Privacy Policy

1.Who Is Responsible for Your Information

Organizations use UnitTally to run their own storefronts and rosters, so who is responsible for your information depends on your role:

• Account holders and site visitors: Railyard Ops LLC is responsible for user accounts (administrators, and members or parents who sign in), subscription billing records, contact and early-access form submissions, and visits to our marketing and documentation sites.
• Members, youth sellers, and storefront buyers: Each Organization is responsible for its own roster, member records, and storefront orders. Railyard Ops LLC processes those records on the Organization’s behalf to provide the Services.

If you are a member or a parent and want your information corrected, contact the Organization running the campaign; its administrators can correct member records in the console. If you are a buyer and want an order or your contact details removed, ask the Organization or write to privacy@unittally.com, and we will handle the request on the Organization’s behalf. Each Organization is also responsible for how it uses information it exports from UnitTally or keeps outside it.

2.Information We Collect

Account information: We collect names and email addresses when administrators register or join an Organization, and when members or parents accept an invitation. If you sign in with Google or Microsoft, we receive your name, email address, and profile image from that provider.

Order records: When a buyer orders from or donates to an Organization through its storefront, we store the order on the Organization’s behalf to produce receipts and reconciliation reports: the amount, products purchased, buyer name, email address or phone number, delivery address, any note to the Organization, fulfillment choices, and the member credited with the sale, if any. To help prevent fraud, we also record the IP address, approximate location, and browser used to place the order. Card details are processed by Stripe; we never receive or store card numbers. While an order still needs delivering or its payment collecting, the member credited with the sale, and a parent linked to that member, can see the buyer’s phone number and email address to arrange it.

Delivery addresses: When a buyer chooses delivery, we look up the address they typed with the US Census Bureau’s Geocoder, to match it against the Bureau’s street address records and store it in standard form, so whoever delivers can find it. If the buyer typed only a street, we add the Organization’s town to the lookup. We send the Census Bureau the address alone, not the buyer’s name, contact details, or IP address, and we store with the order what the buyer typed and whether it matched.

Wishlist links: If you follow a wishlist link on a storefront, we record the click (a device identifier, IP address, browser, and approximate location) and send you to the retailer with a referral tag that lets us earn a commission on qualifying purchases and attribute it to the Organization. The retailer’s own privacy policy applies on its site.

Contact and early-access forms: The early-access form on our marketing site collects your email address. The contact form collects your name, email address, organization name, topic, and message.

3.Child Privacy and COPPA

UnitTally is designed with the Children’s Online Privacy Protection Act (COPPA) in mind.

• No direct collection: We never collect personal information directly from children under 13. Children do not register accounts, create credentials, or enter data.
• Roster and member data: To track fundraising progress, Organization administrators or parents may record members’ names, including the names of minors, and mark which members are minors. They may also add a contact email address or phone number, which for a minor is typically a parent’s. This information is entered by the Organization or a parent, not the child.
• No public profiles: We do not create searchable profiles of youth sellers or show their full names publicly.
• Member links: Members share campaigns through a link with a random token (/m/{token}), not their name. A storefront opened from that link shows only the member’s first name, such as “You’re ordering through Ellie’s link”, never a last name or a profile.

4.How We Use Information

We use collected information to:

• Deliver, operate, secure, and maintain the Services.
• Provide reconciliation ledgers and attribution lists to Organization treasurers and administrators.
• Send transactional emails, such as order confirmations, sign-in links, invitations, and payout alerts.
• Understand how the Services are used and improve them, as described in Analytics and Cookies.
• Fulfill legal requirements, prevent fraud, and verify Organization legitimacy.

We do not sell, rent, or trade personal information.

5.Analytics and Cookies

We use PostHog for product analytics. We see the results; Organizations do not. What PostHog records depends on the part of UnitTally you are using:

• Storefronts: On your first visit, the storefront sets a first-party cookie named ut_did that lasts one year. On unittally.app addresses, the same cookie is shared across every Organization’s storefront. It ties a visit from a shared link, items added to a cart, and a submitted checkout to one anonymous analytics identity, so we can see which campaigns and shared links lead to orders and improve UnitTally. PostHog keeps its own identifier in your browser, and session recording is off. Storefronts also set cookies that keep your cart and credit the member whose link you followed.
• Console: PostHog records named product events only, such as creating a campaign. Automatic capture of clicks and form input is off, and so is session recording. Its identifier is kept in your browser’s local storage, not a cookie, and events are linked to your UnitTally account ID, not your name or email address. Each event carries only fields from an approved list, such as campaign and product identifiers, and email addresses, phone numbers, postal addresses, and tokens are removed before the event leaves your browser.
• Marketing and documentation sites: On unittally.com and our documentation site, PostHog records page views, clicks, how far pages are read, and use of the fee calculator, and keeps an identifier in a first-party cookie to recognize a returning browser. PostHog may also record visits to these sites so we can find and fix problems; anything you type into a form is masked in those recordings. These visits are not linked to your name or email address.

6.Service Providers

Railyard Ops LLC relies on these service providers to operate UnitTally:

• Cloud infrastructure providers: hosting, database hosting, file and image storage, email delivery, bot protection, and network security.
• Stripe: payment processing, connected account onboarding, and payouts to Organizations.
• PostHog: product analytics and session recordings, as described above.
• US Census Bureau Geocoder: checking delivery addresses at checkout, as described in Information We Collect. It is a free public service of the US government, not a contracted provider, and the Census Bureau’s privacy policy covers what it receives.

7.Data Portability and Retention

Administrators can export orders, order line items, buyer contacts, and the activity log to CSV from the console. If an Organization’s owner deletes the Organization, we can restore it on request for 30 days. After that, its data is purged, except for records we are required to retain to meet our own legal, tax, and audit obligations. Organizations remain responsible for keeping their own copies to meet their IRS recordkeeping requirements.

8.Data Security

We use technical and organizational safeguards to protect information against unauthorized access, alteration, or loss. Traffic to every UnitTally site is encrypted in transit, console access is limited by each person’s role, public member links use random tokens rather than names, and card details stay with Stripe. No method of transmission or storage is completely secure. You remain responsible for keeping your account credentials safe.

9.Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to the Services, our analytics, or legal requirements. When we do, we will change the “Last updated” date at the top of this page, and for material changes we will email the owners of active Organizations.

10.Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact Railyard Ops LLC, Rochester, New York, United States, at privacy@unittally.com.