Legal & Transparency
Privacy Policy
How RenLUG collects, uses, protects, and respects the personal information you share with us.
Contents
- 1. Who We Are
- 2. What We Collect
- 3. How We Use It
- 4. Who Sees It
- 5. Data Retention
- 6. Minors & COPPA
- 7. Photography & Media
- 8. Your Rights
- 9. Security
- 10. Third-Party Services
- 11. Florida Law
- 12. Policy Changes
- 13. Contact Us
Questions? Email info@renlug.org — we respond to all privacy inquiries promptly.
🛡️ Effective Date: February 24, 2024 · Last Reviewed: April 6, 2026 · Applies to: renlug.org and all RenLUG activities
1 Who We Are
Renaissance LEGO® User Group, Inc. (“RenLUG,” “we,” “us,” or “our”) is a Florida nonprofit corporation operating publicly as RenLUG, Central Florida LEGO® User Group, and/or Central Florida LUG. We are recognized as a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code (EIN on file) and are registered with the Florida Department of Agriculture and Consumer Services as a charitable organization (Registration No. CH82219).
Our principal address and registered agent information are publicly available through the Florida Division of Corporations (Document No. N24000002500). We operate the website renlug.org and associated social media accounts.
This Privacy Policy explains how we handle personal information collected through our website, membership application, event activities, and communications. It applies to all current, prospective, and former members, event participants, volunteers, and visitors to renlug.org.
2 What We Collect
We collect only the personal information necessary to operate our community and fulfill our nonprofit mission. The following table describes each category of data we collect, its sensitivity level, and why it is collected.
| Data Type | How Collected | Why We Need It |
|---|---|---|
| Full legal name | Membership application | Identity verification; membership records; name badge |
| Preferred name / nickname | Membership application (optional) | Community communication; attribution on builds |
| Date of birth Sensitive | Membership application | Age verification — membership requires adults 18+ |
| Home address Sensitive | Membership application | Verify Florida residency; mail club correspondence |
| Phone number Sensitive | Membership application | Event coordination; emergency contact at events |
| Email address | Membership application; contact form; newsletter sign-up | Primary communication channel; newsletter delivery; Discord invitation |
| Occupation Standard | Membership application | Community context; STEM partnership development; volunteer coordination |
| LEGO interests & themes | Membership application | Build coordination; spam filtering; community matching |
| Prior and/or Current LUG membership | Membership application | Community context; onboarding |
| Social media / store links | Membership application | Community directory; build attribution |
| Photographs / video | Events and activities | Documentation; promotion — governed by separate Media Release (Section 7) |
| Volunteer service hours | Event attendance records | PVSA certification; grant reporting |
| Website usage data | WordPress.com platform (automatic) | Site analytics; performance — see Section 10 |
A note on sensitive data: Date of birth, home address, and phone number are marked “Sensitive” because their exposure carries greater risk of harm. We store these fields with restricted access — only the membership committee officers view this data, and it is never included in member-facing directories or published in any form.
3 How We Use Your Information
We use personal information only for purposes consistent with our nonprofit mission and the reason you provided it. Specifically:
- Membership administration — processing applications, maintaining member records, conducting biannual membership reviews, and communicating with active members.
- Event coordination — organizing meetings, public exhibitions, STEM programs, and community outreach; communicating logistics to participating members.
- Newsletter and communications — sending the RenLUG Member Newsletter, event announcements, and club updates to members who have opted in. You may unsubscribe at any time.
- Discord access — provisioning access to RenLUG’s private member Discord community following first event attendance.
- Volunteer service recognition — tracking hours for PVSA certification and grant reporting; RenLUG is an approved PVSA Certifying Organization.
- STEM and nonprofit reporting — aggregate, non-identifying community statistics for grant applications, partner reports, and IRS Form 990 filings. No individual member is identified in external reports.
- Age verification — confirming membership eligibility (18+) using date of birth; the specific birth date is not used for any other purpose.
- Safety at events — phone numbers may be used for emergency contact during RenLUG-organized activities.
We do not sell, rent, trade, or monetize your personal information. RenLUG is a 501(c)(3) nonprofit — our mission is community, not commerce. Your data is never used for advertising profiling or sold to third parties.
4 Who Has Access to Your Information
Within RenLUG
Access to member personal data is role-restricted:
Other members and the general public — no access to personal data. Member directories, if maintained, include only preferred name and LEGO interests, and only with member consent.
Membership Committee(Director of Membership + corporate officers) — full application data including sensitive fields, for membership review and administration.
Corporate Officers(President, Treasurer, Secretary) — full records for legal compliance, financial oversight, and nonprofit obligations.
Director of Events — name, email, and phone for event coordination; no access to date of birth or home address.
Outside RenLUG
We do not share your personal information with outside parties except in the following limited circumstances:
- Service providers — platforms we use to operate (WordPress.com, PayPal, email providers) receive only the minimum data needed to provide their service. See Section 10.
- PVSA certification — when submitting volunteer hours for Presidential Volunteer Service Award certification, we provide only name and hours — no sensitive personal data.
- Legal requirements — if required by valid legal process (court order, subpoena) or to protect the safety of members or the public. We will notify affected members when legally permitted to do so.
- Organizational successor — in the unlikely event of organizational dissolution, data disposal will comply with Florida law and member notification.
5 Data Retention
We retain personal information only as long as necessary for the purpose it was collected, or as required by Florida law for nonprofit recordkeeping.
- Active members — data retained for the duration of membership and updated at each biannual review.
- Former members — name and membership dates retained for up to 7 years for nonprofit recordkeeping purposes (IRS and Florida DACS requirements). Sensitive fields (date of birth, home address, phone) are deleted within 90 days of membership termination unless retention is required for a pending legal matter.
- Event attendance records — retained for up to 7 years for volunteer certification and grant reporting purposes.
- Contact form submissions — retained for 12 months, then deleted unless ongoing correspondence requires longer retention.
- Newsletter subscribers who never applied for membership— email address only; deleted within 30 days of unsubscribe request.
You may request deletion of your data at any time (see Section 8). Requests will be honored promptly subject to legal retention obligations.
6 Minors and COPPA
RenLUG is an adult organization. Membership is open only to individuals 18 years of age or older. We do not knowingly collect personal information from anyone under the age of 18 through our membership application or website.
RenLUG hosts family-friendly public exhibitions and events where minors may attend with parents or guardians. We do not collect personal information from minors at these public events. Parents and guardians are responsible for supervising minors at all RenLUG activities.
If we discover that we have inadvertently collected personal information from a person under 18, we will delete it promptly. If you believe a minor’s information has been submitted, please contact us immediately at info@renlug.org.
This policy is consistent with the Children’s Online Privacy Protection Act (COPPA), 15 U.S.C. § 6501 et seq.
7 Photography, Media, and Creative Works
Photography and media use at RenLUG events is governed by our Photography & Media Release Statement, which is presented to and accepted by every member as part of the membership application process. Key principles:
- Consent is obtained in writingat the time of membership application — before any member attends a RenLUG event. Participation without completing the release is not permitted.
- Members retain full copyrightin all original creative works (MOCs, builds, dioramas). RenLUG holds only a limited, non-exclusive, royalty-free license to photograph and use images of displayed works for organizational purposes.
- Withdrawal of consentis available at any time by contacting info@renlug.org with the subject line “Media Consent Withdrawal.” Future use ceases immediately upon acknowledgment; digital materials are updated as soon as reasonably practicable.
- Attribution — RenLUG credits member builders by name or preferred handle when using images of their creative works, unless the member requests otherwise.
- RenLUG will never sellmember images or creative works, or use them outside RenLUG’s organizational mission.
The complete Photography & Media Release Statement is available on the membership application page.
8 Your Privacy Rights
RenLUG respects your rights over your personal information. The following rights apply to all members and individuals whose data we hold:
🔍 Right to Access
You may request a copy of the personal information RenLUG holds about you at any time. We will respond within 30 days.
✏️ Right to Correct
You may request correction of inaccurate or outdated personal information. We will update records within 14 days.
🗑️ Right to Delete
You may request deletion of your personal data, subject to legal retention obligations for nonprofit records. Sensitive fields are deleted within 90 days of membership end.
📷 Right to Withdraw Media Consent
You may withdraw consent for use of your image or creative works at any time. Future use ceases immediately. See Section 7 for the full process.
📧 Right to Unsubscribe
You may unsubscribe from the RenLUG newsletter at any time via the link in any email or by contacting us directly.
📋 Right to Know
You may request information about how your data is used, who has access to it, and whether it has been shared with any third parties.
To exercise any of these rights, contact us at info@renlug.org or use the contact form. We do not require you to create an account or pay any fee to exercise your rights. We will verify your identity before releasing or modifying data.
Florida Digital Bill of Rights (SB 262, 2023)
Florida’s SB 262 provides additional rights to Florida consumers regarding personal data processed by covered entities for commercial purposes. As a nonprofit organization that does not sell personal data or use it for targeted advertising, RenLUG’s data practices are designed to be consistent with these rights. Florida residents may contact us to exercise any rights under applicable Florida privacy law.
9 Data Security
RenLUG takes reasonable and appropriate measures to protect the personal information we hold from unauthorized access, disclosure, alteration, or destruction:
- Membership application data is stored within WordPress.com’s secured infrastructure, which employs encryption in transit (HTTPS/TLS) and at rest.
- Access to sensitive member fields (date of birth, address, phone) is limited to corporate officers and the membership committee — a small, accountable group.
- We do not store payment card information. Donations are processed by PayPal under their PCI-DSS-compliant systems.
- We review our data access controls at each quarterly corporate officer meeting.
No method of electronic transmission or storage is 100% secure. While we use commercially reasonable safeguards, we cannot guarantee absolute security. In the event of a data breach affecting member sensitive data, we will notify affected members as required by Florida’s Information Protection Act (Fla. Stat. § 501.171) within the statutory timeframe.
10 Third-Party Services and Platforms
RenLUG uses the following third-party services to operate. Each collects or processes some member or visitor data under their own privacy policies:
| Service | Purpose | Data Involved | Their Privacy Policy |
|---|---|---|---|
| WordPress.com (Automattic) | Website hosting and membership form | All form submissions; site analytics | automattic.com/privacy |
| PayPal | Donation processing | Payment data (RenLUG does not receive card details) | paypal.com privacy |
| Discord | Private member community | Email (for invite); Discord account data governed by Discord | discord.com/privacy |
| Facebook / Meta | Public group and page | Governed entirely by Meta for Facebook account holders | facebook.com/privacy |
| Instagram / Meta | Public photo sharing | Governed entirely by Meta for Instagram account holders | instagram privacy |
| YouTube / Google | Event video documentation | Governed by Google for YouTube account holders | policies.google.com/privacy |
| Mailchimp or equivalent | Newsletter delivery (if used) | Email address; open/click analytics | Disclosed at time of use |
RenLUG does not control the privacy practices of these third-party services. We encourage you to review their privacy policies. Our use of these platforms is limited to organizational operations consistent with our mission.
11 Florida Law and Nonprofit Compliance
RenLUG is incorporated in Florida and its data practices are governed by the laws of the State of Florida. Relevant statutes and compliance status:
- Florida Solicitation of Contributions Act (Ch. 496, Fla. Stat.) — RenLUG is registered annually with the Florida Department of Agriculture and Consumer Services. Registration No. CH82219. Required disclosure language appears on all solicitation materials.
- Florida Information Protection Act (§ 501.171, Fla. Stat.)— In the event of a breach of security affecting personal information, RenLUG will provide notice to affected individuals and, if more than 500 Florida residents are affected, to the Florida Department of Legal Affairs, within the statutory 30-day period.
- Florida Digital Bill of Rights (SB 262, 2023) — RenLUG does not sell personal data, use personal data for targeted advertising, or engage in the commercial processing activities that trigger the full scope of SB 262’s obligations. We honor the rights it affords Florida consumers on request.
- Florida Right of Publicity (§ 540.08, Fla. Stat.) — RenLUG obtains written consent for use of member likenesses and creative works through the Photography & Media Release Statement in the membership application. Members may withdraw this consent at any time.
- Florida Nonprofit Corporation Act (Ch. 617, Fla. Stat.) — RenLUG maintains corporate records, provides governing documents to members on request, and operates in compliance with its bylaws and conflict-of-interest policy.
12 Changes to This Policy
RenLUG may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or organizational structure. When we make material changes, we will:
- Update the “Effective Date” and “Last Reviewed” dates at the top of this page.
- Notify active members via the RenLUG Member Newsletter within 30 days of the change taking effect.
- For significant changes affecting how sensitive data is used, provide notice at least 14 days before the change takes effect and, where required, obtain renewed consent.
Continued participation in RenLUG activities after notice of a material change constitutes acceptance of the updated policy. We encourage members to review this page periodically.
Previous versions of this policy are available upon request by contacting info@renlug.org.
13 Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us. We take privacy inquiries seriously and respond to all messages promptly.
🏰 RenLUG Privacy Contact
Renaissance LEGO® User Group, Inc. · Florida Reg. No. CH82219 · 501(c)(3) Nonprofit
📧Email: info@renlug.org
🌐Web: renlug.org/contact/
📋Florida DACS: (800) 435-7352 — Division of Consumer Services
For media withdrawal requests specifically, use the subject line: “Media Consent Withdrawal”
🏰 RenLUG
Renaissance LEGO® User Group, Inc. — Central Florida’s LEGO® User Group
Home About Events Membership Apply Corporate Info Contact
RenLUG is a registered 501(c)(3) nonprofit organization. Florida Registration No. CH82219.
A COPY OF THE OFFICIAL REGISTRATION AND FINANCIAL INFORMATION MAY BE OBTAINED FROM THE DIVISION OF CONSUMER SERVICES BY CALLING TOLL-FREE, WITHIN THE STATE, (800) 435-7352. REGISTRATION DOES NOT IMPLY ENDORSEMENT, APPROVAL, OR RECOMMENDATION BY THE STATE.
LEGO® is a trademark of the LEGO Group of companies which does not sponsor, authorize, or endorse this site.
Privacy Policy effective February 24, 2024. · info@renlug.org
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