Fairer Fields
Effective date: August 14th, 2026
Last updated: August 14th, 2026
1. Who we are and what this covers
Fairer Fields, Inc. is a Delaware nonprofit corporation. In this policy, “Fairer Fields,” “we,” “us,” and “our” refer to that organization.
This policy explains what personal information we collect through fairerfields.org — including our contact form and our job application forms — how we use it, who we share it with, and what choices you have.
It does not cover personal information we collect offline, or third-party websites we link to. Their privacy practices are their own.
If you are an employee or contractor of Fairer Fields, the handling of your personnel data is governed by our employee policies, not by this policy.
2. Short version
- We collect only what you send us: contact-form messages, job applications, and basic technical information about your visit.
- We do not sell, rent, or trade personal information, and we do not use it for advertising.
- We do not share your information with anyone outside Fairer Fields except the service providers who host our website, forms, and email, or where the law requires it.
- Job applications are seen only by the people involved in that hiring process.
- You can ask us what we hold about you, ask us to correct or delete it, and ask us to stop emailing you.
3. Information we collect
3.1 Information you provide directly
Contact form. Your name, email address, and the contents of your message, along with anything else you choose to include.
Job application forms. When you apply for a role, we collect the information requested by that application, which may include:
- Your name, email address, phone number, and location or time zone
- Your résumé or CV, cover letter, and written responses to application questions
- Your education and employment history
- Your responses to structured skills or work-style assessments used in our hiring process
- Your work authorization status and whether you require visa sponsorship
- The names and contact details of references you provide
- Any other information you choose to include in your application materials
Voluntary demographic information. Some application forms invite you to provide demographic information (for example, race, ethnicity, gender, veteran status, or disability status). Providing this is entirely optional, it is stored separately from the rest of your application, and it is not visible to the people evaluating your application or used in any hiring decision. We use it only in aggregate to assess whether our recruiting is reaching a broad range
of candidates.
Email and other correspondence. If you email us or otherwise get in touch, we keep that correspondence and any information it contains.
Mailing list. If you subscribe to our updates, we collect your email address and name, and we record whether you opened or clicked our emails so we can tell whether the list is useful to people.
Donations. If you donate through the Site, our donation service provider, Every.org, collects your payment details. We do not receive or store full payment card numbers. We do receive your name, email address, donation amount, and any message you include.
3.2 Information collected automatically
When you visit the Site, our hosting provider and analytics tools automatically record technical information, which may include your IP address, browser type and version, operating system, device type, the pages you view, the time and date of your visit, and the page or search that referred you. We use Google Analytics to understand how visitors use the Site. It uses cookies and collects a truncated version of your IP address. You can opt out at https://tools.google.com/dlpage/gaoptout.
Cookies. The Site uses only cookies that are strictly necessary for it to function and the analytics cookies described above. We do not use advertising or cross-site tracking cookies. Most browsers let you refuse or delete cookies; doing so may affect how parts of the Site work.
3.3 Information from other sources
If you apply for a role, we may review information about you that is publicly available and professionally relevant — for example, a personal website, publications, social media profiles, or a public code repository — where you have linked to it or where it is directly relevant to the role. We contact the references you nominate, and we do so only after telling you we are going to do so.
4. How we use information
We use personal information to:
- Read and respond to messages sent through the contact form or by email
- Evaluate job applications, communicate with applicants, arrange interviews and work tests, check references, and make and document hiring decisions
- Keep records of our hiring process so we can review it for fairness and consistency, and respond if a decision is later questioned
- Consider past applicants for future openings, where you have asked us to
- Operate, maintain, secure, and improve the Site
- Send updates about our work, where you have asked to receive them
- Acknowledge and administer donations, and meet the recordkeeping and reporting obligations that come with them
- Comply with legal obligations and, where necessary, establish, exercise, or defend legal claims
We do not use personal information to build advertising profiles, and we do not make hiring decisions by automated means without human review. Structured assessments used in our hiring process are scored, but scores are one input among several and are always reviewed by a person; no candidate is rejected on the basis of a score alone.
5. Legal bases for processing (UK, EU, and EEA)
| What we do | Legal basis |
|---|---|
| Respond to your contact-form message | Our legitimate interest in answering people who get in touch |
| Process your job application | Taking steps at your request before entering a contract; and our legitimate interest in recruiting |
| Retain unsuccessful applications for a limited period | Our legitimate interest in defending against claims and considering you for future roles; or your consent |
| Process voluntary demographic data | Your explicit consent |
| Operate and secure the Site | Our legitimate interest in a functioning, secure website |
| Send you updates | Your consent |
| Meet legal, tax, and regulatory obligations | Compliance with a legal obligation |
You can withdraw consent at any time by emailing. Withdrawing consent does not affect processing that already took place.
6. Who we share information with
Service providers. We use third-party services to run the Site and our operations. They process personal information on our instructions and are not permitted to use it for their own purposes. As of the date above, these include:
- Airtable — hosts our contact and application forms
- Kinsta — hosts the Site
- Google LLC (Google Workspace) — email, document storage, and file sharing
- Slack Technologies — internal messaging
- Substack — sends our updates and manages our mailing list
- Every.org — processes donations
Inside Fairer Fields. Contact-form messages go to the staff member responsible for that inbox. Job applications are accessible only to the people involved in that hiring process, which may include board members or external advisers acting under confidentiality obligations.
Legal and safety. We may disclose information where we are required to by law, court order, or valid governmental request, or where we believe disclosure is necessary to protect the rights, property, or safety of Fairer Fields or others.
Organizational changes. If Fairer Fields merges with, is acquired by, or transfers its programs to another organization, personal information may be transferred as part of that process, subject to this policy.
What we do not do. We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not rent, trade, or otherwise disclose your contact details to other organizations for
their own marketing.
7. How long we keep information
| Category | Retention |
|---|---|
| Contact form submissions and email correspondence | As long as required by local law |
| Applications from candidates we do not hire | As long as required by local law |
| Applications from candidates we do hire | Retained as part of the personnel file for the duration of employment and 7 years afterwards |
| Voluntary demographic data | Retained in aggregated, non-identifiable form only, once the hiring round closes |
| Mailing list subscriptions | Until you unsubscribe, plus a suppression record so we do not email you again |
| Donation records | As long as required by tax and charitable-reporting rules, generally 7 years |
| Server logs and analytics data | As long as required by local law |
We may keep information longer where we are required to by law or where it is needed for a live or reasonably anticipated legal claim.
8. How we protect information
We take reasonable technical and organizational measures to protect personal information, including access controls on our systems, multi-factor authentication on staff accounts, encryption in transit, and limiting access to the people who need it for their role.
No method of transmitting or storing information is completely secure, and we cannot guarantee absolute security. Please do not send us sensitive information — such as government identification numbers, financial account details, or health information — through the contact form.
9. International transfers
Fairer Fields is based in the United States, and the service providers we use are primarily US-based. If you are outside the United States, the information you send us will be transferred to and processed in the United States, where privacy laws differ from those in your country.
Where we transfer personal information out of the UK, EU, or EEA, we rely on the European Commission’s Standard Contractual Clauses and the UK International Data Transfer Addendum, as incorporated into our agreements with service providers. You can request more detail by contacting us.
10. Your rights and choices
Everyone. Whatever jurisdiction you are in, you can ask us to tell you what personal information we hold about you, give you a copy of it, correct information that is inaccurate, delete it where we are not required to keep it, and stop sending you emails.
Write to us. We will respond within 45 days, and will tell you if we need more time. We may need to verify your identity before acting on a request, particularly where the request concerns a job application.
Residents of US states with comprehensive privacy laws. Depending on where you live, you may have rights to access, correct, delete, and obtain a portable copy of your personal information, to opt out of targeted advertising, sale of personal information, and profiling with legal or similarly significant effects, and to appeal a decision we make on such a request. We do not engage in targeted advertising, sale, or that kind of profiling. We honor these requests from residents of any US state, whether or not we are legally required to. If we decline a request, you may appeal by writing with “Appeal” in the subject line; if we deny the appeal, you may contact your state Attorney General.
Residents of the UK, EU, and EEA. In addition to the rights above, you have the right to object to processing based on legitimate interests, to request that we restrict processing, and to lodge a complaint with your national data protection authority — in the UK, the Information Commissioner’s Office (https://ico.org.uk).
Do Not Track and Global Privacy Control. We do not track visitors across third-party websites, so we do not respond differently to Do Not Track signals.
11. Children
The Site is not directed to children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, contact us and we will delete it.
12. Changes to this policy
We may update this policy. When we do, we will change the “Last updated” date above. Material changes will not be applied retroactively to information already collected without your consent, where consent is required.
13. Contact us
Use the contact form on our website to reach out with questions, requests, or complaints about this policy or our handling of personal information.