as long as necessary for event operations; donor recordkeeping (for IRS compliance); volunteer coordination; membership management; and legal or audit requirements. SMS and WhatsApp consent records are retained for TCPA compliance purposes. You may request deletion of non-required data at any time.
14. Children’s Privacy
Layyasaaram does not knowingly collect personal information from children under 13 through our membership form, email, SMS, or WhatsApp. If you believe a child has provided information, contact us at info@layyasaaram.org so we can remove it promptly.
15. Changes to This Policy
We may update this Privacy Policy periodically. Updates will be posted on our website with a revised “Last Updated” date.
16. Contact
Layyasaaram Institute of Indian Arts
Website: https://www.layyasaaram.org
Email: info@layyasaaram.org
Phone: 952 522 3121 (AI Agent)
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