Privacy Policy

• Account & contact details: name, email, phone number, and mailing/physical address.
• Photos: a profile photo used for your Digital ID, and — for family memberships — the names and photos of household members you add.
• Age: for adults, a confirmation that you are 18 or older — we do not ask an adult for a date of birth. For a child on a household, we collect a date of birth where a parent or guardian provides one, because age determines which camps, classes, and youth programs a child is eligible for. It is optional, you can add or correct it at any time, and it is visible only to you and to Center staff.
• Membership & activity: your membership tier and status, workshop and community-meal registrations, and check-in history.
• Consent records: the waivers, terms, photo-release decisions, and youth authorizations you sign — including which version you signed, the name you typed, and the date and time.
• Youth program health information: for a child enrolled in a camp or other drop-off program — emergency contacts, who may pick the child up, allergies, medications, and any medical notes a parent or guardian provides.
• Payment information: transaction amounts, dates, and descriptions. Card payments are processed by Square; we do not receive or store full card numbers. If you save a card for auto-renewal, it is stored (“vaulted”) by Square and we keep only a reference token plus the card brand and last four digits.
• Location (only at check-in): when you tap to check in, your device shares its location once so we can confirm you are at the Center. We do not track your location continuously or in the background.
• Communication preferences: whether you have opted in to marketing emails.

• Provide and administer your membership, workshops, meals, day passes, and gift cards.
• Process payments and renewals, and send receipts and service notifications.
• Generate your Digital ID and verify facility access at check-in.
• Determine which age-based programs — camps, youth classes, and children’s pricing — a person is eligible for.
• Send you news and promotions — only if you have opted in (you can opt out anytime).
• Maintain security, prevent fraud, and meet accounting, tax, and legal obligations.

We do not sell your personal information. We share it only with service providers that help us run the portal, and only as needed:

• Google Firebase — authentication, database, file storage, and hosting.
• Square — payment processing and secure card storage.
• Resend — delivery of receipts and other emails.

We may also disclose information if required by law or to protect the rights and safety of our members and staff.

When you sign the liability waiver, accept our terms, make a photo-release decision, or complete a youth program authorization, we record what you agreed to. Each record keeps the exact version of the document you were shown, a cryptographic fingerprint of that document’s text, the name you typed as your signature, the date and time, and — when your browser provides them — your IP address and device information.

These records exist to prove what was agreed, so we keep them even after an account is deleted, alongside the transaction records described under Data Retention below. Deleting your account removes your profile; it does not erase the fact that a waiver was signed. You can read and print every consent record we hold for you and your household anytime — use Print My Records under Consent & Releases on your Profile page.

Photo permission is opt-in, decided separately for each person, and is never a condition of membership. Saying no changes nothing about your membership, your registrations, or your access to the Center. A parent or guardian decides for each child.

You can withdraw permission at any time from your Profile page or by emailing info@bakerarts.org. Withdrawal applies going forward — it does not undo uses that already happened:

• Website and social media: we take the images down within 30 days.
• Printed material still in use: brochures, displays, and publications are replaced within 12 months, after which the image is retired.
• Printed material already handed out: cannot be recalled.
• Dated archived publications: past newsletters and annual reports follow the print rule — we do not retroactively edit a published report.
• Copies already outside Baker Arts: images shared by others, reproduced by news media, or submitted to funders in grant reporting are outside our control.

We offer youth memberships and let members add household members, which may include minors. Photos and names of minors should be added only by a parent or legal guardian. A parent or guardian may review, update, or remove a household member’s information at any time from the profile page, or by contacting us at info@bakerarts.org.

Before a child attends a camp or another drop-off youth program, a parent or guardian completes a youth program authorization. It collects emergency contacts, the people authorized to pick the child up, allergies, current medications, any other medical notes you choose to share, and your consent to emergency medical treatment if we cannot reach you.

This is health information about a child and we treat it that way. It is seen only by the staff running the program: it appears on the camp roster staff carry at drop-off and pickup, so an allergy or a pickup authorization is in the hands of the person who needs it. It is not used for marketing and is never shared with other families.

When you enroll a child, you confirm these details and a copy of them as they read at that moment is attached to that enrollment — the roster for a camp last July has to show what was true last July. We keep the authorization with your household record until you change or remove it, and the attached copies for as long as we keep the enrollment records.

We keep your information while your account is active. When you delete your account we remove your profile, photos, and login. We may retain limited transaction records (such as payment amounts and dates) where required for accounting, tax, or legal purposes; where feasible these are disassociated from your profile. We also keep the consent and waiver records described above, for the reason given there: they are the proof of what was agreed.

• Access & update: view and edit your profile from the Profile page.
• Cancel auto-renewal: turn off membership auto-renewal anytime under Payment & Auto-Renewal on your Profile.
• Delete your account: permanently delete your account and profile from the Danger Zone on your Profile page.
• Photo permission: give or withdraw it — for yourself and for each person on your membership — under Consent & Releases on your Profile page.
• Marketing: opt out of promotional emails using the link in any such email or by contacting us.

We protect your information with encryption in transit, access controls, and role-based permissions. No system is perfectly secure, but we work to safeguard your data and limit access to those who need it.

We may update this policy from time to time. When we do, we will revise the Effective Date above and, where appropriate, notify you.

Questions about this policy or your data? Contact us at info@bakerarts.org or write to Baker Arts Center, Liberal, KS.