Effective date: September 7, 2026
Who we are
This website, phsmb.com, is operated by the Poway High School Music Boosters (“PHSMB,” “we,” “us,” or “our”). PHSMB is a volunteer nonprofit organization that supports the instrumental music program at Poway High School.
This Privacy Policy explains what information may be collected through our website, why we collect it, and how it may be used and shared.
Information you provide to us
We may collect information that you voluntarily provide through website forms, registration links, reimbursement requests, email, or other communications. Depending on the form or request, this information may include:
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- Your name, email address, telephone number, and mailing address
- A student’s name, grade, ensemble, or other program-related information
- Volunteer or event information
- Questions, comments, and other information included in a message
- Reimbursement amounts, purchase descriptions, event information, and receipt images
- Other information reasonably necessary to respond to or process your request
Please do not submit Social Security numbers, complete payment-card numbers, bank-account credentials, passwords, or other sensitive information that we have not specifically requested.
How we use information
We use information collected through the website to:
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- Respond to questions and requests
- Communicate with students, parents, guardians, volunteers, supporters, and members of the music program
- Process reimbursement requests and maintain appropriate financial records
- Coordinate events, volunteers, registrations, fundraising, and other program activities
- Operate, maintain, secure, and improve the website
- Understand generally how visitors use the website
- Diagnose technical problems and prevent spam, fraud, and misuse
- Comply with applicable legal, financial, accounting, and organizational requirements
We do not use personal information for behavioral advertising or commercial retargeting.
Reimbursement forms and uploaded receipts
When a reimbursement request is submitted, the information and receipt images are sent to authorized PHSMB representatives for review and processing. A confirmation may also be sent to the email address provided by the submitter.
Reimbursement information may be retained in email, financial, or organizational records for as long as reasonably necessary to process the request, maintain accounting and tax records, resolve questions, and comply with legal obligations.
Receipt images should not contain unnecessary sensitive information. Submitters should obscure any complete payment-card number, bank-account number, or other sensitive information before uploading a receipt.
Website usage and analytics
Our website, hosting provider, security services, and analytics tools may automatically collect limited technical information when someone visits the site. This may include:
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- Internet Protocol address
- Browser and device type
- Operating system
- Pages viewed and links followed
- Referring website
- Date, time, and approximate geographic region
- Information about website errors, performance, and suspected misuse
We use this information to understand how the website is used, improve the visitor experience, maintain security, and identify technical problems. We do not use website analytics to build advertising profiles or target visitors with ads.
Analytics information may be aggregated or de-identified where practical.
Cookies and similar technologies
The website and its service providers may use cookies or similar technologies that are necessary for website operation, security, user preferences, login functionality, spam prevention, and analytics.
You can control or delete cookies through your browser settings. Blocking certain cookies may affect the operation of some website features.
Spam prevention and Google services
We may use services such as Google reCAPTCHA to protect forms from automated submissions, spam, and abuse. These services may collect technical information, including device, browser, cookie, and interaction data, to determine whether a visitor is a person or an automated system.
Our website may also use Google services to deliver form-related email. Information submitted through a form may therefore be processed by Google when the message is transmitted.
Google’s handling of information is governed by the Google Privacy Policy and applicable terms of service.
Hosting and service providers
We may share information with service providers that help us operate the website and conduct PHSMB activities. These may include website hosting, email delivery, analytics, spam prevention, file processing, registration, payment, donation, and other technology providers.
These providers may process information only as needed to provide their services, maintain security, comply with law, and enforce their terms.
We may also share information:
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- With authorized PHSMB officers, volunteers, staff, or Poway High School personnel when reasonably necessary for program activities
- When required by law, legal process, or a valid governmental request
- When reasonably necessary to protect students, visitors, PHSMB, the music program, or others from harm, fraud, abuse, or security threats
- In connection with an organizational transition, provided the information remains subject to appropriate protections
External websites and embedded content
The website may link to or display content from third-party services, including Google Forms, calendars, payment or donation services, Flickr, YouTube, and social-media platforms.
Embedded content may behave as if the visitor went directly to the third-party website. Those services may collect information, use cookies, or track interactions according to their own privacy policies. PHSMB does not control the privacy practices of external websites or services.
Donations and payments
When donations or payments are processed by an external provider, that provider collects and processes payment information under its own privacy policy and terms. PHSMB does not intend to collect complete credit-card or bank-account credentials directly through this website.
Information concerning students and minors
Because PHSMB supports a high-school music program, some information collected through program-related forms may concern students.
Parents and guardians should supervise the submission of personal information by minors. Children under 13 should not submit personal information through this website without the involvement and consent of a parent or guardian.
If you believe a child has submitted personal information inappropriately, contact us so that we can review and, when appropriate, delete it.
The website may contain photographs or recordings from public performances, competitions, rehearsals, fundraisers, and other music-program activities. Questions or concerns about a particular image or recording may be directed to the webmaster via email at phsmbwebmaster@gmail.com.
How long we retain information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including program administration, communications, reimbursement processing, accounting, tax, legal, security, and recordkeeping needs.
Retention periods vary according to the type of information and the reason it was collected. Information may also remain in routine backups for a limited period.
Information security
We use reasonable administrative and technical measures intended to protect information