Effective date: May 25, 2026
Who we are
Immac Swap is a small, volunteer-run school uniform exchange operated for the Immacolata School community at www.immacswap.com. It is non-commercial — no items are sold, no fees are collected, and there is no advertising.
What we collect
- Reservations: when a visitor reserves an item we store the items they selected, an optional notes field they typed in, an optional pickup location, an optional pickup time, an optional mobile phone number (only if the visitor explicitly opts in to SMS updates — see "Mobile information and SMS" below), and a randomly generated reservation code (for example
immac-A7K3M). We do not collect names, email addresses, postal addresses, or payment information from visitors. - Photos: photos of uniforms uploaded by the site administrators are stored on the server and shown publicly on the catalog. No personally identifying photos are uploaded.
- Server logs: our hosting provider (GoDaddy) automatically records standard request logs (IP address, request URL, timestamp) for security and abuse prevention. We do not analyze, sell, or use these logs for marketing.
- Admin SMS opt-in: site administrators may enter their own mobile number into the admin control panel to receive operational SMS notifications.
What we do NOT collect
We do not use cookies for tracking, we do not use third-party analytics, we do not embed third-party scripts, and we do not share any data with marketing or advertising networks. The site is fully self-hosted with no external CDNs.
Email notifications
The site can optionally send operational email notifications via a Gmail account (using authenticated SMTP) to one or more email addresses entered by an authenticated site administrator into the admin control panel. Email recipients are exclusively administrators of this site. The public website does not collect email addresses from visitors.
Every outbound email includes an opt-out footer with instructions to remove the recipient address from the admin panel or contact the parish/school office. Every outbound and inbound (if IMAP polling is enabled) email is logged with timestamp, sender, recipient(s), subject, body, and delivery status for audit purposes. These logs are included in administrative backups.
No email address collected by Immac Swap will be shared with third parties or affiliates for marketing or promotional purposes.
Mobile information and SMS
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories of mobile information collected from website visitors and site administrators — including phone numbers, opt-in status, opt-out status, the content of inbound and outbound SMS messages, timestamps, and any associated IP addresses — are excluded from all third-party sharing.
Information collected as part of SMS consent (the mobile phone number you provide, the date and time you opted in, the IP address from which you opted in, and a record of your opt-in or opt-out) will not be shared with third parties or affiliates for marketing or promotional purposes. Mobile opt-in data and consent are not shared with any third party.
SMS messages from this service are sent through Twilio Inc. as our messaging carrier solely so the messages can be delivered. Twilio's privacy practices are governed by Twilio's own privacy policy. We do not share your mobile information with Twilio for any purpose other than delivering the operational messages you opted in to receive.
How the SMS opt-in works
SMS is strictly opt-in. There are two opt-in paths:
- Administrators opt in by entering their own mobile number into the password-protected admin control panel.
- Visitors opt in at checkout by typing their mobile number into an optional field and explicitly ticking an unchecked disclosure checkbox. The system then sends a one-time SMS asking the visitor to reply
YESto confirm. Until the visitor repliesYES, no further messages are sent.
SMS messages contain only operational reservation metadata: the reservation code, item counts, pickup location and time, and any notes the visitor entered. Messages are sent only for (a) the one-time opt-in confirmation request, (b) the reply confirming the opt-in, (c) when a reservation is placed (admin only), (d) when an admin marks a reservation as picked up (admin and, if opted in, the customer). Frequency is fewer than 30 messages per month total across all administrators, and at most 4 messages per reservation for a customer including the opt-in exchange.
Opt-out and HELP
You may opt out at any time by replying STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, or REVOKE to any message. You may reply HELP or INFO for help. Twilio enforces STOP behaviour at the carrier level; the system also records every opt-out in a permanent log. Message and data rates from your wireless carrier may apply. Message delivery is not guaranteed; the wireless carriers are not liable for delayed or undelivered messages.
How we use what we collect
Reservation data is used only to coordinate the pickup of the reserved items. Photos and item data are used to display the catalog. We do not sell, rent, share, or trade any visitor or administrator data — including mobile phone numbers and SMS opt-in data — with any third party for any purpose.
Data retention
Reservations are kept on the server until manually cleared by an administrator. SMS opt-in records and message logs are retained indefinitely for compliance and audit purposes and are included in administrative backups so they survive software upgrades. You may request deletion of your phone number and associated SMS records at any time by contacting the site administrator.
Children
This site is intended for use by parents and guardians of school-age children. We do not knowingly collect personal data from children under 13.
Changes to this policy
We will post any updates to this policy on this page with a new effective date.
Contact
Questions about this policy, your reservation data, or your SMS records can be directed to the Immacolata Catholic Church / Immacolata School office.