Privacy Policy

1. Organization Information

The Epsilon Beta Chapter of Lambda Theta Phi Latin Fraternity, Inc. is a student organization operating at the University of Tennessee at Chattanooga. We are a chapter of Lambda Theta Phi Latin Fraternity, Inc., a national nonprofit fraternal organization.

For questions about this policy, contact us at: utclambdas@gmail.com

2. Information We Collect

We collect different types of information depending on how you interact with us:

Public Website Visitors

• Contact information submitted through our contact form (name, email address, message)
• Rush/interest form submissions (name, email, major, year, and personal statement)
• Event RSVP information (name, email)

Undergraduate Brother Portal Members

• Full name and preferred name
• Email address (login and contact email)
• Profile photo
• Academic major and graduation year
• Pledge class / line information
• Chapter roles and officer positions
• GPA records and academic standing
• Service hours and community service records
• Dues payment status and financial records
• Attendance records for chapter meetings and events
• Class schedules
• Library and study hours
• Induction and membership status
• Risk management certifications
• Birthday and personal contact details voluntarily provided

Alumni Directory

• Name, pledge class, graduation year, and professional information voluntarily provided by alumni

3. How We Use Your Information

We use the information collected for the following purposes:

• Administering chapter membership, records, and internal governance
• Communicating chapter news, meeting agendas, minutes, and announcements to brothers
• Tracking academic progress, service commitments, and compliance with chapter requirements
• Managing chapter finances including dues collection and budget tracking
• Displaying brother profiles and leadership information on the public website (only with member consent)
• Responding to interest and contact form submissions from prospective members and the public
• Maintaining chapter history and records
• Sending email notifications related to chapter activities (e.g., meeting agendas, minutes)

We do not sell, rent, or trade your personal information to any third party for marketing purposes.

4. Data Storage and Security

Our website and Brother Portal use Google Firebase (Firestore and Firebase Authentication), a cloud platform operated by Google LLC. All data is stored on Google's secure, encrypted servers.

• All portal access requires authenticated login via Firebase Authentication
• Data transmitted between your browser and our systems is encrypted via HTTPS
• Portal access is restricted to verified chapter members only
• Passwords are never stored in plain text — Firebase Authentication handles all credential management

For information on Google's data practices, see the Google Privacy Policy and Firebase Privacy and Security documentation.

Email notifications sent through the portal may use EmailJS, a third-party email service. EmailJS transmits email content on our behalf but does not store your messages long-term. See the EmailJS Privacy Policy for details.

5. Who Has Access to Your Information

Access to personal information is limited based on chapter role:

• Chapter Officers / Administrators — Full access to all portal data for the purpose of chapter management
• General Brotherhood Members — Access to shared chapter resources (agendas, minutes, announcements) and their own personal records through the portal
• Public Website Visitors — Only information explicitly published on the public site (leadership profiles, public events) is visible

No portal data is shared with the national organization, university, or any external party except as required by law or explicitly consented to by the member.

6. Public Website Content

The public website displays limited member information, including leadership photos, names, and roles. This information is only displayed with the knowledge and general consent of active members. Brothers who wish to have their information removed from the public site should contact chapter leadership at utclambdas@gmail.com.

7. Cookies and Tracking

Our website does not use advertising cookies or cross-site tracking. Firebase Authentication may store an authentication token in your browser's local storage to maintain your logged-in session on the portal. This token is used solely to verify your identity and expires when you log out or after an inactivity period.

8. Third-Party Links

Our website may contain links to external websites, including the national Lambda Theta Phi organization, social media platforms, and university resources. We are not responsible for the privacy practices of these third-party sites. We encourage you to review the privacy policies of any external sites you visit.

9. Children's Privacy

Our website and portal are intended for use by college-aged adults (18 and older). We do not knowingly collect personal information from individuals under the age of 13. If you believe a minor has submitted information to us, please contact us immediately at utclambdas@gmail.com so we can remove it.

10. FERPA Notice

As a student organization, we are aware of our members' rights under the Family Educational Rights and Privacy Act (FERPA). Academic information stored in the portal (such as GPA records and class schedules) is maintained internally for chapter compliance tracking only. This information is accessible only to chapter officers and is not shared with any external party, including the national fraternity, without the member's explicit consent.

11. Your Rights and Choices

As a member or visitor, you have the right to:

• Access — Request a copy of the personal information we hold about you
• Correction — Request that inaccurate information be corrected
• Deletion — Request that your personal information be deleted, subject to our chapter record-keeping obligations
• Opt-out of communications — Contact chapter leadership to be removed from email notification lists

To exercise any of these rights, contact us at utclambdas@gmail.com.

12. Data Retention

We retain member information for as long as membership is active and for a reasonable period thereafter to maintain chapter history and records. Alumni information may be retained indefinitely in the chapter's historical archive. Members who leave the chapter may request removal of personally identifiable information from active records.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Updates will be posted on this page with a revised "Last Updated" date. Continued use of the website or portal after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please reach out to us:

• Email: utclambdas@gmail.com
• Instagram: @utclambdas

Last Updated: May 28, 2025  |  Lambda Theta Phi Latin Fraternity, Inc. — Epsilon Beta Chapter