How we handle your information.

Effective date: October 17, 2026

Who we are

This website, westfamilyscholarship.com, is operated by The West Family Scholarship Fund (“the Fund,” “we,” “us”), a family scholarship program offered in partnership with Capital Repertory Theatre, 251 North Pearl Street, Albany, NY 12207. The Fund is not currently a registered nonprofit organization.

Questions about this policy can be sent to contact@westfamilyscholarship.com.

Information you give us when you apply

The application form asks for:

• Your first and last name, email address, phone number and date of birth
• If you are under 18, your parent or guardian’s name and email address
• Your street address and ZIP code
• Your current school level, school or university, GPA and intended or declared major
• The scholarship track you are applying for
• Your personal statement
• Your transcript (an uploaded file)
• Your confirmation that the information is accurate and that you are the person applying

We also record the date and time your application was submitted. Please don’t include information we haven’t asked for, such as a Social Security number, in your statement or uploaded file.

If you email us a recommendation letter, or documents the committee requests (such as proof of residency), we handle them the same way as the rest of your application.

Information collected automatically

• No analytics or advertising. This website does not use analytics tools, advertising trackers or social media plugins, and it does not set cookies.
• Saved progress on your device. While you fill out the application, your answers (everything except your transcript file) are saved in your own browser’s local storage, so you can come back and finish later. This copy stays on your device and is not sent to us until you submit. If you use a shared or public computer, clear your browser’s site data when you are done. The site also remembers on your device if you close the deadline notice.
• Hosting and fonts. Like any website, the companies that deliver it receive basic technical information, such as your IP address and browser type, when your browser connects to them. This site is hosted by Netlify, and its headings use a font loaded from Google Fonts.

How we use your information

• To review your application, check eligibility and select recipients
• To send you a confirmation that we received your application, and to contact you about it
• If you are under 18, to send your parent or guardian a confirmation that your application was received, and to contact them about it
• To administer an award if you are selected, including confirming renewal eligibility
• To answer your questions, and to meet legal obligations

We do not sell your information, and we do not use it for advertising.

Who can see your information

• The scholarship committee and Capital Repertory Theatre staff working on the scholarship, only as needed to review applications and run the program.
• Service providers that store or deliver it for us. Applications are received by a Google Apps Script, stored in Google Sheets and Google Drive, and confirmation and notification emails are sent through Google’s email service. The website is hosted by Netlify. These companies process the information under their own terms and privacy policies.
• When the law requires it, or to protect the safety of applicants or others.

Applicants under 18

The scholarship is open to high school seniors and full-time college freshmen, so many applicants are under 18. If you are under 18, please review this policy and the Terms of Use with a parent or guardian, and get their permission before you apply. Applicants under 18 also provide a parent or guardian’s name and email address. We send that parent or guardian a confirmation email when the application is submitted, and we use their information only to contact them about the application.

This website is not directed to children under 13, and we do not knowingly collect personal information from anyone under 13. If you believe a child under 13 has sent us information, contact us and we will delete it.

Transcripts and school records

Your transcript is something you choose to provide to us. We use it only to review your application, verify GPA and enrollment, and administer an award. We do not share it with anyone other than the scholarship committee, Capital Repertory Theatre staff working on the scholarship, and the service providers listed above.

How long we keep information

We keep application information, including transcripts and personal statements, for 6 months after the application deadline, and then delete it. If you receive an award, we keep the records needed to administer the award for as long as necessary to do so. You can ask us to delete your application sooner (see below).

How we protect it

We use reasonable administrative and technical safeguards to protect the information you submit, in line with New York’s SHIELD Act. This website uses an encrypted (HTTPS) connection. Application data is kept in password-protected accounts that only the people administering the scholarship can access. No method of storage or transmission is completely secure, so we can’t guarantee absolute security. If a security incident affects your information, we will notify you as required by law.

Your choices and rights

You (or your parent or guardian, if you are under 18) can email contact@westfamilyscholarship.com to:

• Ask what information we have about you
• Correct information that is wrong
• Withdraw your application and ask us to delete your information

Withdrawing an application means it will no longer be considered for an award. We may need to confirm your identity before acting on a request. Some state privacy laws give residents additional rights. Where those laws apply to us, we will honor those rights.

Emails

After you apply, we send a confirmation email to the address you provided, and we may email you about your application. If you are under 18, we also send a separate confirmation email to the parent or guardian email address you provided. Our emails come from contact@westfamilyscholarship.com, and you can reply to them. We do not send marketing emails or add you to a mailing list.

Changes to this policy

If we change this policy, we will post the updated version on this page and update the effective date above. If a change significantly affects how we use information you already gave us, we will let you know by email.

Contact

The West Family Scholarship Fund
Email: contact@westfamilyscholarship.com
Mail: The West Family Scholarship Fund, c/o Capital Repertory Theatre, 251 North Pearl Street, Albany, NY 12207