Privacy Policy

Hampden County Honorary Deputy Sheriffs Association, Inc.
Effective Date: December 2025

The Hampden County Honorary Deputy Sheriffs Association, Inc. (“we,” “us,” or “our”) is committed to protecting the privacy of our members, applicants, and website visitors. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our organization or use our website.

By using our website, submitting an application, or providing information to us, you consent to the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following types of information:

A. Information You Provide Directly

  • Membership Application Information
    Name, address, phone number, email address, date of birth, and other details submitted through the membership application.

  • CORI Form Information
    Any personal information required by the Commonwealth of Massachusetts for a CORI background check. (These records are handled according to Massachusetts CORI regulations.)

  • Payment Information
    When submitting membership dues, breakfast payments, or donations online, payment information is processed securely by third-party payment processors. We do not store full credit card details.

  • Email Newsletter Submissions
    Name and email address when subscribing to our email newsletter.

B. Automatically Collected Information

When you visit our website, certain information may be collected automatically, including:

  • Browser type and version

  • Device information

  • IP address

  • Pages visited

  • Time and date of visit

  • Referring website

This information helps us improve website functionality and user experience.

2. How We Use Your Information

We use the information we collect to:

  • Process membership applications

  • Conduct CORI checks as required

  • Communicate application status

  • Provide membership-related information and updates

  • Send quarterly newsletters and event information

  • Manage donations, payments, and receipts

  • Improve website performance and security

  • Comply with legal and regulatory requirements

We do not sell or share personal information for marketing purposes.

3. How We Share Information

We may share your information only in the following circumstances:

A. With Service Providers

Trusted third-party providers who assist with:

  • Payment processing

  • Email newsletter distribution

  • Website hosting or security

These providers are required to protect your information.

B. CORI Processing

Information required for background checks is handled in accordance with Massachusetts law.

C. Legal Requirements

We may disclose information if required to do so by law, court order, or a law enforcement request.

We do not sell, lease, or share personal information for commercial purposes.

4. Data Security

We take reasonable administrative, technical, and physical measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. While no method of transmission over the internet is entirely secure, we strive to use industry-standard protections to safeguard your information.

5. Data Retention

We retain personal information only for as long as necessary to:

  • Administer membership

  • Maintain accurate records

  • Comply with legal obligations

CORI information is retained, stored, and destroyed according to Massachusetts CORI regulations.

6. Email Communications

If you subscribe to our newsletter or become a member, you may receive:

  • Quarterly updates

  • Event announcements

  • Organizational news

You may unsubscribe at any time by selecting the “unsubscribe” option in any email.

7. Cookies and Tracking Technologies

Our website may use cookies or similar technologies to improve user experience.
You can adjust your browser settings to refuse cookies, though some website features may not function fully.

8. Third-Party Links

Our website may include links to third-party websites, including Facebook.
We are not responsible for the privacy practices or content of those external sites.

9. Children’s Privacy

Our website and membership program are not intended for individuals under the age of 18.
We do not knowingly collect information from children.

10. Your Rights

Depending on applicable laws, you may have the right to:

  • Access your personal information

  • Request updates or corrections

  • Request deletion of certain information

  • Opt out of non-essential communications

Requests may be submitted using our contact information below.

11. Updates to This Policy

We may update this Privacy Policy from time to time.
The revised version will be posted on this page with an updated effective date.

12. Contact Us

If you have any questions about this Privacy Policy or how your information is handled, please contact us:

Hampden County Honorary Deputy Sheriffs Association, Inc.
P.O. Box 6247
Springfield, MA 01101-6247
Phone: 413-737-2535