Lonestar Junior Exhibition Poultry Club
Helping build the future leadership of the poultry world
Legal
The Lonestar Junior Exhibition Poultry Club is a 501(c)(3) nonprofit youth organization based in Texas. We run poultry exhibitions, clinics, and educational programs for young people, and almost everyone we serve is a minor. That shapes how we handle information: we collect as little as we can, we keep it only as long as we need it, and we never sell it.
This policy explains what we collect, why, who sees it, and what you can ask us to do about it. It covers both this website and the records the club keeps as an organization.
Lonestar Junior Exhibition Poultry Club
502 N Main Street #298
Weatherford, TX 76086
Email: officers@txjrpoultry.org
Website: txjrpoultry.org
EIN: 33-1443727
Our officers are volunteers. The people who handle membership and financial records are the President, Vice President, and Treasurer, whose roles are described on our About us page.
Most of our members are under 18, and some are under 13. We treat information about a child as the most sensitive material we hold, and we apply the following rules to all of it.
Nobody signs up online. This website has no public registration. An account exists only because a club officer sent an invitation to an address the club already holds, and that invitation is a one-time link that stops working once it has been used or after a short period.
No child under 13 is given an account. We invite adults — parents and guardians, volunteers, leaders and sponsors — and we invite members aged 13 and over. Under 13 there is no account at all, and a parent or guardian deals with us directly instead.
A parent or guardian agrees before a young member is invited. We do not give an account to a member under 18 without the parent or guardian who signed their membership paperwork agreeing to it, and either of them can ask us to close it at any time.
A parent or guardian consents first. We do not knowingly collect information about a child under 13 without a parent or guardian providing it or approving it in writing on the relevant club form.
We collect the minimum. For a youth member that normally means a name, age or date of birth, the parent or guardian’s contact details, and whatever a specific show or sanctioning body requires of entrants. We do not ask children for information we do not need.
Membership paperwork is still signed on paper. Applications, waivers, consents, medical releases and the code of conduct are completed by a parent or legal guardian, who signs them and returns them to us. Having an account does not change that, and no child can join the club, enter a show, or give us consent through this website.
We do not profile children or show them advertising from other companies. We do not use children’s information for marketing, we do not build advertising profiles, and we do not permit third parties to collect information about our members through this website for advertising purposes.
Parents stay in control. A parent or guardian may ask us at any time to show them what we hold about their child, correct it, or delete it. See Your choices and your rights below. Asking us to delete a child’s records may mean the child can no longer be an active member or enter club-sanctioned shows, because we cannot process an entry without the required details — we will always tell you if that is the case before acting.
If a child contacts us directly. If a child under 13 emails us or otherwise sends us information without a parent involved, we will use it only to respond to that one message, and we will not keep it or add it to any list.
We have chosen to apply the protections of the federal Children’s Online Privacy Protection Act (COPPA) to how we handle children’s information, as the Federal Trade Commission encourages organizations like ours to do. Not issuing accounts below 13 is where that line is drawn on this website.
Like nearly every website, our web server records basic technical information automatically: your IP address, the type of browser and device you are using, the pages you look at, and the date and time. This sits in server logs and in our caching system, and we use it only to keep the site running, diagnose faults, and understand roughly how busy the site is.
We show a cookie consent banner so you can choose what non-essential cookies you accept. Details are in Cookies and similar technology below.
We show our own promotional banners on this website for club events and fundraising. These are images we make and host ourselves: they load nothing from any other company, they set no cookies, and they track nobody.
We do not use third-party analytics on this website, and no payment is ever taken on it. Donations, and dues paid by card, are handled by outside platforms, described under When you apply for membership and When you sponsor or donate below.
Two parts of the site collect information from people who choose to use them — the newsletter sign-up, and the member portal that signed-in members use to check their own family’s record. Both are described below. Everything else on this site can be read without giving us anything.
Our membership paperwork asks for the youth member’s name and age or date of birth, the parent or guardian’s name, address, phone number and email, the birds or projects the member intends to exhibit, and signatures on the consent, waiver, and code of conduct forms. We also record dues payments.
Paying dues online. Dues are normally paid by cash or check. If you would rather pay by card, ask us and we will send you a link to the club’s page on Zeffy, the platform we use for membership payments. There is no payment form on this website — the link opens Zeffy’s own page, and we only send it to somebody who asks for it.
Zeffy collects the payer’s name, contact details and payment information directly, and what it does with them is governed by its own privacy policy rather than this one. Card details are handled by its payment processor, Stripe; neither Zeffy nor the club ever sees your full card number. What comes back to us is the record of who paid, how much and when, which we keep with our financial records. We do not publish who has paid their dues.
Two things are worth knowing about Zeffy. It is a Canadian company and stores its records on servers in Canada, so a payment made this way is processed outside the United States. And it charges the club nothing, funding itself by asking you at checkout to add a voluntary contribution to Zeffy — that contribution is optional and can be set to zero, and the club receives your dues in full either way.
Signing in opens one thing: your own household’s record. It holds the family name and address, an emergency contact, each parent or guardian’s contact details and the areas they have offered to help with, and for each junior member the name, date of birth, school grade, contact details, any food or environmental allergies we need to know about at an event, the species and activities they are interested in, their membership number, and whether their membership is current.
This is the same information the club has always kept from membership paperwork. Holding it here lets a family check and correct it themselves instead of emailing us, and means we work from one copy rather than several.
Allergy information is health information, and we treat it as such. We ask for it only so the adults running an event know before something goes wrong. It is visible to the family and to the officers who need it, and it is never published, never shared with other members, and never used for anything else.
A young member’s account opens the family record. A member aged 13 or over who has an account can see the household record they are part of — which includes their own details and those of the rest of their household. That is worth knowing before asking us for an account for a young member, and it is why we ask the parent or guardian first.
Each account reaches only its own household. Club officers holding a leadership role can see all records; these are the same officers who handle membership paperwork. Passwords are stored scrambled, so nobody at the club can read yours.
Members can also print a membership card or tag from the portal. It shows the member’s name, membership number and the year they joined. The square code printed on it links to public pages on this website and carries no personal information.
The sign-up form asks for a first name and an email address, and tells you which list you are joining. We then email you to confirm, and nothing is added until you click the link in that email. We use what you give us to send the newsletter and for nothing else, and we never sell or share the list. Every issue carries an unsubscribe link, and you can ask us to remove you at any time.
The newsletter is meant for parents, guardians and adult supporters. If you are under 18, please ask a parent or guardian to subscribe instead.
Adult volunteers complete a registration and agreement form. Adults who work directly with junior members also complete a background check authorization. Background check results are seen only by the officers who need them to make a decision, are recorded as a pass or fail rather than as a full report wherever possible, and are never shared with other members or discussed publicly.
We record the sponsor or donor’s name, the contact details of the person we deal with, the amount and date, and any logo or artwork you send us for recognition. If you sponsor a specific member, family, project, or animal, we record that connection so the funds reach the right place.
Donations made online are handled by Spotfund, an outside fundraising platform. Spotfund collects the donor’s name, contact details and payment information directly, and what it does with them is governed by its own privacy policy rather than this one. We never see full card details.
Please also be aware that Spotfund shows donor names and donation amounts publicly on the fundraiser page. If you would rather your name did not appear, choose the anonymous option when you give.
Show entries include the exhibitor’s name, the club or chapter they represent, and details of the birds entered — breed, variety, class, and band or wing numbers. Some of this is inherently public: entries, catalogues, and results are announced at the show and published afterwards.
If you email officers@txjrpoultry.org or write to us, we keep the correspondence so we have a record of what was asked and answered.
We take photographs and video at shows, clinics, and club events, and we may publish them on this website or on our Facebook and YouTube pages. Permission for images of a youth member is handled through the media release on our membership paperwork, and a parent or guardian can withdraw it or ask us to remove a specific image by emailing officers@txjrpoultry.org.
We use what we collect to run the club: to process membership applications and dues, to organize and run shows, to communicate with members and their families about events and deadlines, to match volunteers to roles and keep our exhibitors safe, to recognize sponsors as agreed, to keep the financial and governance records a 501(c)(3) is required to keep, and to keep this website working.
We do not use it for anything else without asking you first.
We do not sell, rent, or trade personal information. We share it only in these situations:
We will never make a child’s contact details public, and we do not publish members’ addresses, phone numbers, or email addresses.
Cookies are small files a website stores on your device. We use:
You can accept or decline non-essential cookies through the banner shown on your first visit, and change your mind later using the cookie settings control on the site. You can also block or delete cookies in your browser, though parts of the site may then behave oddly.
Embedded content from other sites. Pages on this site may embed content from Facebook or YouTube. Those services can set their own cookies and collect information about you as though you had visited them directly, and their own privacy policies govern that. We have no control over it, and we do not receive that data.
When a retention period ends, we destroy paper records securely and delete electronic ones.
Access to membership, financial, and volunteer records is limited to the officers who need it. Paper records are kept in a secured location only until they are digitized, at which point the paper copy is destroyed. Digitized forms are kept in a restricted part of this website that only signed-in club leaders can open. The membership records behind the member portal are held in this website’s own database, and an account can reach only its own household. Accounts require strong passwords, and passwords are stored scrambled rather than in readable form. This website is served over an encrypted (HTTPS) connection.
No organization can promise perfect security, and we will not pretend otherwise. What we can promise is that we keep as little as possible, restrict who can see it, and will tell affected families promptly if something goes wrong.
You may ask us to:
Email officers@txjrpoultry.org or write to us at the address above. We will respond within 30 days, and usually much sooner. We may need to confirm your identity, and for a request about a child, that you are that child’s parent or guardian.
If you are unhappy with how we have handled a request, contact the club President. You may also contact the Office of the Texas Attorney General, Consumer Protection Division.
This site links to other organizations, including sanctioning bodies, host venues, and educational resources. We are not responsible for their privacy practices. Please read their policies before giving them information.
Our website and records are held in the United States. The one exception is dues paid by card, which go through Zeffy: it is a Canadian company and keeps its records in Canada. If you visit or contact us from elsewhere, your information will be processed here, under United States law.
If we change how we handle information — for example if we ever take a payment on this website itself, or open registration to anyone who is not invited — we will update this page and change the effective date at the top. Substantial changes affecting members will also be communicated by email.
Email officers@txjrpoultry.org, or write to us at 502 N Main Street #298, Weatherford, TX 76086. We would rather answer a question than have you wonder.