Privacy Policy

Version 2026.1 Effective April 20, 2026 Last updated April 20, 2026

Casper Youth Hub ("CYH", "we", "us") is operated by Void Outreach Inc., a Wyoming 501(c)(3) nonprofit. We run a free drop-in "third space" for youth ages 12 to 20 in Casper, Wyoming. This Privacy Policy explains what personal information we collect through our check-in system, websites, and mobile app, how we use and protect it, and what rights you and your family have over that information.

Plain-language summary. We collect the minimum information we need to keep youth safe, run our programs, and report aggregate numbers to funders. We never sell your family's data. We never run advertising. We never use the data to build personal profiles beyond what the Hub needs. You can see, correct, export, or delete your family's information at any time.

1. Who this applies to

Youth age 12: COPPA applies. We will not knowingly collect personal information from a youth under 13 without obtaining verifiable parental consent (VPC) through an FTC-approved method.
Youth 13-17: We require informed parental or guardian consent. Beginning at age 13, a youth controls their own LGBTQ+ self-identity fields and those fields are not displayed to parents in the portal.
Youth 18-20: The youth can self-consent. A parent or guardian contact may still be listed as an emergency contact at the youth's option.

2. What we collect

Provided at registration

Legal name, chosen name, and pronouns (optional)
Date of birth, used to compute age, eligibility, and aging-out date
Address, ZIP, and household composition (optional)
Parent or guardian contact information (email and phone)
At least two emergency contacts and their relationship to the youth
Medical alerts, allergies, and medications (optional but recommended)
A photo of the youth, used only by staff for visual match at check-in
Answers to a categorical-eligibility question: "Does your family participate in SNAP, free / reduced lunch, Medicaid, TANF, WIC, or Section 8 / HUD?" We do not collect income amounts or dollar figures
Typed signatures acknowledging each policy document, with policy version, IP address, user-agent, and timestamp captured for audit

Created by usage

Check-in and check-out times, via the kiosk, mobile app, or staff badge-in
Coarse location events only from the mobile app, and only while the parent has enabled presence tracking and the youth has granted location permission. The only data sent is an enter or exit event relative to the Hub's geofence, plus a timestamp
Program enrollment, attendance, and session outcomes
Incident, suspension, and restorative-discipline records
Mandated-reporter log entries (access strictly limited)
Anonymous tips, which are never linked to a youth profile

What we never collect

Precise GPS breadcrumbs, movement history, or location outside the Hub geofence
Browsing history, social-media contacts, or third-party cookies
Biometric templates. We do not operate facial recognition or fingerprint matching
Income in dollars, bank information, or Social Security numbers

3. How we use it

Program operations: identify youth at check-in, flag safety alerts (custody, no-contact, allergy, medical) to staff, track attendance, deliver programs, and communicate with families.
Grant and public-benefit reporting: we report only aggregated counts (for example, "seventy-two percent of served youth are categorically eligible for poverty programs"). No individual record is exported to any funder.
Service messages: account-related email and SMS, plus optional community newsletters that you opt into.
Program improvement: anonymized surveys and youth-voice exercises.

We do not sell personal information, ever. We do not use it for targeted advertising. We do not share it with data brokers or marketing companies.

4. How long we keep it

Data	Retention
Youth profile	Active + three years after aging-out or deletion request
Parental consent evidence	Seven years (legal / audit requirement)
Photos	Until youth ages out or consent is revoked
Check-in and geofence events	Thirteen months rolling
Incident and suspension records	Seven years
Mandated-reporter log	Seven years
Anonymous tips (not actioned)	Two years
Audit logs	Seven years

Parents and youth 18+ can request earlier deletion; see section 8.

5. How we protect it

Encryption at rest: DynamoDB tables and S3 buckets use AWS KMS customer-managed keys. Personally identifying fields (contact information, medical notes, custody narratives, mandated-report bodies, tips) are additionally field-level encrypted with per-record encryption contexts before they ever touch the database.
Encryption in transit: TLS 1.2 or later on every connection.
Access control: Role-based via AWS Cognito groups (admin, staff, volunteer, parent, youth). Staff accounts require multi-factor authentication. Mandated reports and anonymous tips are restricted to the Executive Director and a designated Safety Lead under a two-person review rule.
Audit logging: Every read of sensitive fields, every staff override, and every break-glass action is written to an append-only audit trail.
Least privilege: Each backend function is granted the minimum AWS permissions it needs, table by table and key by key.

6. The mobile app and location

The mobile app only uses location when your family has enabled presence tracking and a youth has granted the permission. It never records a path or a location history. The only data sent to us is an enter or exit event at the Hub geofence, plus a timestamp.

Parents can turn presence tracking off at any time from the parent portal or the mobile app's settings screen. When tracking is off, youth still check in and out manually, and the app does not request or store location.

Parents see in the mobile app:

Whether each linked youth is currently at the Hub or away
Arrival and departure timestamps for the current day

Parents do not see the youth's current GPS coordinates or path. Uninstalling the app fully stops any future location collection.

7. COPPA and verifiable parental consent

For a youth age 12, we obtain VPC via an FTC-accepted method: a $0.50 credit-card micro-charge tied to the parent's name, refunded immediately but creating a legal record that the adult is who they say they are. Evidence of consent (method, timestamp, signer, document versions, and Stripe reference) is stored for seven years.

For youth 13-17 we use "email-plus": the parent signs in the portal or app, types their name on each required policy, and confirms via a second-channel email link. The signed document bundle is captured with timestamp, IP, user-agent, and policy-version hash.

8. Your rights and choices

Access: parents can see their household's profile data at any time in the parent portal or mobile app. Youth 18+ can see their own.
Correction: you can correct any profile field from the portal.
Granular media release: each release channel (internal use, newsletter, website, social media, external press) is consented to separately on each youth's profile. Changes take effect immediately and apply going forward.
Presence tracking: parents can toggle location-based check-ins on or off at any time.
Withdraw consent: revoke parental consent from the portal; the youth is moved to "pending consent" within one business day.
Deletion: submit a deletion request in the portal (Account → Data controls) or by emailing privacy@casperyouthhub.org. We complete deletion within 10 business days, except for records we must retain for legal or grant-compliance reasons, which we limit to the minimum required.

9. Third-party processors

We use only the following processors, each under a data-processing agreement:

Amazon Web Services (US regions): DynamoDB, S3, Lambda, Cognito, SES, SNS, CloudFront, KMS. Data stays in the continental United States.
Stripe, Inc.: only for the COPPA micro-charge. Stripe never sees a youth's profile data.
Expo / EAS: mobile app build, release, and over-the-air update distribution. Expo has no access to your data.

10. Wyoming Student Data Privacy Pledge

We voluntarily adopt the Wyoming Student Data Privacy Pledge:

We will not sell student personal information.
We will not use or disclose student information for targeted advertising.
We will not build personal profiles beyond what is needed to run the Hub's programs.
We will follow the WY HB 08 notification rules if we ever learn of a breach of student personal information.

11. Children's data and school records

The Hub is not a school and does not create FERPA-covered education records. We do not pull grades, transcripts, or disciplinary records from schools. If a youth's school shares information with the Hub it is only with the family's direct written permission on a per-request basis.

12. Changes to this policy

Material changes are announced here and emailed to parents; on the next sign-in we will ask for re-acknowledgement of the new version. The canonical version string (2026.1, 2026.2, and so on) is recorded with every signature so we can always reproduce the exact words a family agreed to.

13. Contact

Privacy Officer, Casper Youth Hub
Email: privacy@casperyouthhub.org
Mail: Void Outreach Inc., 201 E 2nd St, Casper, WY 82601

You may also file a complaint with the Federal Trade Commission (ftc.gov) or the Wyoming Attorney General's Consumer Protection Unit.