Privacy Policy

Information We Collect

BMT Grad Week requires minimal data. Your plan data (flight number, hotel, gate preference, dates) is encoded entirely in the page URL. While you are just using the site, that data never leaves your browser.

When you use our “Email me this plan” feature, you provide your email addressalong 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.

We do not require accounts, passwords, or any other personal information.

How We Use Your Email

Your email address 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 works forever; it encodes your plan data in the URL itself.
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 or share your email, add you to external mailing lists, or send promotional or marketing messages.

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@bmtgradweek.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 erasuregoes 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@bmtgradweek.com.

Erased data may persist in private 30-day operational backups, which exist solely for disaster recovery and are not accessible to anyone outside the team. Backup retention is 30 days, after which the data is permanently purged.

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 (Cloudflare Pages) and processes email delivery (Cloudflare Workers). 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, Powers hotel booking links (Booking.com affiliate). When you click a hotel booking link, Travelpayouts may set a session cookie for affiliate attribution. See Travelpayouts' Privacy Policy (opens in new tab).
• Stay22, Provides the interactive hotel map and converts hotel links into affiliate deep links (LetMeAllez). Stay22 may set tracking cookies for affiliate attribution. See Stay22's Privacy Policy (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).
• Open-Meteo, Provides weather forecast data. No personal data is sent; only the JBSA-Lackland coordinates are used. Open-Meteo is a free, open-source weather API that does not require authentication or API keys. See Open-Meteo's Terms (opens in new tab).
• Plausible Analytics, Provides privacy-friendly website analytics. Plausible does not use cookies, does not collect personal data, and is fully compliant with GDPR, CCPA, and PECR. All data is aggregated, no individual visitors are tracked. 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. We never collect your name, email, or any personal details through this system. The data is stored in a private Google Sheet that only we can access. See Google's Privacy Policy (opens in new tab).

Cookies and Tracking

BMT Grad Week does not set any cookies. Our plan data lives in the URL rather than in cookies. We use Plausible Analytics, which is cookie-free and does not track individual visitors.

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. No personal information is ever collected or linked to you. If you prefer not to be included, simply add ?notrack=1 to any page URL and journey tracking will be disabled for that visit.

However, third-party affiliate scripts (Travelpayouts, Stay22, and DiscoverCars) may set cookies when you interact with hotel or car rental links. These cookies are used for affiliate commission attribution and are governed by those services' respective privacy 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@bmtgradweek.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) is kept in a private spreadsheet and does not contain any personal information.

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@bmtgradweek.com. We will process full erasure requests within 30 days. Erased data may remain in private operational backups for up to 30 days before it is permanently purged.

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 do not send promotional messages. If you receive an email from BMT Grad Week that looks like marketing, please report it to privacy@bmtgradweek.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@bmtgradweek.com