We are a volunteer parent organization at one elementary school. We collect as little as we can get away with, we do not sell anything about you, and if you ask us to delete your record we will do it the same day.
What this website collects on its own
Almost nothing. Our web host keeps standard server logs. If you put something in the cart, WordPress sets a cookie so the cart survives you clicking around. Nothing else about you is stored in this website’s database unless you deliberately send it.
Some pages load things from other companies, and those companies can see that your browser asked for them:
- HubSpot — the mailing list form, and analytics cookies on the pages you visit. HubSpot is where our family list lives.
- Google — the events calendar is a Google Calendar embed, and our HubSpot forms may use Google reCAPTCHA to block spam.
- Adobe Fonts — the typefaces the site is set in.
- PayPal — only when you pay for something.
The Wildcat Official Mailing List
The Wildcat Official Mailing List (en español) is free. It asks for a parent or guardian’s name and email, optionally a phone number and preferred language, which committees you might help with, and — optionally — each child’s first name, last name and high-school graduation year.
We ask for children’s last names because at this school they often differ from a parent’s and from a sibling’s. We are not assuming a family shares one surname; we are trying to get your children’s names right.
It goes to HubSpot, our contact system, only. It is never written into this website’s database. It is visible to the PTO board and the Communications chair. Nobody else. It is never published, never shared outside the PTO, and never sold or traded.
Every child field is optional. Skip them and you are still on the list, still invited to everything, and still welcome on any committee.
If you buy something
Merchandise orders are stored in this website as WooCommerce orders: what you bought, your name, email, and a delivery address if you asked us to mail it. We keep those because the PTO has to reconcile its books. If you choose “send it home with my kid,” we also ask for the student’s name and homeroom teacher, because the delivery has to reach the right child. The student’s name is removed from the order record as soon as the delivery is marked complete; the homeroom stays for bookkeeping.
Payment goes to PayPal, not to us. We never see and never store a card number. If you choose “send it home with my kid” or collection at an event, we do not ask for an address at all.
Volunteering
The questions on our volunteer page ask for your first name, your email and the kinds of help that interest you. Your answers go to our welcome team by email and into HubSpot, so the right committee chair can follow up. The volunteer page never asks about your children.
The Daily 40
The Daily 40 is our weekday morning email. To run it, this website stores your email, your preferred language, and the classrooms your family follows: the teacher’s name and, if you choose, a bus number, aftercare and clubs. It follows classrooms, never children. No student names are stored in it, ever. Your email is also added to HubSpot so we know you are on it. Anything you post to the Daily 40 is attached to your account. Every email has a one-click link to stop it. More in how the Daily 40 works.
Photographs of children
There are photographs of students on this site, taken at PTO events. We keep them wide where we can, we never put a child’s name in a caption or in the image description, and we ask a family before using a close-up.
If you would like a photograph taken down, email us. We take it down first and talk about it afterwards.
Meeting recordings and recaps
Recordings of PTO meetings do not include the faces of children. Transcripts are edited before publication to remove families’ personal circumstances, anything about an individual child, and anything discussed about a specific family’s support from the PTO. Those things are discussed in meetings and they do not belong on a website.
WhatsApp groups
Our WhatsApp groups are invite-only and administered by parent volunteers. We do not export member lists from WhatsApp into HubSpot or anywhere else. Anyone in a group can see the phone numbers of other members — that is how WhatsApp works, and it is worth knowing before you join.
Children’s information, specifically
We hold children’s information in exactly two places, and only because a parent or guardian chose to give it to us.
On the mailing list, in HubSpot: a child’s first name, last name and graduation year, if you added them.
On a merchandise order, on this website: a student’s name and homeroom teacher, only if you chose “send it home with my kid.” That name is deleted automatically the moment the order is marked delivered.
Nowhere else. The Daily 40, the volunteer page and our WhatsApp groups do not ask for children’s names. We do not collect anything from children directly, we do not use children’s information for advertising, and we do not give it to anyone outside the PTO board and the Communications chair.
AI assistants
Some of our volunteers use AI assistants, such as Claude, to help run this website: drafting pages, posting Daily 40 items, fixing things that break. Here is what that means, plainly.
An AI assistant works through a named volunteer’s own login and can see only what that volunteer can see. The volunteers who connect an assistant are site administrators, so while it is working an assistant could see what an administrator sees, including a student name on a merchandise order that has not been delivered yet. Those names exist only until delivery, then they are deleted.
Every action an AI assistant takes on this website is written to a log the board can review: who, what and when. A conversation with an assistant is kept in that volunteer’s own AI account, the same way their email would be. Our HubSpot contact list, where children’s names from the mailing list live, is not connected to any AI assistant.
Asking us anything, or asking us to stop
Email contact@cesarchavezpto.org. You can ask us what we hold about your family, ask us to correct it, or ask us to delete it. Deletion is same-day and we do not ask why.
When this changes
If we start collecting something new, this page changes first, and we say so here and in the WhatsApp channel.
Last updated 1 October 2026. Reviewed by the PTO board. César Chávez Dual Spanish Immersion PTO, 6609 Riggs Road, Hyattsville, MD 20782.