Privacy Policy
Effective date: August 15, 2026 · Last updated: August 15, 2026
Black Brilliance Alumni Network
Black Brilliance Alumni Network respects the privacy of our alumni and website visitors. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and the choices available to you.
Black Brilliance Alumni Network is operated by TCM Social Learning Studio LLC, a California-based limited liability company.
Questions, requests, and privacy concerns may be sent to our Privacy Lead at privacy@blackbrilliance.ca.
1. Who This Policy Applies To
This Privacy Policy applies to personal information collected through the Black Brilliance Alumni Network website, alumni membership application, membership-review process, and related communications.
The alumni membership application is intended only for people who are 18 years of age or older.
This version of the policy does not cover future donation, supporter, or volunteer forms. We will update this policy before those services begin collecting personal information.
2. Information We Collect
When you submit an application to join the Black Brilliance Alumni Network, we may collect:
Your first and last name
Your email address
Your phone number and current city, if you choose to provide them
The school you attended
Your graduation year
Your Black Brilliance program or cohort
The year or years in which you participated
The name you were known by at the time, if different
Your alumni interests and communication preferences
Information you provide when asking for help reconnecting with someone
Your confirmation that you meet the alumni eligibility requirements
Your agreement to this Privacy Policy
Your optional consent to receive email updates
Information you provide during a membership follow-up or reconsideration request
We may also collect limited technical information when you visit the website or submit a form. This may include submission timestamps, browser or device information, approximate location information, and information used for analytics, security, rate limiting, and spam prevention.
3. Information About Other People
If you ask for help reconnecting with another former participant, please provide only the information reasonably necessary for us to understand the request.
We will contact the other person before making an introduction. We will not give you their contact information, or give them yours, unless both people agree.
Information connected to a reconnection request will be deleted within 90 days after the request is completed or abandoned.
4. How We Use Your Information
We may use your personal information to:
Review and administer your membership application
Confirm whether you meet the alumni eligibility requirements
Ask follow-up questions when additional information is needed
Communicate the result of your membership review
Maintain and support the alumni network
Help former participants reconnect
Share programs, events, opportunities, and alumni news based on your preferences
Send necessary membership and privacy communications
Send optional email updates when you have consented to receive them
Respond to privacy requests and concerns
Protect the website and membership process from spam, misuse, and fraudulent submissions
Maintain appropriate records of consent, withdrawal, and membership administration
We will use personal information only for the purposes described in this policy or for another purpose that is explained to you and authorized where required.
5. Membership Eligibility and Review
Membership in the Black Brilliance Alumni Network is available to former participants who served as either:
A Black Brilliance student facilitator
A member of a school conference planning committee
Attending a Black Brilliance conference without serving in one of these roles does not establish eligibility.
Membership decisions are made by authorized human reviewers. We do not use automated scoring or artificial intelligence to approve or decline applications.
Reviewers first assess the information included in your submission and other information that Black Brilliance is legitimately permitted to use.
If we cannot confirm your participation from the initial submission, we may ask you to provide additional information and identify a former staff member, program leader, or alumnus who can independently confirm your participation.
We will obtain your consent before contacting a person you identify as a verifier. We will disclose only the information reasonably necessary to request confirmation.
If we are still unable to confirm your participation, your application may be declined. You may request reconsideration if additional information becomes available.
We may explain that eligibility could not be confirmed. However, we will not disclose confidential internal records, reviewer notes, the identities of people consulted, or another person’s contact information.
6. Email Communications and Consent
We distinguish between necessary membership communications and optional email updates.
Necessary communications may include application receipts, verification questions, membership decisions, responses to your requests, and important privacy, security, or network notices. You may receive these limited administrative messages while your application is being reviewed or while you remain a member.
Optional communications may include alumni news, events, professional and mentoring opportunities, scholarship and award information, fundraising messages, and general announcements.
We will send optional email updates only when you have provided the applicable consent. You may withdraw that consent at any time without affecting your membership. Unsubscribing from optional communications does not prevent us from sending necessary administrative or privacy-related messages.
The service used to manage optional email communications will be identified in this policy once it has been selected.
7. Featured Alumni, Stories, and Photographs
Joining the Black Brilliance Alumni Network does not automatically authorize us to publish your name, photograph, biography, employment information, professional details, or personal story.
Before featuring an alumnus publicly, we will provide that person with the specific content and image proposed for publication and request their affirmative approval by email.
Featured alumni may request corrections, decline to have particular information published, withdraw permission, or request removal of their public feature.
When a featured alumnus withdraws permission, we will remove the feature within 30 days. Copies may remain temporarily in backups, cached pages, search-engine results, or materials outside our direct control.
We will retain the approval email in a restricted location as a record of the permission provided.
8. How We Share Personal Information
Access to membership applications and internal review information is limited to the network operator, the two Black Brilliance Alumni Network co-chairs, and the membership lead.
We may provide limited information to a former staff member, program leader, or alumnus when an applicant has consented to an independent verification request.
We may also disclose personal information:
To service providers acting on our behalf
When required by law, regulation, court order, or lawful government request
To investigate fraud, misuse, security incidents, or threats to someone’s safety
To protect our legal rights or the rights of others
In connection with a business reorganization or transfer, subject to appropriate safeguards and notice where required
Black Brilliance does not sell or rent personal information.
9. Service Providers and Processing Outside Canada
We use third-party services to operate the website, receive membership applications, store information, and understand website use. Current service providers include:
Framer, including Framer Analytics
Google Workspace, including Google Sheets
These providers may process or store information outside Canada, including in the United States. When information is processed in another country, it may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement agencies, or government authorities in accordance with those laws.
We will update this policy when we introduce a new provider that materially changes how personal information is processed.
10. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purposes described in this policy, subject to legal, security, and recordkeeping requirements.
Unverified or declined applications: retained for up to 12 months, then deleted.
Approved membership records: retained while the person remains part of the network.
Inactive membership records: reviewed after three years without meaningful activity. We will attempt to contact the member before deciding whether to delete the record.
Verified deletion requests: membership information will generally be deleted within 90 days after we verify the request.
Reconnection requests: deleted within 90 days after the request is completed or abandoned.
Featured Alumni approvals: retained as a record of the permission provided.
Internal review notes: retained for the same period as the application or membership record to which they relate.
Consent and unsubscribe records: retained for as long as reasonably necessary to document communication preferences, consent, and withdrawal.
Security and legal records: retained for as long as reasonably necessary to investigate an incident, comply with legal obligations, or protect legal rights.
When information is no longer required, we will delete it, anonymize it, or securely restrict its use. Some information may remain temporarily in backups or systems where immediate deletion is not reasonably possible.
11. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, or loss.
These safeguards include restricted access, individual user accounts, strong passwords, multi-factor authentication, access review when responsibilities change, limited disclosure during verification, and procedures for reporting suspected privacy incidents.
No website, email account, storage service, or transmission method can be guaranteed to be completely secure. If you believe personal information connected to Black Brilliance may have been accessed, used, or disclosed improperly, contact our Privacy Lead at privacy@blackbrilliance.ca.
12. Your Privacy Choices and Requests
You may contact us to:
Ask whether we hold personal information about you
Request access to or correction of your personal information
Update your communication preferences
Withdraw consent for optional email communications
Ask to leave the alumni network
Request deletion of your information, where applicable
Raise a concern about how your information has been handled
Send requests to the Privacy Lead at privacy@blackbrilliance.ca. We may need to verify your identity and will request only the information reasonably necessary for verification.
We aim to acknowledge privacy requests within 15 business days and provide a substantive response within 45 days. Additional time may be required where permitted by applicable law or where a request is unusually complex. If additional time is needed, we will communicate that to you.
Following a verified request to leave and delete your membership information, we will generally complete deletion within 90 days. Some information may need to be retained for legal, security, fraud-prevention, consent-record, or dispute-resolution purposes. When this applies, we will limit the retained information and its use.
Leaving the network is separate from unsubscribing from optional email updates. You may unsubscribe from optional communications and remain a member.
13. Analytics and Cookies
We use Framer Analytics to understand how visitors use the website. Framer Analytics may collect information such as pages visited, approximate location, browser and device type, referring website, time spent on the site, and general interaction information.
We do not currently use Google Analytics, advertising personalization, remarketing, or analytics information to make membership decisions.
The website may use technologies that are strictly necessary for security, form operation, fraud prevention, spam prevention, or basic website functionality.
If we introduce Google Analytics, advertising, remarketing, or other non-essential tracking technologies in the future, we will update this Privacy Policy and implement appropriate notice and consent controls before activating them where required.
14. Applicants Under 18
The Black Brilliance Alumni Network membership application is intended only for people aged 18 and older. We do not knowingly accept membership applications from people under 18.
If we learn that an application was submitted by someone under 18, we will stop processing the application and delete the information unless retention is legally required.
This age restriction applies to the alumni membership application. Other Black Brilliance programs involving current students or younger participants would require separate privacy practices and appropriate consent procedures.
15. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes to the alumni network, legal requirements, service providers, technology, or information-handling practices.
The current version will be posted on this page with its effective date and last-updated date. If a change materially affects how we collect, use, disclose, or retain member information, we will also notify approved members by email where reasonably possible.
We will update this policy before introducing forms or services that collect information from donors, supporters, or volunteers.
16. Questions, Requests, and Complaints
If you have a question, want to exercise a privacy choice, believe information is inaccurate, or have a concern about how personal information has been handled, contact:
Privacy Lead
Black Brilliance Alumni Network
Operated by TCM Social Learning Studio LLC
privacy@blackbrilliance.ca
We will review privacy concerns in good faith and take reasonable steps to investigate and respond.
