Privacy Policy

Eastern Iowa Honor Flight (“EIHF,” “we,” “us,” or “our”) is a volunteer-run
501(c)(3) nonprofit organization. Our mission is to give veterans of Eastern Iowa
a once-in-a-lifetime trip to Washington, D.C. to visit the monuments and memorials
built in their honor.

This Privacy Policy explains what information we collect, why we collect it, how
we use and protect it, and the choices available to you. It applies to
eihonorflight.org, related pages and forms,
email and phone communications, mailed applications, donations, and our flight
operations.

1. Who we are

Eastern Iowa Honor Flight is an official hub of the Honor Flight Network and a
tax-exempt charity under Internal Revenue Code section 501(c)(3)
(EIN 27-1666013). We are based in Cedar Rapids, Iowa.

2. Information we collect

Depending on how you interact with us, we may collect:

Veteran and guardian applications

• Name as it appears on government-issued travel identification
• Postal address(es), county, phone numbers, and email address
• Date of birth and emergency / family contact information
• Military service branch, era, and related eligibility details
• Requested guardian information (spouses generally cannot serve as guardians)
• Health and mobility information needed to plan a safe flight day, such as
  wheelchair needs, oxygen, diabetes care, medications, or other medical concerns
• Signed acknowledgements and waivers required for travel

Donors, sponsors, and volunteers

• Name, organization, address, email, and phone number
• Donation amount, date, designation (for example, a sponsored flight), and
  receipt information needed for tax acknowledgements
• Payment details processed by our payment provider; we do not store full
  credit-card numbers on our website
• Volunteer availability, roles, and emergency contact information

Website visitors

• Information you type into a contact or application form
• Basic technical data such as IP address, browser type, device type, pages
  viewed, and referring website
• Cookies or similar tools used by our website platform or embedded services
  (for example, social-sharing tools)

Photographs and media

• Photos and video taken by EIHF photographers on flight day and at related events
• Welcome-home and airport event images that may include veterans, guardians,
  volunteers, and members of the public

3. How we use information

We use personal information only as needed to carry out our mission, including to:

• Receive, file, and review veteran and guardian applications
• Maintain the waitlist and contact applicants when a flight date is assigned
• Plan logistics: flights, buses, meals, shirts, hats, wheelchairs, and medical support
• Screen health and mobility needs so nurses, EMTs, and guardians can keep veterans safe
• Process guardian payments and charitable donations and issue receipts
• Coordinate volunteers, sponsors, and welcome-home events
• Document flights and share mission photos on our website and official social channels
• Respond to questions and keep supporters informed about upcoming flights
• Meet legal, accounting, insurance, and nonprofit-reporting requirements

4. How we share information

We do not sell personal information. We do not share applicant or donor lists
with outside groups for their own fundraising or marketing.

We may share information only in these limited situations:

• Service providers who help us operate, such as our website host,
  email provider, payment processor, charter airline, bus company, or printers.
  They may use the information only to perform work for us.
• Flight-day operations among board members, medical volunteers,
  guardians, and logistics volunteers who need the information to care for veterans.
• Honor Flight Network only if needed for hub coordination or
  network requirements, and not for unrelated marketing.
• Legal requirements if we must disclose information to comply
  with law, protect safety, or respond to a valid legal request.
• With your direction, for example if a veteran asks us to
  coordinate travel with a specific family member or fellow veteran.

5. Medical and sensitive information

Health information collected on applications or during pre-flight screening is
used only to evaluate travel readiness and to provide support on flight day
(for example, wheelchairs, oxygen concentrators, or assistance with insulin).
Access is limited to people who need it for that purpose. Eastern Iowa Honor
Flight does not provide medical insurance or ongoing medical care; veterans
remain responsible for their own medications and insurance, as stated on the
application.

6. Photos and public recognition

Official photographers travel on each flight to document the day. Photos are
commonly posted on our website for veterans and families to download at no
charge and may appear in local news coverage or sponsor recognition.

If you or a family member do not want a particular image used on our website
or social media, contact us. We will make a reasonable effort to remove it
from pages we control. We cannot control photos taken by members of the public,
news outlets, or other attendees at airport send-off and welcome-home events.

7. Donations

Donations may be made by mail to our P.O. Box or through any online giving
tool linked from our website. That processor’s privacy policy
governs the payment data it collects.

We keep donation records as needed for receipts, bookkeeping, and IRS
nonprofit requirements. We do not sell donor information.

8. Cookies and website tools

Our website may use cookies or similar technologies to operate pages, remember
form settings, enable social-sharing buttons, and understand which pages are
useful to visitors. You can block or delete cookies in your browser. Some site
features may not work as well if cookies are disabled.

We do not use visitor information from the website to sell advertising lists.

9. How long we keep information

Because there is often a long waiting list, veteran applications are kept on
file until the veteran flies, withdraws, or we determine the file is no longer
needed. After a flight, we retain operational, medical-screening, waiver, photo,
and donation records for as long as reasonably necessary for safety follow-up,
legal defense, tax, and nonprofit recordkeeping, then delete or securely
archive them.

10. How we protect information

We use reasonable administrative, technical, and physical safeguards appropriate
for a volunteer nonprofit, including limited access to applications and
financial records. No method of transmission or storage is completely secure.
Please do not email highly sensitive information (such as Social Security
numbers) unless we specifically request a secure method.

11. Children

Our website and applications are intended for veterans, adult guardians,
families, donors, and volunteers. We do not knowingly collect personal
information online from children under 13. Guardians must be 18 or older
unless the board approves a specific exception.

12. Your choices

You may contact us to:

• Update an application, address, phone number, or email
• Withdraw a veteran or guardian application before travel
• Ask what information we hold about you, within practical limits
• Request that we correct inaccurate information
• Ask us to remove a photo we posted, when feasible
• Opt out of non-essential emails about events or fundraising

We may need to keep some information even after a request, for example flight
records, signed waivers, or donation receipts required by law.

Residents of certain U.S. states may have additional rights under applicable
state law. If those laws apply to your request, we will respond as required.

13. Links to other sites

Our website may link to the Honor Flight Network, news coverage, the Eastern
Iowa Airport, sponsors, or social-media platforms. Those sites have their own
privacy practices. This policy covers only Eastern Iowa Honor Flight.

14. Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the
top of the page will change when we do. Continued use of our website after an
update means you have reviewed the revised policy.

15. Contact us

Questions about this Privacy Policy or about information we hold should be
sent to: