Privacy Policy

(Policy last updated July 17,2020)

At Snow City Arts, we strive to deliver outstanding services and experiences. We recognize the importance of your privacy and protecting your personal information while you are visiting our websites. We have prepared this Privacy Policy (“Policy”) to inform you of the privacy principles that govern this website and any other websites included within www.snowcityarts.org. Please read this Policy carefully before submitting your personal information to us.

This Policy applies solely to information collected by this website. Please note that this Policy does not apply to our processing of personal information on behalf of and subject to the instructions of third parties.

This Policy will notify you of the following:

What personally identifiable information is collected from you through the website, how it is used and with whom it may be shared.

What choices are available to you regarding the use of your data.

The security procedures in place to protect the misuse of your information.

How you can correct any inaccuracies in the information.

PERSONAL INFORMATION

The types of personal information that Snow City Arts collects includes names, addresses, phone numbers, fax numbers, and email addresses. This information allows us to keep you informed about Snow City Arts’ activities, opportunities, news, and updates.

By joining our mailing list, registering for events, or donating to the organization, you give Snow City Arts permission to contact you by way of the information you provide.

Unless you opt-out as set forth below, Snow City Arts may use the information that you provide to correspond with you by mail, email, phone, or fax and to track trends and statistics that help us improve our website

WEB SITE

The nature of the internet is such that web servers automatically use Internet Protocol (IP) addresses to collect and log information about a user’s traffic patterns. These are unique numerical values assigned to web users by their Internet Service Providers (ISP). The Snow City Arts website also uses standard “cookie” technology. Cookies are files created by a website to store your preferences on your computer. These cookies are used to track information and trends for users as a whole, but do not provide any information regarding individual identities of users. All information collected through cookies is for internal use only. You can disable cookies through your web browser options. Our website is hosted on servers owned and managed by 1&1 IONOS Inc. Any personal information collected by 1&1 IONOS on our behalf is managed in accordance with this privacy policy.

PERSONAL INFORMATION FROM CHILDREN

We do not knowingly collect personal information from individuals under 18 years of age. As a parent or legal guardian, please do not to allow your children to submit personal information without your permission.

LINKS

Throughout the Snow City Arts website, links have been provided to third party sites that may be of special interest to our users. In using such links, you should be aware that each third party site operates under its own privacy guidelines, and Snow City Arts does not take responsibility for the privacy policies of these sites.

OPT OUT

If you have given us your contact information (mail address, fax number, email address or phone number), we may want to inform you about our services or send you newsletters, invitations, and appeals.

If you prefer not to receive communications from us, you may change your preferences at any time by: (i) sending us an email; (ii) writing to us (and include your email address) at 1653 W Congress Pkwy, Rush – Kidston 103, Chicago, IL 60612; or (iii) using the unsubscribe function in the email you receive from us. We will update your preferences as soon as reasonably practical.

Please note, however, that if you “opt out” as described above, we will not be able to remove your personal information from the databases of affiliates or business partners with which we have already shared your personal information in accordance with this Policy (i.e., to which we have already provided your personal information as of the date of your opt-out request).

SECURITY

Personal information gathered by Snow City Arts is kept in confidence, and may be accessed by Snow City Arts personnel only to be used for the reasons for which it was obtained. We have put in place appropriate procedures to safeguard and prevent unauthorized access to personal information.

POLICY MODIFICATIONS

We may modify this Policy from time to time. When we make material changes to this policy we will post the revised policy on the homepage of our website. You can tell when this Policy was last updated by looking at the date at the top of the Policy. Any changes to our Policy will become effective upon posting of the revised Policy on the website. Use of the website following such changes constitutes your acceptance of the revised Policy then in effect.

Snow City Arts
Virtual Learning in response to Covid 19
July 17, 2020

INTRODUCTION

In response to the restrictive parameters caused by Covid 19, Snow City Arts has adjusted its usual face-to-face arts education work with children and youth in hospitals to provide opportunities for arts learning through virtual methods. Snow City Arts is developing one-way video instructional lessons, methods for one-to-one virtual learning, classroom-like virtual learning, and capabilities to live-stream lessons for when Child Life can begin to gather small groups of patients in a unit or in a clinic. We envision this work as an opportunity for Snow City Arts to learn new tools, processes, and avenues for engaging even more students in personalized learning opportunities regardless of isolation, short-term or long.

DISCLOSURE

The following statement will be shared with parents and will be posted on each of the relevant online locations such as our website and our YouTube channel.

In normal times, Snow City Arts Teaching Artists meet with participants in person in the privacy of a hospital room or other private space. These are not normal times, and with the stay-at-home orders and social distancing firmly in place to stem the tide of COVID-19, Snow City Arts, like the rest of the world, is using alternative methods to stay in touch with our constituents. We plan to use email (Google’s G Suite); our website (www.snowcityarts.org); scheduling platform (Acuity); video conference platform (Microsoft Teams or Zoom); and audio-only communications via mobile phones, tablets, and laptops. Snow City Arts will communicate with parents and students 18 and older utilizing DocuSign to secure consent for participation as well as releases related to artwork, media, and school communication. These sources have been vetted for your privacy and protection and we are aware that each has their own shortfalls. This disclosure will be updated when/if new tools are added. Although Snow City will do its best to ensure the privacy of these communications and interactions, as with any virtual communications, we cannot guarantee with certainty that such communications will be completely private and that inadvertent, unplanned disclosures will not occur. In the event that Snow City Arts becomes aware of a breach, Snow City Arts will reach you/a parent or guardian, a referring teacher if applicable, and the affiliated hospital. By allowing your child to participate, or consenting as a participant 18 or older, in Snow City Arts’ programs and engaging with this technology, you acknowledge, accept and assume this risk and do not hold Snow City Arts liable for any unintended disclosures due to the use of above. 

June 17, 2020

ACUITY

Snow City Arts has contracted with Acuity to enable secure scheduling with a Teaching Artist and to prompt the completion of the proper consent and release forms.

WEBSITE

Snow City Arts’ website (www.snowcityarts.org) is hosted on WordPress. Our Privacy Policy is posted on our site. 

DOCUSIGN

Snow City Arts secures consent forms for participation as well as release forms from parents/guardians and patients 18 years old and older related to retention of artwork, media, and school communication. Snow City Arts has a signed contract and Business Associates Agreement (BAA) with DocuSign to secure signatures from consenting parents/guardians and adult students. Consent forms are required prior to participation for all new students. Release forms, as always, are optional to families.

Snow City Arts also requests that a Media Release be signed before a Music workshop so that we may document using the tools in Zoom and provide the student with their own recording.

YOUTUBE

Snow City Arts will host its one-way instructional videos on YouTube.

TELEPHONE

Snow City Arts will continue to access its phones/voicemail through Rush University Medical Center. Remote learning by phone will leverage the phone features in Zoom.

EMAIL

Snow City Arts utilizes Google’s G Suite for organization-wide communication, scheduling, receiving artwork via an upload link, and archiving. Snow City Arts has a signed BAA with Google.

MICROSOFT TEAMS

Snow City Arts is utilizing the integration between DocuSign and Teams to receive Consent forms and Releases from parents in Microsoft Teams.

ZOOM

Snow City Arts has a signed contract and BAA with Zoom for its web-based, interactive meeting platform. Snow City Arts utilizes this platform for administrative meetings and fundraising events as well as interactive workshops with students. Snow City Arts may, if releases are signed, utilize Zoom’s recording tool for Music workshops in order to provide an media artifact that the student may keep. Additionally, file sharing may be used by the student/family to share such artwork with Snow City Arts. Security protocols are a critical part of our operations.

TRAINING AND PROTOCOLS 

Snow City Arts’ Administrative and Program Teams have been trained on each of the platforms and will exercise the security protocols that each provides. Snow City Arts employs the same security protocols as we do when working in the hospital. Our team members each work on private, secure internet in their homes in a dedicated space devoid of other people when working remotely. 

PROTOCOL IN THE EVENT OF A BREACH 

If Snow City Arts becomes aware of a breach, including a non-disclosed individual in the background of a video call, Snow City Arts will document the day, time, and method of the interaction as well as what happened during the incident. Snow City Arts will inform the student, if 18 years of age or older, a parent, the related hospital entity, and the teacher if the interaction is the result of a referral. 

QUESTIONS

If you have any questions about this Policy or how Snow City Arts processes your personal information, please contact us by email or by postal mail to 1653 W Congress Pkwy, Rush – Kidston 103, Chicago, IL 60612.