Word on Memorial: Privacy Notice

Effective date: [DECISION: set on the day the signup page goes live]

Word on Memorial is a free weekly email newsletter covering community buzz across the Tulsa metro. This notice explains how we collect, use and protect subscriber information.

What we collect

• Your email address, which you give us when you subscribe.
• Basic subscription details that our email platform records automatically, such as the date you signed up, the page you signed up on, and whether you confirmed your subscription.
• Email engagement data, such as whether an issue was opened and which links were clicked (see "Email and signup page tracking" below).
• Technical information that may be processed when you visit the signup page, subscribe, or interact with an email, which may include IP address, browser and device information, usage data, cookie data and approximate location.
• Anything you choose to send us, for example if you reply to an issue or email us.

We do not ask for your name, street address, phone number or payment information to subscribe.

How we use it

We use subscriber information to run Word on Memorial:

• sending you the newsletter and messages about your subscription;
• handling sign-ups, unsubscribes and requests you send us; and
• understanding how issues perform so we can make the newsletter better.

Email and signup page tracking

Our emails are sent through Kit (kit.com). Kit records when an email is opened (using a small image in the email) and when a link in it is clicked (links pass through a Kit redirect address before reaching the destination). This tracking is always on; our Kit account has no setting to turn it off. Some email apps block or pre-load images, so open data is not always accurate. We use this information to see how issues perform. You can limit open tracking by turning off images in your email app, but that does not stop click tracking.

Our signup page is hosted by Kit. When you visit it:

• Cloudflare, which protects the page from bots, sets a short-lived security cookie (about 30 minutes).
• Kit loads its signup form script, and Kit's forms may use a cookie to remember that you have subscribed.
• The page loads fonts from Google Fonts, so your browser shares your IP address with Google.

We have not turned on any analytics or advertising trackers on the signup page. We do not respond to browser "Do Not Track" signals.

This privacy notice page is hosted by Cloudflare (Cloudflare Pages).

Who we share it with

We share information with service providers that help run the newsletter, including:

• Kit, our email platform, which stores subscriber information and sends the newsletter on our behalf. Kit uses its own service providers, including data-analytics providers, listed in Kit's DPA. Kit may use de-identified data to improve its services. Kit's own privacy policy also applies to its handling of data.
• Cloudflare, which forwards email sent to our contact address to our inbox. It does not store message bodies as a mail host. Google, whose Gmail service stores those emails and replies to issues. As described under "Email and signup page tracking," Cloudflare and Google also receive technical information when you visit our signup page.
• No list sales or rentals. We do not sell or rent our subscriber list on its own. We may run sponsorships in the newsletter, but we do not give sponsors your email address or our subscriber list. We may share aggregate figures, such as total subscribers or overall open rates, that do not identify you. Sponsored links are subject to the Kit click tracking described above; destination sites process information under their own policies.
• Recommendations. We have turned off Kit Recommendations and Smart recommendations for Word on Memorial. Kit may still operate other platform features that we do not control.
• If the newsletter changes hands. If Word on Memorial itself is sold or transferred, subscriber information may transfer to the new owner to keep operating the newsletter, subject to applicable law, and you can always unsubscribe. This notice does not permit a new owner to use your information for unrelated marketing. We will tell subscribers before any sale of the newsletter takes place, so you can unsubscribe first if you wish.
• When required by law.

How long we keep it and how to delete it

• We keep your subscriber record while you are subscribed.
• We keep emails you send us for one year after we receive them, then delete them from our mailbox. Copies may remain briefly in our email provider's deleted-items or backup systems.
• When you unsubscribe, we stop sending you the newsletter. We keep a record of your email address marked as unsubscribed to help prevent accidental sends, until you ask us to delete it.
• If you would like your subscriber record deleted, email us at the address below and we will delete it from our email platform within 30 days. Deleting the record also removes the marker that keeps your address unsubscribed. We will not add your address back ourselves. Kit may keep limited records under its own policies, such as backups or legal records. Emails about your request are kept under the one-year rule above.
• You can also email us to ask what information we can access about you in the accounts we use to run the newsletter, or to correct it.

Unsubscribing

Every issue includes an unsubscribe link at the bottom. Using it unsubscribes you from future issues; it may take a short time to process. You can also email us and ask to be removed.

Children

You must be at least 13 to subscribe. Word on Memorial is not directed to children under 13, and we do not knowingly collect information from them. If you believe we have collected information from a child under 13, contact us and we will delete the subscriber record and related emails we control.

Security

We rely on our service providers' security measures and limit access to our accounts to the person who runs the newsletter and the service providers that help run it. No online service is perfectly secure.

Where data is stored

Kit currently states that it stores and processes subscriber information in the United States. Emails you send us are stored by Google, which may process them on servers outside the United States. Google Fonts and Cloudflare may also process information in other countries.

Changes to this notice

We will update the effective date whenever we change this notice. If we make a material change, we will tell current subscribers, for example in a newsletter issue, before it applies to information we already have.

Contact

Questions, requests or deletion: hello@wordonmemorial.com