West Coast Jalsa Salana USAPrivacy Policy
Effective 24 October 2026. This policy covers the West Coast Jalsa Salana Expense & Reimbursement Portal (“the Portal”) only.
The Portal exists for one purpose: so volunteers and departments working on West Coast Jalsa Salana USA (“WCJS”, “we”, “us”) can submit expenses, have them approved, and be reimbursed. We ask for the minimum needed to do that and nothing more.
In short. We collect your name, contact details, what you spent and a copy of your receipt. It is stored in our own Google Workspace account. Only the people who approve and pay your expense can see it. We do not sell it, we do not advertise, and there is no analytics or tracking of any kind on this site. To have your information removed, email nazim.finance@westcoastjalsa.us.
1. What we collect
When you submit an expense
| Information | Why |
|---|---|
| Your name | To identify whose expense it is |
| Email address | To send you the status of your own submission |
| Phone number — required if you submit without signing in | So we can reach you about your expense, including when a check is ready to collect |
| Who the check should be payable to | To write the check correctly |
| Expense description, amount, date and department | To review, approve and account for the expense |
| A photo or PDF of your receipt | Required as proof of the expense |
| Any notes you choose to add | Context for whoever approves it |
If you are an administrator
Signing in uses Google Sign-In, which tells us the name and email address on your Google account so we can check what you are permitted to see and approve. We never receive your Google password, and we do not gain access to your Gmail, Drive, contacts or anything else in your Google account.
What we never collect
No payment card numbers, no bank account details, no Social Security numbers, no government ID, no location data, and no browsing or advertising profile. There is no analytics package, no tracking pixel and no third-party advertising code anywhere on this site.
2. Where it is stored, and who else is involved
Your submission is stored in a Google Sheet, and your receipt file in a Google Drive folder, both inside a Google Workspace account controlled by the WCJS organisers. Google therefore processes this information as our infrastructure provider, under its own terms.
Two other Google services are involved when you load this site: Google Sign-In, whose script and
button load whenever the sign-in screen is shown (even if you never sign in), and Google Fonts, which
loads typefaces from Google. Both receive your IP address. Notification emails are sent through Google from
nazim.finance@westcoastjalsa.us.
Administrator screens that preview a PDF receipt or build the audit report also load open-source PDF libraries from Cloudflare's cdnjs service, which receives that administrator's IP address. No other company receives your information today. If we later enable text messaging (see section 4), the messaging provider we use and your mobile carrier would receive your phone number and the content of those messages, solely to deliver them.
3. Who can see your expense
Access follows the approval chain and nothing wider:
- the Nazim of the department you filed against, and that department head where an expense needs a second approval;
- Finance, who write the check and record collection;
- Central administrators, who oversee the whole event budget.
Departments cannot see each other's expenses. If you submit without signing in, you can see your own submission via the link or email we send you, and the people above can see it — nobody else.
4. Emails and text messages
We send transactional messages only — that is, messages about your own submission, such as confirming we received it, telling you it was approved or declined, and telling you when a check is ready to collect. We do not send marketing, newsletters or fundraising appeals through the Portal, and we do not sell, rent or share your phone number or email address for anyone else's marketing.
If and when we enable text messaging, these terms apply:
- you will be asked to opt in, and texting is never a condition of being reimbursed;
- messages relate only to your own expense submissions; frequency depends on how many you file;
- message and data rates may apply, depending on your mobile plan;
- reply STOP at any time to stop receiving texts, or HELP for assistance — you will still receive email updates, and opting out will not affect your reimbursement;
- mobile carriers are not liable for delayed or undelivered messages.
5. What is stored in your browser
The Portal keeps a few items in your browser's local storage. wcjs_exp_auth,
wcjs_exp_profile and wcjs_exp_dash keep you signed in between visits and let the
dashboard load quickly instead of refetching everything; they are removed when you sign out. Two more stay
until you clear your browser's data: wcjs_exp_audit (administrators' report settings) and
wcjs_exp_profile_later_<your email> (a “remind me later” flag, which includes your email
address in its name). While you type an expense, the form is also kept in your tab's session storage as
wcjs_exp_draft and is discarded when the tab closes. There are no advertising or tracking
cookies.
6. How long we keep it
Expense records and receipts are part of the event's financial records and are kept for as long as needed for accounting, audit and reporting for that Jalsa, then archived or deleted. Deleting an expense in the Portal also removes its receipt file.
7. Your choices
Email nazim.finance@westcoastjalsa.us to:
- get a copy of what we hold about you;
- correct something that is wrong;
- ask us to delete your information, or opt out of text messages.
We will act on these promptly. One limit worth being straightforward about: where an expense has already been reimbursed, we may need to retain the record of it to keep the event's accounts complete, even after a deletion request.
8. Security
Administrator access requires Google Sign-In and is scoped to each person's department and role. Receipts live in a restricted Drive folder rather than anywhere public. The one-click approval links in our emails are cryptographically signed and expire, so an old or altered link cannot be used to approve anything.
No system is perfect, and this one is run by volunteers. Please do not enter anything in the Portal that you would not want your department's approvers and Finance to read.
9. Children
The Portal is for volunteers handling event expenses and is not directed at children under 13. We do not knowingly collect their information.
10. Changes
If this policy changes we will update this page and move the effective date at the top. Material changes affecting how we message you will be communicated directly.
11. Contact
Questions, requests or complaints about privacy: nazim.finance@westcoastjalsa.us.