Privacy Policy – Hearts with a Mission

Privacy Policy

Introduction

1.1 Hearts With A Mission (HWAM) is committed to protecting your privacy and will only use the information that we collect about you lawfully. This policy is designed to provide transparency into our privacy practices and principles and to inform you of the way your information is collected and used.

1.2 If you have questions about this policy, please contact us by writing to Hearts With A Mission, 711 Medford Center #334, Medford OR 97504, or calling (541) 646-7385.

1.3 Please read the following carefully to understand our practices regarding your personal data and how we will treat it. BY USING OUR WEBSITE OR PROVIDING US WITH YOUR PERSONAL INFORMATION, YOU AGREE TO YOUR PERSONAL INFORMATION BEING USED AND STORED IN A MANNER SET OUT IN THIS POLICY. We may update this policy periodically, so please check it regularly.

2. How we collect information about you

Information you provide us

2.1 We may collect information from you in the following ways:

(a) You make a donation to us (which may be financial or non-financial/in-kind), or respond to our mailings and appeals;
(b) You request information or materials from our organization;
(c) You contact us in regards to volunteering or fundraising on our behalf;
(d) You apply for a job with us, become an employee, or provide consultancy services directly to us; or
(e) You contact us with inquiries or other correspondence (including via social media) or become involved with us in another way.
(f) Our use of cookies (please see our policies regarding cookies in section 7);

2.2. If you interact with us in one of the ways listed above, we may collect and process personal information about you, such as:

(a) Your name, address, email address, telephone number, your age;
(b) Information you enter onto our website or other hard copy forms at an event;
(c) Records of your correspondence with us, if you have contacted us;
(d) Details of your visit to our website, including your IP address;
(e) Financial information such as your bank or card details;
(f) Whether you have a relationship to another supporter (e.g., husband/wife)

2.3 We do not collect “sensitive personal data” about you, such as religious beliefs, genetic data, biometric data, data concerning health unless there is a legitimate reason to do so. If we need to collect this type of data, we will obtain your consent or draw this specifically to your attention so you understand what information is needed and why we need it.

Information we receive from other sources

2.4 Your information may be given to us by third parties, such as online tracking technologies. Collecting information in this manner allows us to collect statistics about our websites’ usage and effectiveness and to personalize your experience while you are on our third-party websites (please see section 7 for more information regarding our use of online tracking technologies).

2.5 These third parties are subject to their own policies on data protection and privacy. It is a good idea to check their privacy policy when you provide your information to them to fully understand how they will process your data and may share it with others.

2.6 These third parties are often processing your data on your behalf so as the data controller, HWAM is responsible for the security and proper processing of your personal data.

3. Why and how we use your information and on what basis

3.1 We will process your personal information in accordance with this policy and our obligations under applicable data protection laws and regulations for one or more of the following reasons:

(a) To administer your purchase or donation;
(b) To confirm receipt of donation and to say thank you and provide details of how your donation might be used;
(c) To provide you with the services, activities or information you have indicated you want to receive or which you have asked for;
(d) To comply with applicable laws and regulations and requests from statutory agencies;
(e) For our own internal administrative purposes and to keep a record of your relationship with us;
(f) For the purposes of research such as support satisfaction research;
(g) Where you have provided your consent to publish your personal data;
(h) To provide you with information about volunteering opportunities;
(i) To provide you with details about our campaigns;
(j) To provide essential event information where you have signed up to attend;
(k) To manage your communication preferences with us generally;
(l) To ensure that content from our website is presented in the most effective manner for you and for your compute/mobile device.

3.2 While we generally seek consent to process your data at the point we collect it, in some cases, we may process data without consent where we are legally allowed to do so and where we have legitimate reasons for doing to, provided we respect your legal rights.

3.3 If you request to receive no further contact from us or request to have your personal data deleted from our system, we will keep some basic information in order to avoid sending you unwanted communications in the future. If we do not retain this information, then this could result in us contacting you again as we would no longer have a record of your request not to be contacted.

4. Where we store your information

4.1 Online payment transactions will be encrypted.

4.2 The transmission of information via the internet is not completely secure (though note that our online payment transactions are securely encrypted). Although we do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try and prevent unauthorized access.

5. Who has access to your information

5.1 HWAM may allow our staff, consultants and/or external providers acting on our behalf to access and use your information for the purposes for which you have provided it to us (e.g., to deliver mailings, for research, to analyze data and to process payments) or for the purposes set out in this privacy policy. We only provide them with the information they need to deliver the relevant service, or it is pertinent to their work, and we make sure your information is transferred securely and treated with the same level of care as if we were handling it directly.

5.2 We will not trade, share or sell your personal information with anyone else, nor send donor mailings on behalf of other organizations.

5.3 We may disclose your information to other organizations and agencies if we are under a duty to disclose or share it in order to comply with any legal obligation, or in order to enforce or apply any agreement; or to protect the rights, property, or safety of us or others.

6. Your rights

6.1 To request details of the information we hold about you, to request that we no longer contact you or that you no longer wish to receive information from us, to update us on your contact details, or to change your preferences, simply let us know by:

(a) sending an email to dannie@heartswithamission.org;
(b) writing to Dannie Aranda, Hearts With A Mission, 711 Medford Center #334, Medford, OR 97504; or
(c) calling Dannie Aranda at (541) 646-7385.

6.2 Instructions for unsubscribing from emails will also be included in the general email communications that we send.

6.3 If you are not satisfied with the way we have processed your personal data, please contact our Data Protection Officer using the contact information set out in the introduction and section 6.1 of this policy.

7. Cookies and how we use them

7.1 Like most websites, we use cookies. Cookies are pieces of information that a website places on the hard drive of your computer when you visit the website. Cookies do not harm your computer. Cookies may involve the transmission of information from us to you and from you directly to us, to another party on our behalf, or to another party in accordance with its privacy policy. We may use cookies to bring together information we collect about you. You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser settings. Each browser is a little different, so look at your browser Help menu to learn the correct way to modify your cookies. If you turn cookies off, you may not have access to many features that make your guest experience more engaging, and some of our services may not function properly.

7.2 If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you sign up for an event, we will set a temporary cookie to determine if your browser accepts cookies.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

7.3 Third-party websites and social networks

3.1 If you click on a hyperlink from our website to any third-party websites (e.g., if you “share” content from our website with friends or colleagues on social media), you may be sent cookies from these third-party websites. They will do so pursuant to their own policies on privacy and cookies. It’s a good idea to check their privacy policies to fully understand their use of cookies.

7.4 Disabling cookies

4.1 By using our website, you consent to our use of cookies as updated from time to time and the cookies we use will be stored on your device (unless rejected or disabled by your browser).
4.2 Internet browsers normally accept cookies by default. However, it is possible to set an internet browser to reject cookies. If you do not accept our use of cookies as set out in this policy, please set your internet browser to reject cookies. This may impair your ability to use our website, so that some features may not work.
4.3 We may update our use of cookies from time to time so please check this policy regularly.

8. How long do we keep your personal data

8.1 We retain personal information for as long as we reasonably require it for legal or business purposes. In determining data retention periods, HWAM takes into consideration data protection regulations, local laws, contractual obligations and the expectations and requirements based on the nature of the relationship with HWAM.

9. Modifications

We may amend this privacy policy from time to time; please review it periodically. We maintain the option to modify this privacy at any time by electronic notice posted on our website. Your continued use of our website after the date that such notices are posted will be deemed to be your agreement to the changed terms.

10. Hearts With A Mission Privacy Policy for SMS Messaging

Effective Date: July 2025

Introduction
At Hearts With A Mission, your privacy is critically important to us. This Privacy Policy explains how we collect, use, and protect your personal information when you opt into our SMS messaging program. By opting into our SMS service, you agree to the terms outlined below, which are in compliance with the latest 2024 regulations under the Telephone Consumer Protection Act (TCPA) and the Campaign Registry guidelines.

Information We Collect

When you opt-in to receive SMS messages from us, we collect the following information:

Phone Number: The mobile number provided during the opt-in process.
Message Interaction Data: Includes information such as delivery status, response data, and message engagement rates.
Consent Data: We maintain records of when and how you provided consent to receive SMS messages, including the method of opt-in (e.g., web form, keyword, or verbal consent).

How We Use Your Information

We use your information to:

Send text messages based on the preferences you indicated when opting in, such as, updates, notifications, and alerts.
Ensure compliance with federal regulations, including the TCPA.
Monitor and improve our SMS services by tracking engagement metrics.

Your information will only be used for the purpose specified at the time of opt-in and will not be used to send unrelated messages.

One-to-One Consent Requirement

In line with FCC regulations (March 2024), your SMS opt-in applies to communications from Hearts With A Mission only. Your consent to receive SMS messages is specific to our company and does not extend to third-party businesses or affiliates unless explicitly stated and separately agreed upon.

Message Frequency and Data Rates

The SMS message frequency will vary but will not be more than 3-5 messages per day unless there is a notification event. Message and data rates may apply depending on your mobile carrier and plan. Please note that message and data rates may apply depending on your mobile carrier and plan. We encourage you to review your carrier’s terms for more details on messaging fees.

Opt-Out Instructions

You can opt out of our SMS service at any time by replying with “STOP” to any message you receive from us. Once you opt out, you will immediately cease receiving further messages unless you opt back in. For help, you can reply with “HELP” or contact us directly at bryan@hwam.org or 541-646-7385.

Data Sharing and Disclosure

We will never share or sell your information to third parties for marketing purposes without your explicit consent. We may, however, share your information with trusted third-party service providers for the purpose of facilitating SMS delivery (e.g., telecommunications providers). All such parties are bound by strict confidentiality agreements and are prohibited from using your data for any purpose other than SMS delivery.

In compliance with Do Not Call (DNC) Registry regulations (2024), you have the right to register your number with the National DNC Registry. If you are on the DNC Registry, we will not send you promotional SMS messages unless you have provided express consent to do so.

Security of Your Information

We take reasonable measures to protect the information you provide from unauthorized access, disclosure, or misuse. However, no system is completely secure, and we cannot guarantee the absolute security of your data during transmission or storage.

Record-Keeping and Proof of Consent

As required by the TCPA and Campaign Registry guidelines, we maintain records of all opt-ins and opt-outs, including timestamps and the method of consent. These records are kept securely and may be used to demonstrate compliance with regulatory requirements if needed.

Changes to This Policy

We reserve the right to update or modify this Privacy Policy at any time. Any significant changes will be communicated via SMS or on our website. Continued use of our SMS service after any changes indicates your acceptance of the revised policy. Please check back periodically to stay informed of any updates.

Contact Us

If you have any questions about this Privacy Policy or wish to update your SMS preferences, you can contact us at:

Email: bryan@hwam.org
Phone: 541-646-7385
Address: 529 Edwards St., Medford OR 97504

Links:

Terms and Conditions: https://heartswithamission.org/privacy-policy/
Privacy Policy: https://heartswithamission.org/privacy-policy/
National Do Not Call Registry: https://www.donotcall.gov/

Key 2024 Compliance Elements:

One-to-One Consent: Consumers are only giving consent to receive messages from the specific business they opt into, not from multiple parties
Clear Disclosures: The policy includes clear language about the nature of the messages, frequency, potential charges, and opt-out mechanisms
Do Not Call Protections: The policy reflects the latest FCC guidance that DNC protections apply to SMS, making it clear that businesses must adhere to DNC regulations
Data Sharing and Record-Keeping: Emphasizes the importance of maintaining proof of consent and clear guidelines on how data is shared for operational purposes.

This updated Privacy Policy example aligns with current 2025 TCPA and FCC guidelines, ensuring your business remains compliant while fostering transparency with consumers.

Ver. 3.2 – 03/06/25

11. SMS Terms and Conditions

Hearts With A Mission SMS Terms and Conditions

Effective Date: July 2025

Introduction

By opting into the SMS program provided by Hearts With A Mission, you agree to receive recurring text messages to the phone number you provided. These messages may include updates, notifications, and alerts. By participating, you agree to these Terms and Conditions, which comply with the Telephone Consumer Protection Act (TCPA) and the FCC’s 2024 guidelines.

Opt-In Consent

In accordance with the 2024 TCPA guidelines, your participation in our SMS service requires explicit one-to-one consent. This means that by opting in, you consent to receive messages from Hearts With A Mission only. Consent cannot be shared with other companies or third-party entities without your direct approval.

To join our SMS program, you may opt in through the following methods, in compliance with the 2024 CTIA Guidelines:

In-Person Paper Form: Sign or complete a paper intake form that includes a dedicated section with clear language outlining SMS consent.

By opting in, you acknowledge that your consent to receive SMS messages is not a condition of any purchase. You may receive informational messages as specified at the time of opt-in.

Message Frequency

The number of messages you receive will vary but will not be more than 3-5 messages per day unless there is a notification event. Message and data rates may apply depending on your mobile carrier and plan.

Opt-Out Process

You can opt out of receiving SMS messages from Hearts With A Mission at any time by replying with the word “STOP” to any text message you receive from us. Once you opt out, you will not receive any further messages unless you choose to opt back in. For assistance, you can reply “HELP” for further instructions or contact our support team directly at bryan@hwam.org or 541-646-7385.

Terms of Consent

By opting into this SMS program, you agree to receive SMS messages from Hearts With A Mission in compliance with the TCPA and the FCC’s 2024 guidelines. All messages will be logically and topically related to your interaction with our services and products.

Your consent is specific to Hearts With A Mission , and it does not extend to third-party businesses or affiliates unless explicitly stated at the time of opt-in, as mandated by the FCC’s one-to-one consent rule introduced in 2024.

Privacy Policy

We take your privacy seriously. By opting into our SMS services, you agree to our Privacy Policy https://heartswithamission.org/privacy-policy/, which explains how we collect, use, and protect your personal information. Your phone number and interaction data will only be used for the purpose of delivering the SMS messages outlined in this agreement.

Message and Data Rates

Message and data rates may apply, depending on your mobile service provider and plan. Hearts With A Mission is not responsible for any fees charged by your carrier for receiving or sending messages related to our service.

Record-Keeping and Compliance

We maintain detailed records of when and how you provided consent to receive SMS messages. This includes storing opt-in and opt-out dates and timestamps. These records are maintained in compliance with TCPA regulations and may be used to demonstrate proof of consent if required.

Changes to Terms and Conditions

Hearts With A Mission reserves the right to modify or change these Terms and Conditions at any time. Any significant updates will be communicated via SMS or through our website. By continuing to use our SMS services after any changes, you agree to the revised Terms and Conditions.

Disclaimers and Liability Limitations

Hearts With A Mission is not responsible for delayed or undelivered messages. Delivery of SMS messages is subject to effective transmission from your mobile carrier and network provider. We cannot guarantee that SMS services will always be available in all areas.

Contact Information

If you have any questions or concerns regarding these Terms and Conditions or the SMS service, please contact us at:

Email: bryan@hwam.org
Phone: 541-646-7385
Address: 517 Edwards St, Medford, OR 97504