Big Brothers Big Sisters Services, Inc. – Privacy Policy

Effective Date: September 1, 2026

Big Brothers Big Sisters Services, Inc. (“BBBS,” “we,” “us,” or “our”) respects the privacy of every individual who visits our website, participates in our programs, donates, or volunteers with us. We are committed to protecting the confidentiality, integrity, and security of your personal information in compliance with federal and North Carolina privacy laws.

This Privacy Policy explains how we collect, use, disclose, and protect your information.

1. Compliance with Applicable Laws

This policy complies with the following laws and regulations:

• N.C. General Statutes – Chapter 143B, Article 15 (Department of Information Technology)

• N.C. General Statutes – Chapter 132 (Public Records)

• N.C. General Statutes – §132-1.10 (Protection of Social Security Numbers and Other Personal Identifying Information)

• N.C. General Statutes – Chapter 58, Article 39, Part 1 (Insurance Information and Privacy Protection)

• The Privacy Act of 1974, 5 U.S.C. § 552a (Protection of federal record systems containing personal data)

• HIPAA Privacy, Security & Breach Notification Rules (U.S. Centers for Medicare & Medicaid Services, May 2021 Guidance)

We also follow best practices outlined by the North Carolina Department of Information Technology for data protection and cybersecurity.

2. Information We Collect

We collect information that enables us to fulfill our mission and provide high-quality mentoring services to youth and families.

a. Personal Information

We may collect:

• Name, address, phone number, and email address

• Date of birth, demographic information, or family data (as provided voluntarily)

• Employment or education information (for volunteers)

• Social Security Number (only when required for background checks)

• Mobile phone numbers and SMS opt-in preferences (when you choose to receive text messages from us). 

b. Program and Application Information

• Volunteer and youth applications

• Reference and background check data

• Match activity reports, surveys, and feedback

c. Donor and Supporter Information

• Donation history and payment details (processed securely through third-party vendors)

• Communication preferences and event participation records

d. Non-Personal or Technical Information

• Browser type, device ID, IP address, and site usage analytics collected through cookies or similar technologies

3. How We Use Information

We use collected information to:

• Process volunteer or youth applications

• Conduct background checks as required by law or agency policy

• Manage mentoring relationships and evaluate program outcomes

• Communicate with supporters, donors, and match participants

• Improve services, measure impact, and ensure program quality

We do not sell, rent, or trade personal information to third parties.

4. Disclosure of Information

We disclose information only as necessary and in accordance with applicable law, including:

• To authorized BBBS staff, contractors, or volunteers with legitimate need-to-know access

• To law enforcement, courts, or government agencies when required by North Carolina Public Records Law (N.C.G.S. Chapter 132) or other legal mandates

• To the national Big Brothers Big Sisters of America network for compliance, data tracking, and support

• To service providers who securely process data, host websites, or handle online donations, under strict confidentiality agreements

• As otherwise required by federal law, including HIPAA and the Privacy Act of 1974

5. Protection of Social Security Numbers and Personal Identifiers

In compliance with N.C.G.S. §132-1.10, BBBS:

• Collects Social Security Numbers only when legally required (e.g., background checks)

• Limits access to authorized staff and vendors under confidentiality agreements

• Does not publicly display, post, or transmit Social Security Numbers

6. Data Security

We take reasonable administrative, technical, and physical safeguards to protect all personal data from unauthorized access, disclosure, or misuse, including:

• Encrypted data storage and secure connections (SSL/TLS)

• Password protection and role-based access for staff

• Secure destruction of records once retention requirements are met

Despite these precautions, no system can guarantee 100% security. Users provide information at their own risk.

7. Health and Counseling-Related Information

When we collect or maintain any Protected Health Information (PHI)—for example, through counseling referrals, health disclosures, or collaborative services—we comply with the HIPAA Privacy, Security, and Breach Notification Rules.
We will:

• Use PHI only for program coordination, referrals, or authorized care

• Obtain written consent before sharing PHI except when required by law

• Provide notice if a breach of unsecured PHI occurs

8. Public Records and Confidentiality

Certain records created or maintained by BBBS may be subject to North Carolina’s Public Records Law (Chapter 132). However, personally identifying information (including Social Security Numbers, health data, and confidential program details) is exempt from disclosure under state and federal law.

9. Donor Privacy

BBBS values our donors and safeguards their personal and financial information. We do not sell, share, or trade donor names or contact information with any other entity. Donor data is used solely for processing gifts, issuing acknowledgments, and communicating impact updates.

10. Mobile Messaging Privacy

If you choose to receive text messages from Big Brothers Big Sisters Services, Inc., we may collect your mobile phone number and your consent to receive SMS communications.

SMS communications may include program updates, volunteer coordination, appointment reminders, event notifications, enrollment information, and other organization-related communications.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties except with service providers that assist us in delivering text messages and only as necessary to provide that service.

You may opt out of receiving text messages at any time by replying STOP to any message. For assistance, reply HELP or contact us at office@bbbsnc.org or (336) 724-7993.

11. Your Rights

Individuals may request to:

• Review or correct personal information on file

• Update their contact information

• Limit or revoke consent for certain uses of their personal information

• Opt out of email or text message communications

• Request removal from mailing lists

• Submit a privacy question or complaint

To submit a request, please contact:
Big Brothers Big Sisters Services, Inc.
200 S. Marshall Street
Winston-Salem, NC 27101
Email: office@bbbsnc.org
Phone: 336.724.7993

If your concern involves health or counseling information, you may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights.

12. Data Retention

BBBS retains information only as long as necessary for program, legal, and reporting purposes or as required by grants, insurance, or state and federal law. Records are securely destroyed after the applicable retention period.

13. Children’s Privacy

Protecting youth is at the heart of our mission. BBBS does not knowingly collect personal information online from children under 13 without verified parental or guardian consent, in compliance with the Children’s Online Privacy Protection Act (COPPA).

14. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in law or practice. Updates will be posted on this webpage with a new “Effective Date.” Continued use of our site or services after updates constitutes acceptance of the revised terms.

15. Contact Us

For questions or concerns about this Privacy Policy or BBBS’s data practices, please contact:

Big Brothers Big Sisters Services, Inc.
Attn: President/CEO
200 S. Marshall Street
Winston-Salem, NC 27101
Email: office@bbbsnc.org
Phone: 336.724.7993
Website: www.bbbsnc.org