Privacy Policy

A Capital Legacyis a project operated by the District of Columbia State Council, Knights of Columbus (“we,” “us,” “our,” or “the project team”). This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with the project and its portal at legacy.dcknights.org.

Some information submitted to the project may become part of permanent historical or archival records.

By accessing the portal, submitting a nomination, or participating in the project, you agree to the practices described in this policy.

We collect personal information necessary to operate the project. This may include, but is not limited to:

• Name, contact information, and Knights of Columbus membership details
• Biographical information provided by the participant
• Photographs, audio recordings, video recordings, and written or transcribed story submissions
• Consent and release records
• Information provided by nominators about nominees
• Portal access and authentication data (such as login attempts and timestamps)

The specific information we collect may change over time as the project evolves. We will collect only what is reasonably necessary to fulfill the purposes described in this policy.

We use the information we collect to:

• Operate and administer the project, including managing nominations, invitations, interviews, and story collection
• Communicate with participants about the project
• Edit, organize, transcribe, and prepare contributed content for use and publication
• Maintain the security and integrity of the portal
• Comply with applicable laws

Submission of information to the project does not guarantee publication. Project staff may determine, in their discretion, what materials are included in published, archival, educational, or commemorative works.

By participating in the project, you consent to receive communications related to nominations, interviews, submissions, project updates, and administrative matters.

We may use transcription, editing, accessibility, or organizational tools, including tools provided by third-party service providers, to process submitted audio, video, and written materials.

We do not use your information for marketing, advertising, or fundraising, or for any purpose unrelated to the activities of the District of Columbia State Council, Knights of Columbus.

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

We may share information in the following circumstances:

• Within the project team and jurisdiction leadership: Authorized staff, volunteers, project team members, and officers of the District of Columbia State Council, Knights of Columbus may access personal information and project data as necessary to operate the project.
• In published and affiliated works:Contributed stories, photographs, likenesses, names, voices, biographical information, and related materials may be used, published, reproduced, or distributed in accordance with the contributor’s signed consent and release by the District of Columbia State Council, Knights of Columbus, and affiliated Knights of Columbus entities and publications.
• With service providers: We use third-party service providers to host, operate, and support the portal. These providers process data only as necessary to provide their services and maintain recognized security certifications and practices.
• As required by law: We may disclose information if required by law, regulation, legal process, or governmental request.

We take reasonable administrative, technical, and physical measures to protect personal information, including:

• Encryption of data in transit and at rest
• Access controls and authentication requirements, including multi-factor authentication for administrators
• Audit logging of administrative actions
• Use of infrastructure providers that maintain recognized security certifications and practices
• Restriction of access to personal information to authorized individuals on a need-to-know basis

No method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

The portal uses only essential cookies required for it to function. We do not use analytics, advertising, or third-party tracking cookies. We do not track or profile contributor browsing behavior.

We retain personal information for the duration of the project and for a reasonable archival period thereafter. Certain archival materials and published works may be retained indefinitely for historical and institutional recordkeeping purposes.

After the project concludes, production systems will be taken offline and deleted. Archival copies may be retained by the District of Columbia State Council, Knights of Columbus.

Content published under a contributor’s signed consent and release is not subject to deletion, as the contributor has granted a perpetual license for its use.

Nomination data for nominees who were not approved or who declined to participate will be deleted when the project concludes.

You may contact the project team at any time to:

• Request access to the personal information we hold about you
• Request correction of inaccurate information
• Withdraw from active participation in the project

Withdrawal from the project means you will no longer receive questions or communications, and your status will be set to inactive. Content already submitted and licensed under your signed consent and release remains subject to the terms of that release. If you did not sign a consent and release, or if you withdraw consent before signing, your submitted content will not be used.

For any requests, contact:

[Collection Coordinator Name]
Email: [email]
Phone: [phone]
Mail: [mailing address]

We will respond to requests within a reasonable period of time and, where applicable, within 30 days.

This project is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors.

We may update this Privacy Policy from time to time. If we make material changes, we will notify active participants and update the “Last Updated” date at the top of this page. The most current version is always available at legacy.dcknights.org/privacy.

If you have questions about this Privacy Policy, contact:

A Capital Legacy — Project Team
District of Columbia State Council, Knights of Columbus

[Collection Coordinator Name]
Email: [email]
Phone: [phone]
Mail: [mailing address]

This Privacy Policy is governed by the laws of the District of Columbia, United States.