How we handle your information.
Effective October 12, 2026
Who we are
The Ukraine–USA Pen Pal Program is a member program of the Ukraine–America Education Network and is fiscally sponsored by FJC Foundation. In this policy, “we” means the program.
What we collect
We only collect what you type into our forms:
- Teacher application: your name, email, school, location, subject, school website, and details about your class.
- Contact form: your name, email, role, and message.
- Essay booklet request: your name, email, and role.
- Updates sign-up: your email, optionally your name, and a record of when and how you agreed to receive updates.
We do not use analytics, advertising cookies, or tracking pixels on this site. We do not collect information from students through this site; students take part through their teachers.
How we use it
- To review applications and match classrooms.
- To reply to your messages.
- To email you the essay booklet you requested. This is a one-time email and does not add you to a mailing list.
- To send program updates, only if you ticked the box asking for them.
We do not sell, rent, or trade your information. We share it only with program coordinators who need it to run the program, and with service providers that store it for us.
Where it is stored
Form responses are stored in Google Workspace (Google Sheets) and emails are sent through Google. Google processes this data on our behalf under its own security and privacy terms. Data may be stored on servers in the United States.
How long we keep it
We keep applications and messages for as long as they are needed to run the program, and review and delete old records at least once a year. We keep update sign-ups until you unsubscribe; after that we keep only a record that you opted out, so we do not email you again.
Your choices and rights
- Every update email has a one-click unsubscribe link.
- You can ask us to show you, correct, or delete the information we hold about you.
- If you live in the European Economic Area, the UK, or Ukraine, you may also object to our processing and complain to your local data protection authority.
Our legal basis for processing is your consent (updates) and our legitimate interest in responding to requests you make (applications, messages, booklet requests). You can withdraw consent at any time.
Age
Our forms are for people 16 and older. If you believe someone younger has sent us information, contact us and we will delete it.
Contact
For any privacy request, use our contact form. We will respond within 30 days.
We may update this policy. The effective date above shows when it last changed.