Last Updated: June 24, 2025

Introduction

This Privacy Policy explains how The Aaron Copland Fund for Music, Inc. ("we," "our," or "us") collects, uses, discloses, and safeguards information obtained through our Grant Application System (the "System"). We are committed to protecting your privacy and handling your data with transparency and care.

Information We Collect

Personal Information

We may collect the following types of personal information:

  • Account Information: Name, email address, username, and password.
  • Professional Information: Organization details, mailing address, phone number, job title, website, and social media profiles.
  • Financial Information: Bank account information, routing numbers, and other payment details necessary for grant disbursements.
  • Identity Verification Information: Government-issued identification numbers, tax identification numbers, and verification documents as required for compliance purposes.
  • Application Content: Information provided in grant applications, including project descriptions, budgets, timelines, and supporting documentation.

Automatically Collected Information

We automatically collect certain information when you visit or use our System:

  • Technical Data: IP address, browser type and version, device information, operating system, and platform.
  • Usage Data: Pages visited, features used, time spent on the System, click patterns, and interaction data.

How We Use Your Information

We use your information for the following purposes:

  • To create and manage your account
  • To process and evaluate grant applications
  • To facilitate grant disbursements
  • To communicate with you about your account and applications
  • To provide applicant support and respond to inquiries
  • To improve and optimize our System
  • To comply with legal obligations
  • To detect and prevent fraud and abuse
  • To send notifications, updates, and service information

Financial Information Handling

Collection and Use

We collect financial information solely for the purpose of facilitating grant disbursements. This information is used exclusively for processing approved payments and for no other purpose without your explicit consent.

Storage and Security

All financial information is:

  • Stored on secure servers with restricted access
  • Regularly tested for security vulnerabilities
  • Handled in compliance with applicable financial regulations and security standards

Retention

We retain financial information only for as long as necessary to:

  • Complete the grant disbursement process
  • Comply with our legal and regulatory obligations
  • Resolve disputes
  • Enforce our agreements

Information Sharing and Disclosure

We May Share Information With:

  • Service Providers: Third-party vendors who help us operate our System, process payments, and provide related services.
  • Legal and Regulatory Authorities: When required by law, court order, or governmental regulation.
  • Financial Institutions: Information necessary to process grant disbursements.

We Do Not:

  • Sell or rent your personal information to third parties
  • Share your financial information for marketing purposes
  • Disclose your information to unaffiliated third parties for their direct marketing

Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Regular security assessments
  • Access controls and authentication procedures
  • Staff training on data security and privacy

Despite our efforts, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

Data Retention

We retain your information for as long as your account is active or as needed to provide services, comply with legal obligations, resolve disputes, and enforce our agreements. When no longer required, we will securely delete or anonymize your information.

Your Rights and Choices

Depending on your location, you may have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate or incomplete information
  • Request deletion of your personal information
  • Object to or restrict certain processing activities
  • Request portability of your information
  • Withdraw consent (where processing is based on consent)

To exercise these rights, please contact us using the information provided in the "Contact Details" section.

Children’s Privacy

Our System is not intended for use by children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

Third-Party Links

Our System may contain links to third-party websites or services not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.  

Changes to this Privacy Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by posting the new policy on our System with a new effective date and, where appropriate, by sending you a notification. Your continued use of the System after changes indicates your acceptance of the updated Privacy Policy.

Contact Details

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

info@coplandfund.org

The Aaron Copland Fund for Music, Inc.
c/o Alter Kendrick & Baron LLP
156 Fifth Avenue, Suite 600
New York, NY 10010