Privacy Policy

Washington State Council of Fire Fighters Privacy Policy

Effective Date: 04/15/26

Last Updated: 04/15/26

Policy Operator: Washington State Council of Fire Fighters (WSCFF) — wscff.org

Introduction

The Washington State Council of Fire Fighters (“WSCFF,” “we,” “us,” or “our”) is committed to protecting the privacy and personal information of the firefighters, union members, and visitors who interact with our organization. This Privacy Policy describes how WSCFF collects, uses, discloses, and protects information through:

  • Our website at wscff.org and any associated subdomains or linked WSCFF-operated web properties;
  • Our SMS/text messaging services, including the Peer Support Program powered by Twilio and Glide; and
  • Any forms, portals, or digital tools operated by WSCFF.

By using the WSCFF website or participating in any WSCFF SMS program, you agree to the collection and use of information as described in this Policy. If you do not agree, please discontinue use of our services.

PART I: WEBSITE PRIVACY POLICY

1. Scope

This Part I applies to visitors and users of wscff.org and any other websites operated by WSCFF. It governs information collected through web browsing, account registration, contact forms, membership portals, event registrations, and any other digital interactions on WSCFF-operated websites.

2. Information We Collect

2.1 Information You Provide Voluntarily

WSCFF collects personal information that you provide directly, including when you:

  • Register for a member account or log into the member portal;
  • Complete a contact, inquiry, or peer support request form;
  • Register for events, seminars, or educational programs;
  • Subscribe to newsletters, updates, or communications;
  • Apply for WSCFF programs, benefits, or charitable funds;
  • Donate to the WSCFF Cancer Foundation, Benevolent Fund, or Burn Foundation; or
  • Submit a wildland fire roster application or similar program enrollment.

The types of personal information collected may include: full name, email address, mailing address, phone number, union local affiliation, job title/rank, employer/fire department, member ID, payment information (for donations or dues), and any other information you choose to provide.

2.2 Information Collected Automatically

When you visit wscff.org, certain information is collected automatically by our website platform (WordPress) and third-party analytics tools, including:

  • IP address and approximate geographic location;
  • Browser type, version, and operating system;
  • Pages visited, time spent on pages, and navigation paths;
  • Referring URLs (how you arrived at our site);
  • Device type and screen resolution; and
  • Cookies and similar tracking technologies (see Section 4).

2.3 Information from Third Parties

WSCFF may receive information about you from third parties such as the International Association of Fire Fighters (IAFF), local union affiliates, or event co-sponsors, where you have authorized those parties to share your information with us.

3. How We Use Website Information

WSCFF uses information collected through the website for the following purposes:

  • Providing, operating, and maintaining WSCFF websites and member services;
  • Processing event registrations, membership applications, and benefit enrollments;
  • Responding to inquiries, requests, and form submissions;
  • Sending administrative communications, newsletters, and program updates (with your consent where required);
  • Processing charitable donations and issuing receipts;
  • Improving website content, navigation, and user experience through analytics;
  • Enforcing WSCFF’s policies and terms; and
  • Complying with legal obligations.

WSCFF does not sell, rent, or trade personal information collected through its website for commercial marketing purposes.

4. Cookies and Tracking Technologies

4.1 What We Use

WSCFF’s website may use cookies, web beacons, and similar technologies to enhance your browsing experience and collect analytics data. Cookies are small text files stored on your device. We use:

  • Strictly Necessary Cookies: Required for core website functionality such as member login sessions and security.
  • Analytics Cookies: Used to understand how visitors interact with our site (e.g., Google Analytics). Data is aggregated and anonymized where possible.
  • Functional Cookies: Remember your preferences and settings to improve your experience.

4.2 Your Cookie Choices

Most web browsers allow you to control cookies through your browser settings. You may set your browser to refuse cookies or to alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of certain areas of our website, including the member login portal.

For Google Analytics opt-out, visit: tools.google.com/dlpage/gaoptout.

5. Disclosure of Website Information

WSCFF may share your information in the following limited circumstances:

  • Service Providers: Third-party vendors who assist in operating our website, processing payments, or delivering communications (e.g., website hosting, email platforms). These vendors are contractually bound to protect your data and may not use it for their own purposes.
  • IAFF and Local Affiliates: Member information may be shared with the International Association of Fire Fighters or local union affiliates as necessary for program administration.
  • Legal Requirements: If required by law, court order, or government authority, or to protect the rights, property, or safety of WSCFF, its members, or the public.
  • Organizational Transfers: In the unlikely event of a merger, dissolution, or transfer of WSCFF’s operations, your information may be transferred as part of that process.

WSCFF will not sell or disclose your personal information to third parties for their own marketing purposes.

6. Data Security

WSCFF implements reasonable technical and organizational security measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. These include use of SSL/TLS encryption for data transmission, access controls on administrative systems, and regular security reviews of our website platform.

However, no method of electronic transmission or storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

7. Data Retention — Website

WSCFF retains personal information for as long as necessary to fulfill the purposes for which it was collected, to comply with legal obligations, resolve disputes, and enforce agreements. Member account data is retained for the duration of active membership and for a reasonable period thereafter. Donation records are retained as required by applicable law and accounting standards.

8. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights with respect to your personal information:

  • Access: Request a copy of the personal information WSCFF holds about you.
  • Correction: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your personal information, subject to legal retention requirements.
  • Opt-Out of Communications: Unsubscribe from email newsletters or marketing communications at any time using the unsubscribe link in any email or by contacting us directly.
  • Washington State Rights: Washington residents may have additional rights under the Washington My Health MY Data Act (MHMD) or Washington Consumer Protection Act. Contact us to exercise any applicable rights.

To exercise any of these rights, contact WSCFF using the information in Section 13 of this Policy.

9. Third-Party Links

The WSCFF website may contain links to third-party websites, including the IAFF website, partner organizations, and benefit providers. WSCFF is not responsible for the privacy practices of those sites and encourages you to review their privacy policies. This Policy applies only to information collected by WSCFF.

10. Children’s Privacy

WSCFF’s website and services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us with personal information, please contact us immediately and we will take steps to delete it.

PART II: SMS/TEXT MESSAGING PRIVACY POLICY — PEER SUPPORT PROGRAM

11. Overview and Purpose

WSCFF operates a Peer Support SMS Program (the “Program”) designed to connect union members seeking behavioral health and peer support with trained Peer Support Mentors. This Part II describes how WSCFF collects, uses, protects, and retains personal information—including mobile phone numbers—in connection with the Program’s SMS/text messaging services, which are powered by Twilio.

This Part applies to all Program participants: (1) union members who contact the Program for peer support (“Members”), and (2) trained volunteers who serve as Peer Support Mentors (“Mentors”).

12. How the SMS Program Works

The Program operates as follows:

  • Member Inquiry: A union member texts the WSCFF Peer Support Program phone number to request confidential peer support.
  • Double Opt-In Confirmation: Upon texting the Program number, the member receives an automated confirmation message that identifies the Program, explains how information will be used, provides opt-out instructions, and asks the member to confirm consent.
  • Mentor Notification: Once a member opts in, the Program automatically notifies available Peer Support Mentors via SMS that a member is seeking support.
  • Case Tracking: The member’s contact is logged in the Program’s case management application solely to ensure timely follow-up and that no request goes unanswered.

13. Consent and Opt-In Requirements

WSCFF requires express, informed consent before sending any SMS messages to Program participants. The Program operates three distinct consent pathways, all compliant with the CTIA Short Code Monitoring Handbook (v1.9) and applicable law, including the Telephone Consumer Protection Act (TCPA).

13.1 Member Opt-In via Website Form

Members may initiate contact by completing the Peer Support request form at wscff.org. The form contains a clearly labeled, unchecked consent checkbox with the following required disclosure:

By checking this box, I consent to receive SMS/text messages from the WSCFF Peer Support Program at the mobile number I have provided. Message frequency varies based on program activity. Message and data rates may apply. Text STOP at any time to opt out. Text HELP for assistance. See our SMS Privacy Policy and Terms and Conditions for full details.

The opt-in checkbox must:

  • Be unchecked by default (no pre-checked boxes permitted);
  • Appear in immediate proximity to the call-to-action text;
  • Include a direct link to this Privacy Policy and to the Program Terms and Conditions; and
  • Not be bundled with consent to any other service or communication.

13.2 Member Double Opt-In via SMS

When a member texts the Program phone number directly—whether or not they have completed the website form—the Program sends an immediate automated response confirming consent. This double opt-in mechanism satisfies the CTIA opt-in confirmation requirement and serves as a secondary verification of consent.

The automated confirmation message includes:

  • The Program name (WSCFF Peer Support Program);
  • A description of the service the member is enrolling in;
  • A statement that message and data rates may apply;
  • Opt-out instructions (e.g., “Reply STOP to opt out at any time”);
  • Customer care instructions (e.g., “Reply HELP for help”); and
  • A link to this Privacy Policy.

Opt-In Confirmation Message: “WSCFF Peer Support: You’ve reached the WSCFF Peer Support Program. A mentor will follow up with you. Msg & data rates may apply. Reply STOP to opt out or HELP for help. Privacy Policy: https://www.wscff.org/privacy”

13.3 Peer Support Mentor Opt-In

Peer Support Mentors are WSCFF members who volunteer through a formal training and enrollment process. Mentor consent to receive Program-related SMS messages is obtained as part of onboarding and training, prior to being added to the active Mentor pool. Specifically:

  • Mentors are provided clear written disclosure that they will receive SMS notifications when a member requests peer support;
  • Mentors affirmatively consent to receive these messages as part of completing their training documentation;
  • Mentors may opt out of SMS notifications at any time by texting STOP to the Program number or by contacting the Program administrator.

14. Opt-Out Rights and Procedures

Both Members and Mentors have the right to opt out of Program SMS messages at any time, without penalty. WSCFF will honor all opt-out requests promptly and in accordance with CTIA guidelines and TCPA requirements.

How to Opt Out:

  • Text STOP: Reply STOP to any Program message.
  • Email: Send an opt-out request to
  • Phone: Contact WSCFF at (360) 943-3030.

Upon receiving an opt-out request, the Program will:

  • Immediately cease sending SMS messages to the requesting number (except for one final opt-out confirmation message);
  • Send a single confirmation message acknowledging the opt-out (e.g., “WSCFF Peer Support: You have been unsubscribed. No further messages will be sent.”); and
  • Retain the opt-out record for a minimum of six (6) months following opt-out, as required by CTIA guidelines.

Opting out of SMS messages does not affect a member’s ability to access peer support through other Program channels. Members who have opted out may re-enroll at any time by texting the Program number or by completing a new consent form.

15. Information Collected Through the SMS Program

In connection with the SMS Program, WSCFF may collect:

  • Mobile phone number;
  • Name (if provided through the website form or in messaging);
  • Date, time, and content of messages sent to and from the Program number;
  • Opt-in and opt-out records, including timestamps and consent method; and
  • Case tracking data entered into the Program’s management application.

16. How We Use SMS Program Information

WSCFF uses collected information solely for the following purposes:

  • Connecting members with available Peer Support Mentors;
  • Ensuring that all member contacts are acknowledged and followed up in the Program’s case management system;
  • Notifying Mentors of member support requests;
  • Administering opt-in and opt-out records as required by law and CTIA guidelines; and
  • Improving Program quality and operational effectiveness.

No mobile information (including phone numbers, message content, or consent records) will be shared with, sold to, or used by third parties for marketing or advertising purposes. Opt-in lists will not be rented, sold, or otherwise transferred. Peer Support communications are treated with the highest degree of confidentiality consistent with the Program’s operational requirements.

17. Data Retention — SMS Program

Opt-in and opt-out records are retained from the time a participant initiates consent through a minimum of six (6) months following opt-out, consistent with CTIA Short Code Monitoring Handbook requirements. Case management records are retained in accordance with WSCFF’s broader data retention policies and applicable Washington State law.

18. HELP Command and Customer Care

Participants may text HELP to the Program number at any time to receive customer care information. The Program will respond with the Program name, a brief description, and contact information for Program support.

Example HELP Response: “WSCFF Peer Support: For help with this program, contact (360) 943-3030. To stop messages, reply STOP.”

19. Message Frequency and Rates

Message frequency varies based on Program activity. Members will generally receive an initial opt-in confirmation message and follow-up communications related to their support request. Mentors will receive notifications when member requests are received. Message and data rates may apply based on participants’ wireless carrier plans.

20. SMS Third-Party Service Providers

The Program uses Twilio, Inc. as its SMS messaging service provider and a  Glide case management application to track member contacts. These providers process personal data only on behalf of WSCFF and in accordance with WSCFF’s instructions. They are not authorized to use participant data for their own purposes. Participants may review Twilio’s Privacy Policy at twilio.com/en-us/legal/privacy.

21. SMS Compliance

The SMS Program is operated in compliance with:

  • The Telephone Consumer Protection Act (TCPA), 47 U.S.C. § 227;
  • The CAN-SPAM Act;
  • CTIA Short Code Monitoring Handbook, Version 1.9 (effective August 2, 2023);
  • CTIA Messaging Principles and Best Practices; and
  • Applicable Washington State privacy and consumer protection laws.

PART III: GENERAL PROVISIONS

22. Changes to This Privacy Policy

WSCFF reserves the right to update this Privacy Policy at any time. When we do, we will revise the “Last Updated” date at the top of this Policy. The most current version will be posted at wscff.org. For material changes, WSCFF will make reasonable efforts to notify affected users (e.g., via email or a notice on the website). Continued use of our website or SMS services after a policy update constitutes acceptance of the revised terms.

23. Contact Information

For questions, concerns, or requests related to this Privacy Policy or your personal information, contact:

Washington State Council of Fire Fighters

1069 Adams St. SE

Olympia WA 98501

360-943-3030

wscff.org