Privacy Policy

1. Purpose

The purpose of this Privacy Policy is to establish Provident Hearts Foundation’s commitment to protecting the privacy of personal information entrusted to the organization and to define how such information is collected, used, protected, retained, and disclosed.

Protecting personal information is the responsibility of every director, officer, employee, volunteer, contractor, and representative of Provident Hearts Foundation.

2. Our Commitment

Provident Hearts Foundation is committed to protecting the privacy of every individual who interacts with our organization.

We believe personal information entrusted to us should be handled with honesty, integrity, and respect. As part of our commitment to good stewardship, we collect only the information reasonably necessary to fulfill our charitable mission, use that information only for appropriate organizational purposes, and strive to protect it from unauthorized access, disclosure, or misuse.

Privacy is more than a legal responsibility. It is an expression of the trust placed in our organization by those we serve and those who support our mission.

3. Scope

This policy applies to all personal information collected, maintained, processed, or retained by Provident Hearts Foundation, regardless of how that information is obtained.

This includes information received through, but is not limited to:

• The Provident Hearts Foundation website
• Online donation platforms
• Volunteer applications
• Community partner inquiries
• Grant applications
• Email communications
• Telephone conversations
• Text message communications
• Written correspondence
• Events and fundraising activities
• Individuals requesting assistance
• Donors
• Volunteers
• Community partners
• Board members
• Employees and contractors (if applicable)

This policy applies equally to paper records, electronic records, verbal communications, photographs, digital media, and any other format containing personal information.

4. Information We Collect

Provident Hearts Foundation collects only the information reasonably necessary to fulfill its charitable mission and conduct its operations.

Depending upon the nature of an individual’s interaction with the organization, information collected may include:

• Name
• Mailing address
• Email address
• Telephone number
• Donation information, including donation history and communication preferences
• Volunteer information
• Community partner information
• Event registration information
• Information voluntarily submitted through forms, correspondence, or communications
• Information necessary to comply with legal, financial, accounting, or regulatory obligations

Whenever practical, Provident Hearts Foundation seeks to minimize the amount of personal information collected.

5. How Information Is Used

Personal information may be used only for legitimate organizational purposes, including:

• Processing donations and other financial contributions
• Issuing donation acknowledgments and tax receipts
• Responding to inquiries and requests for information
• Coordinating volunteers and program participants
• Communicating with donors, volunteers, community partners, grantors, beneficiaries, and supporters
• Providing updates regarding Foundation programs, events, fundraising campaigns, and organizational activities
• Soliciting donations and charitable support from individuals who have requested information, donated previously, participated in Foundation activities, or otherwise expressed an interest in the Foundation’s mission, unless they choose to opt out of such communications
• Administering charitable programs and services
• Maintaining organizational and financial records
• Complying with legal, regulatory, accounting, and reporting requirements
• Improving Foundation operations and services
• Fulfilling the purpose for which the information was provided

Personal information shall not be used for purposes unrelated to Provident Hearts Foundation’s charitable mission without the individual’s knowledge or consent unless required by law.

6. Information Sharing

Provident Hearts Foundation respects the trust placed in the organization by those who provide personal information.

Accordingly, Provident Hearts Foundation will not sell, rent, trade, license, give away, or otherwise disclose personal information to any third party for that third party’s independent marketing, fundraising, commercial, or other independent use.

Personal information may be shared only when necessary to:

• Process donations or financial transactions
• Operate organizational systems and technology
• Provide services requested by the individual
• Coordinate programs, events, volunteer activities, or services with trusted community partners when necessary to fulfill the purpose for which the information was provided
• Comply with applicable law, legal process, or court order
• Protect the rights, safety, or property of Provident Hearts Foundation or others
• Carry out other activities expressly authorized by the individual

Whenever personal information is shared with organizations acting on behalf of Provident Hearts Foundation, those organizations are expected to use the information solely for the services they provide to the Foundation.

7. Third-Party Service Providers

Provident Hearts Foundation may utilize carefully selected third-party providers to assist with functions such as:

• Donation processing
• Website hosting
• Email communications
• Website analytics
• Cloud data storage
• Payment processing
• Spam prevention
• Text messaging services
• Other operational services

Whenever practical, Provident Hearts Foundation will select providers that demonstrate responsible privacy and security practices.

8. Website Technologies

The Provident Hearts Foundation website may utilize cookies or similar technologies to improve website functionality, understand visitor usage, protect website security, and improve the user experience.

Visitors may choose to disable cookies through their browser settings, although doing so may affect certain website features.

The website may also contain links to third-party websites. Provident Hearts Foundation is not responsible for the privacy practices or content of websites it does not own or control.

9. Email Communications

Individuals who provide an email address may receive communications related to donations, Foundation activities, volunteer opportunities, newsletters, fundraising campaigns, events, and other information supporting Provident Hearts Foundation’s charitable mission.

Recipients may opt out of non-essential email communications at any time by following the unsubscribe instructions contained in the email or by contacting the Foundation directly.

Individuals may continue to receive transactional communications, including donation receipts, legal notices, account-related communications, or other messages necessary to complete or document an interaction with the Foundation.

10. Text Message Communications

Provident Hearts Foundation sends recurring SMS or MMS text messages only to individuals who have affirmatively opted in to receive them. Providing a mobile telephone number alone does not constitute consent to receive text messages.

Individuals who opt in may receive recurring SMS or MMS messages regarding volunteer opportunities and coordination, events, donation confirmations and fundraising communications, program information, scheduling, charitable activities, account or transaction information, and other Foundation-related communications.

Message frequency varies. Message and data rates may apply.

Individuals may opt out of text message communications at any time by replying STOP. After receiving a STOP request, PHF may send one confirmation message. For assistance, recipients may reply HELP or contact PHF at info@providenthearts.org.

Consent to receive text messages is not required to make a donation, volunteer, receive services, participate in Foundation programs, attend an event, or create an account.

Mobile telephone numbers, SMS opt-in information, and text messaging consent information will not be sold, rented, shared, or disclosed to third parties or affiliates for marketing or promotional purposes. Information may be provided to service providers, such as our text messaging provider, solely as necessary to deliver and administer the Foundation’s messaging services.

Opt-out requests will be honored in accordance with applicable requirements.

Additional terms governing the Provident Hearts Foundation SMS Program appear in the PHF Terms of Use and Conditions .

11. Information Security

Provident Hearts Foundation maintains reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, or destruction.

While no system can guarantee absolute security, the Foundation continually seeks to protect information entrusted to its care.

12. Record Retention

Personal information shall be retained only as long as reasonably necessary to fulfill organizational purposes, comply with applicable legal requirements, maintain appropriate business records, resolve disputes, or protect the interests of Provident Hearts Foundation.

Certain financial, tax, and donor records may be retained for longer periods as required by law, accounting standards, or sound nonprofit recordkeeping practices.

When information is no longer needed, reasonable efforts shall be made to securely destroy or permanently anonymize the information.

13. Individual Rights

Individuals may request to:

• Update inaccurate contact information
• Correct personal information maintained by the Foundation
• Opt out of future fundraising, marketing, or general communications while continuing to receive communications required for donations, receipts, legal notices, or other ongoing transactions
• Request information regarding personal information maintained by the Foundation when appropriate

Certain records may be retained when required by law or for legitimate organizational purposes.

14. Children’s Privacy

Provident Hearts Foundation does not knowingly collect personal information from children under the age of 13 through its website without appropriate parental consent.

If the Foundation becomes aware that such information has been collected without appropriate authorization, reasonable efforts will be made to remove that information.

15. Policy Administration

The Board of Directors is responsible for the oversight of this Privacy Policy.

The Executive Director (or designated organizational representative) is responsible for implementing this policy and ensuring that appropriate procedures are followed throughout the organization.

16. Policy Review

This policy shall be reviewed periodically by the Board of Directors and revised as necessary to reflect changes in applicable law, organizational operations, or best practices.

17. Contact Information

Questions regarding this Privacy Policy or Provident Hearts Foundation’s privacy practices may be directed to:

Provident Hearts Foundation is committed to honoring the trust placed in our organization by responsibly protecting the personal information entrusted to our care.