TEACHER APPRECIATION GIVEAWAY PRIVACY POLICY

Effective date: August 13, 2026

 

This Privacy Policy explains what information Eckley Orthodontics (“we,” “us,” “Eckley”) collects through the Teacher Appreciation Giveaway site at teachers.eckleyorthodontics.com, how we use it, and who we share it with.

 

This policy covers the Giveaway site only. It does not cover your health information as a patient. If you are a patient of Eckley Orthodontics, your protected health information is governed by our Notice of Privacy Practices under HIPAA, which is a separate document available at our offices.

 

The short version

We collect the small amount of information needed to run a giveaway. We email you about the giveaway and nothing else. We do not advertise to you, we do not track you across the internet, and we do not sell your information to anyone.

1. What we collect

If you enter as a teacher, we collect your first name, last name, email address, and the name of the school where you work.

 

If you nominate a teacher, we collect the teacher’s first name, last name, email address, and school, plus your own first name, last name, and email address. If you choose to write a note about the teacher, we collect that note. The note field is optional.

 

If you are nominated by someone else, we receive your first name, last name, email address, and school from the person who nominated you. You did not give us this information yourself, and you can ask us to delete it at any time. See Section 6.

 

Automatically, when you visit the site, we collect standard analytics information through Google Analytics: pages viewed, approximate location derived from IP address, device and browser type, referring website, and how you moved through the site. We use this only to understand how the giveaway is performing.

 

We also record the number of entries you have earned, whether you completed giveaway actions such as following us on social media, and which entries came through your personal share link.

 

We do not collect payment information, government identification numbers, dates of birth, health information, or any information about whether you are a patient of Eckley Orthodontics. The giveaway forms never ask about patient status, and giveaway records are kept separate from patient records.

2. What we do not do

  • We do not use advertising or retargeting pixels on the giveaway site. There is no Meta pixel, no TikTok pixel, and no advertising tag of any kind.
  • We do not send marketing emails, newsletters, promotional offers, appointment solicitations, or direct mail to anyone based on their participation in the giveaway.
  • We do not sell, rent, trade, or otherwise share your information with data brokers, advertisers, or any third party for their own marketing purposes.
  • We do not add giveaway entrants or nominators to a patient marketing list.

3. How we use your information

We use the information described above to:

  • Enter you into the giveaway and maintain your entry count
  • Send you your personal share link
  • Notify a teacher that they have been nominated
  • Send occasional updates about the giveaway while it is running
  • Announce the winners and arrange delivery of prizes
  • Verify eligibility and detect fraudulent or duplicate entries
  • Understand how the giveaway site is performing

 

That is the complete list. We use giveaway information for the giveaway.

4. Emails you will receive

Depending on how you participate, you may receive:

  • A confirmation email telling you that you are entered, with your personal share link
  • A nomination notice if someone nominated you, letting you know your name was submitted and that you are already entered
  • A nominator email if you nominated someone, confirming the nomination and giving you a link to share on that teacher’s behalf
  • Occasional giveaway updates during the giveaway period
  • A winner announcement at the close of the giveaway

 

Every one of these emails includes an unsubscribe link. You can also email us at info@eckleyorthodontics.com to stop receiving them. Unsubscribing from giveaway emails does not remove your entry unless you ask us to remove it.

5. Who we share it with

We share your information only with the service providers that make the giveaway work. Each of these processes information on our behalf, under our instructions:

  • KickoffLabs — hosts the giveaway pages, stores entries, and tracks entries and referrals
  • Zapier — moves entry data between our systems and triggers our emails
  • SMTP2GO — delivers the giveaway emails
  • Google Sheets — stores a log of submissions so we can track nominations
  • Google Analytics — provides website traffic statistics

 

Each provider maintains its own privacy policy. We may also disclose information if required by law, subpoena, or court order, or to protect our legal rights. If Eckley Orthodontics is sold or reorganized, giveaway information may transfer as part of that transaction, subject to this policy.

6. Your choices

You may, at any time:

  • Unsubscribe from giveaway emails using the link in any email
  • Withdraw your entry from the giveaway
  • Ask what we hold about you
  • Ask us to correct inaccurate information
  • Ask us to delete your information entirely

 

To do any of these, email info@eckleyorthodontics.com or call (304) 252-0771. We will respond within thirty (30) days. If you were nominated by someone else and would rather not be included, tell us and we will remove your record. You do not need to explain why.

 

You can also opt out of Google Analytics across all websites using Google’s browser add-on at tools.google.com/dlpage/gaoptout.

7. How long we keep it

We keep giveaway entry information for the duration of the giveaway and for twelve (12) months afterward, so that we can answer questions about the results and administer the following year’s campaign. After that, records are deleted. Winner records may be kept longer where needed for tax or legal purposes. You may request deletion sooner at any time.

8. Security

We use reasonable administrative and technical safeguards to protect the information we collect, and we limit access to the people who need it to run the giveaway. No method of transmission or storage over the internet is completely secure, so we cannot guarantee absolute security.

9. Children

The giveaway is open only to adults eighteen (18) years of age or older, and the site is not directed to children. We do not knowingly collect personal information from anyone under thirteen (13). If you believe a child has submitted information to us, contact us at info@eckleyorthodontics.com and we will delete it.

10. Changes to this policy

If we change this policy, we will post the revised version at this address and update the effective date at the top. Material changes affecting a live giveaway will be communicated by email to current entrants.

11. Contact us

Eckley Orthodontics
1804 Harper Rd, Beckley, WV 25801
800 North Side Dr., Suite 15, Summersville, WV 26651
(304) 252-0771
info@eckleyorthodontics.com