Privacy Policy

Information We Collect

BMT Grad Week requires minimal data. Your plan data (flight number, hotel, gate preference, dates) is encoded in the page URL rather than saved in a BMT Grad Week account. Like any requested URL, it is sent to our hosting provider when the page loads, can remain in your browser history, and can be read by anyone with whom you share the link. We do not connect that plan to your email unless you use the email feature described below. Because a plan URL can include reservation confirmation numbers, share it only with people you trust.

When you use our “Email me this plan” feature, you provide your email address along with the graduation mode (ship date or graduation date) and the date you entered. At that point we also receive the plan URL itself so we can put the link in the email we send you. See “Data Retention” below for what we actually store.

Browsing and using the planning tools does not require an account or password.

How We Use Your Email

The email address you provide through the plan form is used for two things:

1. Your plan link. We send a single email containing a link to your personalized plan immediately after you submit the form. The link has no automatic expiration date; it encodes your plan data in the URL itself and remains usable while the site supports that URL format.
2. Up to 4 reminders before graduation. If you sign up 6+ weeks ahead of the ceremony, you’ll also get short emails at 6 weeks, 2 weeks, 1 week, and 1 day out. Each covers one logistics topic (hotels, rental car and packing, gate and weather check, day-of arrival). Unsubscribe anytime via the link in every email footer; unsubscribes take effect immediately for remaining emails.

If you edit your plan on the site after signing up, for example by picking a hotel or adding a rental car, your changes update the plan URL we use in your reminder emails. You do not need to resubscribe. Updates stop as soon as you unsubscribe.

We do not sell your email or add it to unrelated mailing lists. Reminder messages can include travel-planning links and may direct you to pages containing the affiliate links described below. We disclose your email to the email-delivery and infrastructure providers named below only as needed to operate this feature.

Family Stories Submissions

If you submit to Family Stories, you choose what to share. A submission can include your display name, your relationship to the airman, the graduation date and squadron, your story, and optionally a photo, a short tip, a hometown, a title, and a star rating. We also collect your email address and, if you add one, a private note to our team.

Every submission is reviewed by a person before anything is published. If we approve it, the public parts (your display name, your story, your photo, and any optional details listed above) appear in the public Family Stories gallery and may be indexed by search engines. Your email address is never published. We use it only to contact you about your submission and to send you a private removal link. Your private note to our team is never published and is used only to help us review your story.

Photos are stored on our media host and may be lightly resized or color-adjusted for display. We record which version of the submission terms you agreed to, as a consent record.

For safety and abuse prevention, and to meet our legal obligations, we also record technical information with each submission: the IP address and browser (user-agent) it was sent from, and timestamps. This information is never published. We use it to prevent spam and abuse, and, if a submission contains content we are legally required to report (such as apparent child sexual abuse material), to include in a report to the National Center for Missing & Exploited Children (NCMEC) and to law enforcement as required by U.S. law (18 U.S.C. § 2258A). This technical information is deleted when you remove your story, except where we are required to preserve it for such a report.

You can remove your story at any time using the private removal link in the email we send you. After you click the removal link, your story comes off the gallery and the photo is deleted from storage within a few hours (not instantly, because the deletion is processed in a background job). If you need it taken down urgently, email privacy@condedigitalsolutions.com and we will act as quickly as possible.

There are two levels of removal. Self-service removal (using the link in your email) takes the story down and deletes the photo, but retains a minimal record so our systems can recognize if the same story is resubmitted. Full erasure goes further: it also removes your email address and any index keys from our records. You can request full erasure by checking the “erase all my data” option on the removal page, or by emailing privacy@condedigitalsolutions.com.

Erased data may persist in private 30-day operational backups used only for disaster recovery, not routine processing. Access is restricted, and backup copies expire through the regular 30-day backup cycle.

Family Stories submissions are for adults 18 or older. Please do not submit a story or a photo if you are under 18.

Third-Party Services

We use the following third-party services to operate BMT Grad Week:

• Cloudflare, Hosts our website and supporting APIs through Cloudflare Pages and Workers, including the on-demand hotel-ratings proxy. Cloudflare may collect standard web analytics data such as IP addresses and page views. See Cloudflare's Privacy Policy (opens in new tab).
• Resend, Delivers the plan email on our behalf. Your email address is transmitted to Resend solely for email delivery. See Resend's Privacy Policy (opens in new tab).
• Travelpayouts, Provides the affiliate network behind our DiscoverCars car rental links. When you click a rental link, Travelpayouts may receive referral and technical information and use cookies or similar identifiers for attribution. See Travelpayouts' Privacy Policy (opens in new tab).
• Stay22, Provides the interactive hotel map and may provide hotel booking links when a property is not routed through CJ. Stay22 may collect technical, referral, and booking information and use cookies or similar technologies when its embedded map or booking links are used. See Stay22's Privacy Policy (opens in new tab).
• CJ (Commission Junction), Powers our Booking.com hotel affiliate links. When you click one, CJ may process pseudonymous information such as your IP address, browser or device details, referring page, click time, and a cookie or similar identifier for attribution and reporting. Booking.com's commission-eligibility window for this program is session-only, but CJ's own processing and retention are governed by its privacy notice. See CJ's Privacy Policy (opens in new tab).
• Booking.com, Provides the hotel search and reservation service reached through our CJ and Stay22 links. After you leave our site, Booking.com may receive referral information and collect device, browser, usage, and reservation data under its own policy. See Booking.com's Privacy Notice (opens in new tab).
• DiscoverCars, Powers car rental affiliate links. When you click a rental car link, you are directed to DiscoverCars, which may set cookies for affiliate attribution. See DiscoverCars' Privacy Policy (opens in new tab).
• National Weather Service (api.weather.gov), Provides weather forecast data through a request made directly by your browser. This is a US Government service (weather.gov), not a commercial vendor: the data is a public-domain government work, free to use, with no account, key, or tracking on our side. The request includes the public JBSA-Lackland gridpoint coordinates and normal connection data such as your IP address and browser details, but we do not send your name, email, or plan data. See weather.gov's Disclaimer (opens in new tab).
• Google Maps Platform, Provides hotel ratings and reviews only after you expand that section for a hotel. Your browser asks our Cloudflare Worker for the site's hotel identifier, and the Worker requests the corresponding place from Google. The response can include a rating, review text, author attribution, and Google Maps links. We do not cache or store that Google Maps content. Operational records contain the hotel ID, request outcome, timing, upstream status, and a monthly aggregate call counter, not ratings, reviews, author details, or URLs. Your browser loads reviewer avatars from a Google host without sending the page address, so Google receives normal connection data such as your IP address and browser details. Following a Google Maps link takes you to Google under its own practices. Google's Privacy Policy is incorporated into this policy by reference. See Google's Privacy Policy (opens in new tab).
• Plausible Analytics, Provides privacy-friendly website analytics. We configure Plausible for aggregate, cookie-free measurement and do not use it to build individual visitor profiles. Plausible processes the technical request data needed to produce those statistics under its own policy. See Plausible's Data Policy (opens in new tab).
• Sentry, Monitors application errors to improve reliability. When an error occurs, Sentry may collect technical data such as browser type, operating system, and error stack traces. No personally identifiable information is intentionally collected. See Sentry's Privacy Policy (opens in new tab).
• Journey Analytics (Google Sheets), To make this site more helpful, we note which features visitors use and in what order (for example, “someone selected a date, then picked a gate, then viewed their plan”). Each browser tab gets a random ID that disappears when you close the tab. Events include that ID, the page path (not its query string), device type, event name, an external referrer when available, and a short value such as a hotel or gate code. We do not put your name, email, confirmation numbers, or full plan URL into this system. The event data is stored in a private Google Sheet accessible only to our team. See Google's Privacy Policy (opens in new tab).

Cookies and Tracking

BMT Grad Week does not set advertising or tracking cookies of its own. Our plan data lives in the URL rather than in cookies, and Plausible Analytics is cookie-free. If browser session storage is unavailable during a broken site update, we may set a strictly necessary cookie named chunk-reload-<build> for up to 60 seconds. It stores only the value 1 to prevent a reload loop and is not used to identify or track you.

When you sign up for email updates, your browser stores a 36-character random ID called bmt_plan_token in localStorage. We use it to recognize your browser if you edit your plan later, so reminder emails reflect your current plan instead of the one you had at signup. The ID is not linked to your name or email on its own. Only our subscriber records can match it back to you. Clearing your browser storage removes the ID, and reminder emails will continue to use the plan you had at signup.

To understand which tools are most helpful, we also observe how visitors move through the site during a single visit (for example, selecting a graduation date, choosing a gate, then viewing the plan). A temporary, random ID is created for your browser tab and is automatically erased when you close it. This system is not designed to identify you and does not receive your name, email, URL query string, or confirmation numbers. If you prefer not to be included, simply add ?notrack=1 to any page URL and journey tracking will be disabled for that visit.

Third-party affiliate services (Travelpayouts, Stay22, CJ, Booking.com, and DiscoverCars) may use cookies or similar technologies after you follow an affiliate link or load or use the embedded Stay22 map. Merely browsing our hotel cards or adding a hotel to your plan does not create a CJ or Stay22 affiliate click. Booking.com's commission-eligibility window for our CJ-powered links is session-only, while CJ may separately process and retain pseudonymous click and transaction data as described in its privacy notice. The other services' practices are governed by their policies linked above.

Data Retention

To operate the countdown emails we store, per subscriber:

• a one-way hash of your email address (the KV key; we do not index by plaintext email)
• your email address (the value, needed to actually send the email and not searchable by key)
• the ship or graduation date you entered, plus the computed ceremony dates
• the plan URL you submitted, so the reminder emails can link you back to it
• timestamps for subscribe, unsubscribe (if applicable), and each email we have sent
• a random unsubscribe token unique to your record
• a random plan-update token for your record, so your browser can push plan edits back to us after you subscribe
• the timestamp of your most recent plan update, if any

If you unsubscribe, we flag your record and stop sending. The record remains so a later re-subscribe with the same email knows which emails you have already received. To request a full deletion, email privacy@condedigitalsolutions.com and we will process within 30 days.

Our email delivery provider (Resend) retains transactional delivery logs according to their own data retention policies. The journey analytics data described above (random session IDs, which pages were visited, device type, and interaction events) is kept in a private spreadsheet. It does not include names, email addresses, URL query strings, or reservation confirmation numbers.

Your Rights

Depending on your location, you may have rights under privacy laws such as the California Consumer Privacy Act (CCPA) or the General Data Protection Regulation (GDPR), including the right to access, correct, or delete personal information.

The most relevant right is deletion. To request that we delete your subscriber record (email address, ship/graduation dates, plan URL, timestamps, unsubscribe token), contact us at the address below and we will process your request within 30 days. Clicking the unsubscribe link in any email flags your record as unsubscribed so we stop sending; full deletion is a separate request.

If you submitted to Family Stories, your deletable data includes: your story text, photo, display name, hometown, the email address on the story record, and your removal token. You can delete your story yourself using the private removal link in the email we sent you. For full erasure (removes your email and all index keys, not just the story), use the “erase all my data” option on the removal page, or email privacy@condedigitalsolutions.com. We will process full erasure requests within 30 days. Erased data may remain in private operational backups for up to 30 days before those copies expire through the regular backup cycle.

CAN-SPAM Compliance

The countdown emails you receive from BMT Grad Week comply with CAN-SPAM:

• every email identifies Conde Digital Solutions LLC as the sender
• every email includes our physical mailing address
• every email carries a working unsubscribe link and honors Gmail and Apple Mail’s built-in unsubscribe button (RFC 8058 List-Unsubscribe header)
• unsubscribes take effect immediately for remaining scheduled emails

We send only the confirmation and reminder series you request. Those reminders can include travel-planning links and may lead to pages with affiliate links. If you receive anything outside that series, please report it to privacy@condedigitalsolutions.com.

Children's Privacy

BMT Grad Week is not directed at children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

Changes to This Policy

We may update this privacy policy from time to time. Changes will be posted on this page with an updated date. Continued use of BMT Grad Week after changes constitutes acceptance of the revised policy.

Contact

For privacy-related questions or data deletion requests, contact:

Conde Digital Solutions LLC
Email: privacy@condedigitalsolutions.com