Effective Date: September 2025

The American Exchange Project (“AEP,” “we,” “our,” or “us”) is committed to protecting the privacy of everyone who interacts with our programs, website, and services. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information.

By using our services or our website https://www.americanexchangeproject.org (“Site”), you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect the following categories of personal information:

Contact Information: Name, email address, postal address, phone number.
Account & Program Information: Details you provide when applying for or participating in AEP programs, such as demographic details, education background, host family details, and travel information.
Payment Information: If you make a payment or donation, we collect necessary billing and payment details (processed through a secure third-party processor—we do not store full credit card numbers).
Technical & Usage Data: IP address, browser type, device identifiers, pages visited, cookies and similar technologies.
Communications Data: Records of emails, text messages, or other communications you send to us.
Minor Data (if applicable): Information about students under 18, provided by parents/guardians with their consent.

2. How We Use Your Information

We use personal information for the following purposes:

To operate and provide our programs and services, including student placement and host family coordination.
To process donations and other payments.
To communicate with you about applications, programs, events, or updates.
To personalize and improve our Site and services.
To comply with legal and regulatory obligations.
To protect the rights, safety, and property of AEP, our participants, and the public.

3. Legal Bases for Processing (for individuals in the EEA/UK)

Where required by law, we rely on one or more of the following legal bases:

Your consent.
Performance of a contract (e.g., providing a program you signed up for).
Compliance with legal obligations.
Our legitimate interests in operating and improving our programs, provided those interests are not overridden by your rights.

4. How We Share Information

We may share personal information:

Service Providers: With trusted vendors and partners who provide services such as hosting, payment processing, communications, analytics, or travel logistics, under contracts requiring confidentiality and data protection.
Legal & Regulatory: When required to comply with law, court order, or government request.
Business Transfers: In connection with a merger, reorganization, or similar transaction.
With Your Consent: In any other circumstances when you have given explicit consent.

We do not sell personal information or share it with third parties for their own marketing.

5. Children and Minors

Our programs involve students under 18. We require parental or guardian consent for collecting personal information from minors and take additional safeguards to protect such data. Parents or guardians may review or request deletion of their child’s data by contacting us at the email below.

6. International Data Transfers

If you are located outside the United States and your data is transferred here, we use appropriate safeguards (such as Standard Contractual Clauses where applicable) to protect your information.

7. Cookies and Similar Technologies

We use cookies and similar technologies to analyze site traffic, personalize content, and improve our services.
You can manage or disable cookies through your browser settings, but some site features may not function properly without them.
For more details about the types of cookies we use and how to control them, see our Cookie Notice [link to Cookie Notice if separate].

8. Data Retention

We retain personal information only as long as necessary for the purposes described in this Policy or as required by law.
When data is no longer needed, we securely delete or anonymize it.

9. Your Rights

Depending on your location, you may have the following rights:

Access the personal information we hold about you.
Request correction or deletion of your data.
Object to or restrict our processing of your data.
Withdraw consent where we rely on consent.
Request a portable copy of your data.

To exercise these rights, contact us at the email below. We will respond within the timeframe required by law.

California Residents (CCPA Notice)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion of your personal information, and the right to opt out of any “sale” of personal information (we do not sell personal information). To exercise these rights, email us at admin@americanexchangeproject.org with “CCPA Request” in the subject line.

10. Security

We use reasonable technical and organizational safeguards—including encryption, access controls, and staff training—to protect personal information.
However, no method of transmission or storage is completely secure.

11. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify you and any applicable regulators as required by law.

12. Third-Party Links

Our Site may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to review their policies.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post a notice on our Site and update the “Effective Date” above. Please check this page periodically for the latest information.

14. Governing Law and Jurisdiction

This Privacy Policy and any disputes arising under it are governed by the laws of the State of [Insert State, e.g., Massachusetts], without regard to its conflict of law principles. Any legal action or proceeding relating to this Policy shall be brought exclusively in the state or federal courts located in [Insert County and State], and you consent to the jurisdiction of those courts.

15. EEA/UK Representative and Data Protection Officer (if applicable)

If required by law and once designated, our EU/UK representative and/or Data Protection Officer’s contact information will be posted here. Until then, please contact us using the details below for any privacy inquiries from the EEA/UK.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact:

American Exchange Project
Email: admin@americanexchangeproject.org
Mailing Address: [Insert mailing address]