Last updated: October 3, 2026
Knox Community Planning Alliance (“Knox Community Planning Alliance”, “we”) operates this website, kcpa.us, and the member sign-in service at auth.kcpa.us. This page explains what information we collect, how we use, store and protect it, and the choices you have.
What we collect and why
- When you email us: we receive your name, email address and what you write, and use them only to reply and to keep a record of our correspondence with you.
- Petitions and sign-up forms: when you sign a petition or a form, we collect what it asks for (normally your name, email address and address or ZIP code, and any comment you add). We use it to deliver the petition, to keep you informed about that issue, and to contact you about related community planning matters.
- Our supporter records: we keep records of members, supporters, volunteers and contacts in our own database (CiviCRM): name, contact details, the neighbourhood association you belong to, and your participation.
- Email updates: if you receive our email newsletters, we record whether a message was opened and which links were clicked, to understand what is useful. Every email has an unsubscribe link.
- Discussion lists: if you join one of our discussion lists at lists.kcpa.us, it stores your name, email address and the messages you post, visible to the list’s members.
- Server and security logs: when you visit, our servers record your IP address, browser type and the pages you request. We use these only to keep the site secure and working.
- Cookies: we use only the cookies the site needs to work, such as keeping account holders signed in, and Cloudflare’s security cookies, which help protect the site from automated traffic. We do not use advertising cookies.
Signing in (including with Google or Microsoft)
Some people have an account with Knox Community Planning Alliance (for example board members, staff or volunteers). They sign in at auth.kcpa.us with a password, or by choosing “Sign in with Google” or “Sign in with Microsoft”.
If you choose Google or Microsoft, we ask that provider only for your name, email address and a unique account identifier (the “openid”, “email” and “profile” permissions). We do not request access to your email, files, contacts, calendar or anything else, and we never receive your Google or Microsoft password.
- How we use it: only to match you to the account you already have with Knox Community Planning Alliance and sign you in. We do not create accounts from it, and we do not use it for anything else.
- Where it is stored: in our sign-in service’s database on servers we operate in the United States. It is encrypted in transit. Our sign-in service also keeps the access token the provider issues when you sign in (and a refresh token, if the provider sends one). It allows only the same basic profile access described above; we never use it after sign-in, and it is kept with the link between your accounts until that link is removed.
- Who we share it with: no one. We do not sell, transfer or disclose it to third parties, except where the law requires us to.
- How long we keep it: while your account is active. Ask us and we will delete the link between your account and your Google or Microsoft account.
- Revoking access: you can remove our access at any time at https://myaccount.google.com/permissions (Google) or https://account.live.com/consent/Manage (personal Microsoft accounts). For a work or school Microsoft account, ask your organisation’s administrator.
Knox Community Planning Alliance’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Sign-in for Knox Community Planning Alliance is provided by East Tennessee Farmland Consulting LLC, which is why that name may appear when you sign in with Microsoft.
Services that help us run this site
- Cloudflare, which sits in front of this site and handles its traffic for security and speed. It processes your IP address and request details as our service provider.
- Wordfence (Defiant, Inc.), our security plugin, which checks visitors’ IP addresses against known threats.
- Google: the fonts on this site load from Google Fonts, and our event calendar is published from Google Calendar, so your browser connects to Google when those load. Our email is currently hosted by Google Workspace (Google LLC).
- Our own email service, which we operate on our servers, to send and receive email.
We do not sell your information, and we do not share it with anyone except these service providers acting for us, or where the law requires it.
How long we keep information
Contact and member records are kept while you are involved with us, and deleted on request unless we must keep them by law. Server and security logs are kept for a short period, normally under 90 days. Email correspondence is kept as long as needed to follow up.
How we protect it
The site and sign-in service are served only over encrypted connections (HTTPS). Our servers sit behind a firewall and a web application firewall, access to member and contact records is limited to the people who need it, and our databases are backed up nightly to storage we control.
Your choices
You can ask us to show you, correct or delete the information we hold about you, or to stop sending you email. You can unsubscribe from our emails at any time using the link in each one.
Children
This site is not directed to children under 13, and we do not knowingly collect their information.
Changes
If we change this policy, we will update it here and change the “Last updated” date above.
Contact
Questions or requests (including to see, correct or delete your information): contact@kcpa.us.