Live Like DJ Silent Auction Privacy Notice

Effective date: September 10, 2026

TEAM55 (publicly styled Team 55, "we," "us," or "our") is a 501(c)(3) public charity and operates the Live Like DJ Silent Auction application in support of the Live Like D.J. - Dwon Fields Jr. Scholarship Fund ("the Scholarship Fund"). This notice explains how the application handles information for auction-item donors, public visitors, authorized staff, golf participants, sponsors, and people whose completed event purchases are imported from Square for private fulfillment work. The Community Foundation of the Lowcountry administers scholarship selection approval and distribution; it is not identified here as the operator of this application.

Questions or requests may be sent to support@livelikedj.org. Our approved public mailing address is P.O. Box 1893, Bluffton, SC 29910.

What the application does

The current application accepts proposed auction-item donations, supports private staff review and collection, displays an approved auction preview, imports a limited read-only record of completed event sales from Square, and supports private golf-roster and sponsor-fulfillment work.

The application does not accept online bids, auction payments, raffle-ticket purchases, or card details. Bidding and payment occur on site. Public visitors and donors do not need a Google account. Authorized staff use Google sign-in to reach the private staff workspace, but Google sign-in is not required to identify a bidder or participate in the auction.

Information we collect

Auction-item donors

When you offer an item, we may collect:

• your name, organization, email address, telephone number, preferred contact method, and contact permission;
• the item title, description, category, condition, quantity, estimated retail value, fulfillment type, expiration date, restrictions, and comments;
• one item photograph, your confirmation that you may donate the item, and your permission to use an approved version of the photograph;
• pickup or delivery method, address, availability, access/handling notes, scheduling, receipt, storage, exception, and return details;
• your optional request for an acknowledgment, optional marketing choice, and optional public-recognition choice and display name; and
• submission, consent, notification, and operational timestamps and records.

Authorized staff

We collect the Google email address returned during staff sign-in and may keep approved alternate login addresses mapped to one staff identity. We also keep the staff member's name, role, permissions, availability/capacity, service zones, assignments, actions, and private audit/recovery records. Staff may have access to donor, pickup, golf, sponsor, and approved private media information only as needed for their assigned role.

Square event sales, golfers, and sponsors

The application may read completed event orders, payments, and catalog records from the event's Square account. Its private working records may include:

• Square order, payment, catalog-variation, location, and reconciliation references; purchase quantities, amounts, state, refund state, and relevant timestamps;
• buyer or fulfillment name and email address;
• answers submitted with an event purchase when needed to identify golfers, teams, or sponsor display information;
• golfer name, email, team assignment, captain status, and check-in state; and
• sponsor contacts, approved display name, public-use consent, deliverable status, private notes, submitted assets, proofs, and fulfillment history.

The importer is read-only: it does not create or change Square orders, customers, payments, refunds, invoices, or catalog records. We do not copy card numbers, security codes, receipt URLs, complete billing addresses, or raw Square API responses into the application.

Public visitors and technical data

The public gallery receives only approved item information: a random public identifier, lot number, approved item text, category, condition, quantity, estimated value, restrictions/expiration, availability, an approved image and alternative text, optional donor recognition, and publication timestamps.

Google Apps Script and the services that deliver the site may process ordinary request, device, browser, IP-address, security, and diagnostic information. The application does not intentionally add advertising trackers or sell behavioral profiles. The staff interface stores only bounded operation-recovery references in browser storage so an uncertain staff action can be reconciled instead of repeated; it does not store donor messages, private notes, addresses, photos, or payment data there.

How we use information

We use information to:

• review offered items and contact donors about acceptance, delivery, pickup, acknowledgment, changes, withdrawal, or return;
• create a separately reviewed public auction preview;
• operate authorized staff workflows, enforce role-based access, preserve one staff identity across approved login addresses, and investigate errors or misuse;
• reconcile completed event purchases and organize golf registration, check-in, sponsor benefits, assets, proofs, and fulfillment;
• send the limited transactional notices needed for those workflows;
• protect the application, prevent duplicate or fraudulent operations, recover interrupted work, and maintain private audit records; and
• comply with approved accounting, legal, safety, and incident-response duties.

Optional public recognition is used only when you expressly choose it and give the exact display name. Optional marketing consent is separate from operational contact permission and is not used by the current application's transactional email worker.

Google user data

The staff gateway requests access to the signed-in staff member's Google email address. It uses that address only to authenticate the person, resolve the person to an approved staff identity, enforce current permissions, maintain assignment continuity, and create private accountability records. The gateway also requests permission to send the minimum signed request to the owner-core application.

The owner core and private email worker run under TEAM55-controlled Google accounts. Their Google permissions are used to operate organization-owned Sheets, Drive files, Slides templates, Apps Script triggers, outbound API requests, Secret Manager access, and transactional email. Public visitors, donors, golfers, sponsors, and bidders do not grant those permissions.

We do not use Google user data for advertising, do not sell it, and do not use it to create bidder identities. We do not transfer it except to operate the application with service providers, comply with law, protect rights and safety, or complete an owner-approved organizational transition subject to appropriate protections. Our use of information received from Google APIs is limited to the practices described in this notice and applicable Google API Services User Data Policy requirements.

When information is disclosed

We limit private information to named staff and service providers with a current operational need. The application relies primarily on Google Workspace, Google Cloud, Google Apps Script, and Square. Transactional email passes through the applicable mail providers for the sender and recipient. These providers may process information under their own contracts and privacy terms.

We may also disclose information when reasonably necessary to comply with law, respond to valid legal process, enforce applicable terms, investigate security or fraud, or protect people, property, and the scholarship mission. We do not publish donor contact or pickup information. A donor's approved display name and an approved derivative of the item photo may appear publicly only after staff review and the donor's applicable consent.

Storage, security, and access

Private application records are stored in restricted Google Sheets and Drive resources controlled for TEAM55. Access is limited by named-account sharing, protected data ranges, current staff authorization, role checks, and private audit/recovery controls. Secrets are kept outside public pages and ordinary application records. Public item data is copied into a separate allowlisted projection; private source rows are not served to gallery visitors.

No security measure eliminates every risk. If we identify suspected exposure, we may disable an affected route, revoke public media, preserve a minimized incident record, notify responsible leadership or affected people when appropriate, rotate exposed secrets, and restore service after reviewed correction.

Retention

The current donor-data policy period is 365 days. For accepted items, that period begins on the event date; for declined or withdrawn items, it begins on the final decision date. The current 2026 event date is November 21, 2026. Deletion is a reviewed administrative process and is not automatic.

Buyer contact, golfer rosters, team arrangements, check-in data, sponsor contacts, consent, and internal sponsor notes are scheduled for deletion or anonymization one year after the event unless a documented obligation requires longer retention. Square sale/import linkage and sponsor proof/fulfillment records may be kept for seven years for reconciliation, accounting, or dispute purposes. Public auction items are unpublished at campaign close; their public media derivatives are then removed after verification.

We may keep a minimum record longer when TEAM55 leadership determines that accounting, legal, fraud-prevention, dispute, safety, or incident obligations require it. Final retention periods must remain consistent with the then-current owner- and counsel-approved policy.

Your choices and requests

You may ask us to access, correct, or delete information associated with you, withdraw optional public-recognition or marketing consent, or ask a question by emailing support@livelikedj.org. We will verify the requester using proportionate information and will not ask for unnecessary identity documents. Some records may be retained where an approved legal, accounting, fraud-prevention, dispute, or incident obligation applies. The current application has no automated account or deletion endpoint.

Withdrawing permission to display a donor name or image will trigger a reviewed unpublish/revocation process. It does not necessarily require deletion of the private source record while another approved retention need remains.

Children

The application is not designed to collect auction-item donations or private staff, buyer, golfer, or sponsor information directly from anyone under 18. A parent, guardian, or other legally authorized adult must provide information where applicable. Contact us if you believe a child provided personal information without the required authorization.

Changes to this notice

We may update this notice when the application, service providers, or legal requirements change. We will post the revised notice at the same public URL, show its new effective date, and use an additional notice or consent process when a material change requires one. Historical approval records are retained privately.

Contact

Email: support@livelikedj.org

Operator: TEAM55 (publicly styled Team 55), a 501(c)(3) public charity

EIN: 88-3309994

Supported program: Live Like D.J. - Dwon Fields Jr. Scholarship Fund

Public mailing address: P.O. Box 1893, Bluffton, SC 29910