Berry Seeds Privacy Notice

This notice explains how Sugarberry Gifting Co., LLC (“Sugarberry,” “we,” “us”) handles personal information
submitted through the Berry Seeds Initiative impact intake form. It applies specifically to the Initiative and
should be read alongside our general website privacy policy and our Berry Seeds Initiative Official Rules.

1. Information we collect
From the Nominator: your name, email address and telephone number; your answers about how you know
the person you are recommending; and, if you choose to include one, a personal message.

About the Recipient: their first name, their general location (city and state), and the nomination story you
choose to share. We do not ask for the Recipient’s mailing address at the time of submission.
If the person you recommend is selected, we will contact you to obtain the mailing information needed to
send the gift.

2. Why we collect it
• To consider and review submissions for the Initiative.
• To contact the Nominator if a recommendation is selected, and to obtain the mailing information needed
for delivery.
• To assemble, send and keep a record of the gift.

We do not use the information for any other purpose.

3. What we never do
• We never publicly name, feature or share the Recipient’s name, circumstances or story. Recipients are
not named or featured in any public communication, and no story or photograph becomes content.
• We never add the Recipient’s details to any marketing list. Recipients receive no marketing communications from Sugarberry unless they choose to opt in after receiving their gift.
• We never sell or rent the information you submit.

4. The nomination story
The story you share may describe a difficult time in someone’s life. We treat it as sensitive information. It is
read only by team members reviewing the Initiative, and it is never published or shared outside that
purpose. Please share only what you feel is necessary to describe the encouragement you are hoping for.

5. How long we keep information
We keep information only as long as we need it, and we draw a distinction between three kinds of record:
• Shipping records — the selected Recipient’s name and mailing address — are deleted twelve (12) months
after the gift is shipped.
• Suppression records — the minimum information needed to honour a request not to be contacted — are
kept separately, are never used for marketing, and are not deleted with the shipping record. Their only
purpose is to prevent contact, and deleting them would defeat the request they exist to honour.

• Entry-integrity record. To enforce our entry limits (one entry per person per monthly entry period, and the same person not being recommended more than once in any twelve (12) month period) we keep a minimal record of each submission. This record contains only the first name and general location of the person being recommended, and the Nominator's email address. We keep it for twelve (12) months from the date of submission. We use it only to check whether a recommendation has already been made. We do not use it for marketing and we do not share it for advertising or promotion.

• Everything else in a non-selected submission. Apart from the entry-integrity record described above, the information submitted for a recommendation that is not selected, including the nomination story and any personal message, is not retained beyond the review for which it was considered. It is not published, not used for marketing and not shared outside that review.

6. Your choices
• You may ask us to delete your submission at any time. If you do, we will delete the information you submitted, including the story and any personal message. We will also delete the entry-integrity record on request, and we will not use it to enforce the entry limits in relation to you after that.
• If a gift is sent to someone who would prefer not to receive it, they can decline it. A card in every package
explains why it was sent and how to ask us not to send anything further. We will record that request and
will not contact them again.
• You may contact us with any question about your information.

7. Who can access information
Access is limited to the team members who review submissions and prepare gifts. Information is held in
access-restricted systems, protected by multi-factor authentication. We do not keep local copies or
spreadsheets of Recipient information.

8. Contact
Sugarberry Gifting Co., LLC
12574 Flagler Center Blvd, Suite 101, Jacksonville, FL 32258
info@sugarberrygiftingco.com · www.sugarberrygiftingco.com