SANFORD MAIN STREET

Privacy Policy

Last updated: September 16, 2026

Information we collect

Sanford Main Street may collect information you choose to submit through forms, including full name, email address, optional phone number, inquiry topic, message content, and privacy acknowledgement when you use the general Contact form; first name, email address, and an explicit newsletter opt-in when you subscribe to Main Street email updates; account and profile information used to manage Main Street resources; and basic technical/security information needed to operate the website.

Business-submission and business-claim forms may also collect the submitter or claimant’s name, email address, phone number, relationship to the business, preferred verification method, authorization confirmation, management-access request, verification notes, and claim-conversation messages so Main Street staff can review directory submissions and management-access requests. When a new-business submitter explicitly requests manager access and staff approves it, Core may link an existing account or create a merchant account using the submitted email and send a secure account-activation notice. Claim/submission verification contact details and conversation history are private review information and are not published as business-directory contact data.

Board and Committee access invitations may collect a member’s name, email address, intended organizational role, committee assignment, account-registration details, and approval status.

Internal merchant relationship management may also store business contact names, work contact details, relationship roles, communication preferences, relationship notes, interaction history, follow-up tasks, and references to business-related documents.

Partnership management may additionally store partnership plan, status, relationship dates, renewal date, assigned staff, primary/billing contact references, annual relationship value, source, internal notes, and partnership history.

Operational billing management may store dues or renewal amounts, due dates, external invoice and payment reference IDs/links, payment-reference amounts/dates, adjustments or waivers, reminder logs, staff notes, and billing history.

Merchant Communications may store message content, audience definitions, business delivery snapshots, portal read/dismiss state, communication templates, audit history, and future email preferences associated with linked CRM Contacts.

Sponsor Management may store sponsor organization details, optional links to Downtown Business records, CRM Contact relationships, sponsorship packages, commitment values and dates, program/event relationships, benefits and fulfillment deliverables, external accounting reference text, internal notes, document-reference URLs, and sponsorship history.

Staff operations may also store job title, employment status, reporting relationship, work phone, availability notes, structured weekly availability, time-off date ranges and minimal operational notes, coverage requests, onboarding/offboarding status, internal manager notes, staff shift assignments, and shift acknowledgments.

Volunteer operations may store volunteer status, onboarding/checklist status, 77 Army participation, membership year, cohort/Boot Camp reference, membership standing, 77 Army dues-reference status and annual dues reference amount/due date, annual service-hour goal, current occupation, roster source, phone, interests, skills, structured project-team/skill tags, structured weekly availability and availability notes, emergency contact details, waiver status, coordinator assignment, opportunity signups, attendance/check-in records, service hours, and internal coordinator notes. Sanford Main Street Core does not store payment-card or bank-account credentials.

Private Board applications

Board recruitment applications are invitation-only. They collect the information applicants provide about their background, interests, experience, references, and service commitments. Applications are stored privately for review by the designated Director, President, authorized info@sanfordmainstreet.com account, and WordPress administrators. Submission notifications go to the Director and info@sanfordmainstreet.com. The Director, President and WordPress administrators can issue or manage application invitations.

How information is used

Information may be used to operate the website, manage business and event records, maintain merchant and partner relationships, administer partnership plans, operational billing and renewal work, record staff communications and follow-up work, publish merchant portal communications, maintain communication preferences, manage sponsor relationships and fulfillment, review submissions, respond to general Contact form inquiries, administer Board and Committee access, send the Sanford Main Street newsletter and related updates only to people who have explicitly opted in, communicate about Main Street programs, administer staff schedules and people operations, coordinate volunteer and 77 Army participation, track volunteer attendance and service hours, administer vendor participation, protect the platform, and improve services.

Service providers

The platform may use service providers for website hosting, forms and email, and organizational collaboration. Newsletter signup records are maintained in Sanford Main Street Core as a consent-based subscriber list with subscription status, consent source/history, unsubscribe/suppression state, and provider synchronization references when applicable. Records may later be synchronized with an approved email service provider while preserving the local consent and suppression state. Optional analytics or marketing technologies should be loaded only in accordance with the visitor’s cookie choices when configured.

Account and submitted information

Authorized users may be able to submit or request changes to business, event, vendor, volunteer, or organizational records. A business may also submit a new directory listing without an account. Submitter contact and verification details are used for Main Street review and are not intended to appear as the business’s public directory contact information. Board and Committee registration is invitation-only and privileged access is activated only after administrator approval.

Internal merchant CRM and partnership information is limited to authorized Sanford Main Street staff and administrators and is not exposed merely because someone manages the related public business listing. Partnership records do not by themselves grant Merchant Portal access or establish payment status.

Billing records remain internal operational records and external accounting/payment systems remain authoritative for actual financial processing.

Merchant portal communications may be visible to authorized Business Managers for the targeted business; internal audience logic and communications audit history remain staff-only.

Sponsor records and sponsorship fulfillment are internal staff operations and do not grant Sponsor Center or Merchant Portal access. Sponsorship commitment values are operational/reference data; external accounting systems remain authoritative for actual sponsor invoicing and payment. Core does not send bulk email from the front-end communications workflow.

Staff scheduling records, weekly availability, time-off requests, and coverage requests are internal operating records and are not payroll or financial-account data. Staff should not enter medical diagnoses, health details, or other sensitive personal information into time-off or coverage notes.

Welcome Center activity records are designed for aggregate service counts and internal operational notes; staff should not enter visitor or caller names, phone numbers, medical details, or other sensitive personal information into Welcome Center notes. The staff account that records an entry may be retained internally for accountability.

Volunteer emergency contact information and internal coordinator notes are restricted to the volunteer themself where appropriate and authorized operational staff; they are not exposed in public volunteer listings. Access is limited according to account permissions, and staff review workflows may retain an activity history for accountability.

Data retention

Sanford Main Street retains account, governance, merchant, partnership, billing-reference, sponsor, staff, volunteer, scheduling, Welcome Center activity, attendance, newsletter opt-in records, general Contact form inquiries, and related operational records only for as long as reasonably needed to support the active relationship, document consent or unsubscribe status, organizational accountability, security, legal or compliance obligations, dispute resolution, and documented recovery needs. Records that are no longer operationally necessary should be reviewed for deletion, anonymization, or archival when appropriate. Sensitive operational details such as volunteer emergency-contact information should be updated or removed when they are no longer needed for active coordination. General Contact form entries are currently configured for retention for up to 365 days and may be deleted earlier when no longer reasonably needed. Backup copies may persist for a limited period according to the organization's documented backup and recovery practices.

Cookies

Essential cookies may be used for security, login sessions, and saved privacy choices. Optional cookie categories can be controlled through Cookie Settings.

Your choices

You can change optional cookie preferences at any time using the Cookie Settings link at the bottom of the site. Submitting the general Contact form does not subscribe the submitter to marketing email. Newsletter subscribers can unsubscribe from future marketing email using the unique unsubscribe mechanism provided with those messages. Core records the unsubscribe locally so it remains suppressed even if an external provider is unavailable. An unsubscribe or revoked consent must not be treated as a new opt-in without fresh consent. Authorized Business Managers with a linked CRM Contact can also store future merchant email preferences from the Merchant Portal Messages area. For questions about information associated with a Main Street account, submission, or newsletter subscription, contact Sanford Main Street at info@sanfordmainstreet.com.

Policy updates

This policy may be updated as the platform and the services used by Sanford Main Street change. The date above identifies the current published version.