top of page

Privacy Policy

We collect only what we need to run our foreign exchange programs, match and support students and host families, accept donations, and keep you informed. We do not sell personal information. We use safeguards to protect data, obtain consent when required (especially for minors), and honor reasonable requests to access, correct, or delete information.

1) Who we are & scope

This policy explains how World Scholars Exchange Inc. (“WSE,” “we,” “us”) collects, uses, shares, and protects personal information from:

  • Students and their parents/guardians

  • Host families and volunteers

  • School and community partners

  • Donors and supporters

  • Website visitors and people who contact us

It applies to our website, forms, email/SMS outreach, and program operations.

2) What we collect

Information you provide

  • Contact & identity: name, email, phone, address, date of birth; for minors, parent/guardian info

  • Program materials: applications, essays, preferences, school records you choose to share

  • Safety & screening (hosts/volunteers): references, government ID, background-check data (processed by vetted vendors), household info relevant to student wellbeing

  • Donations: donation amounts and billing details processed by secure payment providers (we do not store full payment card numbers)

  • Communications: emails, messages, survey responses, event registrations

  • Media: photos/video/testimonials with written consent

Information collected automatically (website)

  • Basic analytics and cookies (pages viewed, device/browser, approximate location). You can control cookies in your browser.

3) Why we use your information (program purposes)

  • Operate programs: evaluate applications; match students and host families; coordinate with schools; provide 24/7 support

  • Safeguarding: conduct screenings; respond to concerns; meet legal and policy requirements

  • Communications: send confirmations, logistics, program updates, surveys, and—with your consent—newsletters and appeals

  • Donations & finance: process gifts, provide receipts, and maintain donor records

  • Improve services: quality assurance, training, analytics, and impact reporting (using de-identified data whenever possible)

  • Legal compliance: tax, reporting, and responding to lawful requests

4) Legal bases & consent (international visitors)

If you are in the EEA/UK, we rely on one or more of these bases: consent, performance of a contract, legitimate interests (program safety/quality), and legal obligations. You can withdraw consent at any time (this won’t affect prior processing).

5) Children’s privacy

We work with minors. For student participants we obtain verifiable consent from a parent/guardian before collecting or using a child’s information. We do not knowingly collect data from children under 13 for general marketing. Parents/guardians may review, correct, or request deletion of their child’s information (subject to program/legal obligations).

6) How we share information

We share only what’s necessary with:

  • Service providers under contract (e.g., background-check vendors, secure payment processors, email/IT providers)

  • Partner schools and coordinators to operate placements and support students

  • Legal authorities when required to protect safety, comply with law, or respond to lawful requests

  • With your consent, media or public materials (e.g., stories/photos)

We do not sell personal information. We also do not share it for cross-context behavioral advertising.

7) Sensitive & screening data (hosts/volunteers)

When required for safeguarding, we or our screening vendor may process limited sensitive data (e.g., criminal background results, ID numbers). This is used only to assess eligibility and safety, stored securely with restricted access, and retained according to our retention policy.

8) Data security

We use administrative, technical, and physical safeguards (role-based access, encryption in transit, vendor due diligence, staff training). No system is perfectly secure; if we identify a risk of harm, we will follow applicable notification laws and our incident response plan.

9) Data retention

We keep data only as long as needed for program, legal, audit, or safeguarding purposes, then delete or de-identify it. Examples (you may customize):

  • Applicant/participant records: 7 years after program end

  • Host screenings: 7 years after last placement

  • Donor records: 7 years after last gift (for tax/audit)

  • Routine inquiries/analytics: 12–24 months

10) Your choices & rights

You may request to access, correct, update, or delete your information, or to opt out of non-essential emails. Parents/guardians may exercise these rights for their child.
EU/UK/California residents have additional rights (e.g., portability, restriction, objection; California access/deletion/“do not sell or share” requests). We will verify requests and respond within the time required by law.

Request changes: world.scholars.exchange@outlook.com • (317) 340-1610

11) Cookies & analytics

We use limited cookies and analytics to understand site usage and improve content. You can manage cookies through your browser settings. If required, we will display a cookie banner with choices.

12) Donor privacy

We respect donor intent and privacy. We do not sell or trade donor personal information. We may list donor names publicly only with consent (and always honor requests for anonymity).

13) Photos, video, and stories

We obtain written consent before using identifiable photos, video, or testimonials. Participants can revoke consent for future use at any time; previously printed materials may not be retractable, but we will remove digital content where feasible.

14) International transfers

If you are outside the U.S., your data may be processed in the U.S. We use appropriate safeguards (e.g., Standard Contractual Clauses) when required.

15) Third-party links

Our site may link to other websites. Their privacy practices are their own; please review their policies.

16) Changes to this policy

We may update this policy to reflect programs, laws, or best practices. We will post changes here with a new “Last updated” date. Material changes may also be announced by email or site notice.

bottom of page