Viviscent Wellness Foundation — Privacy Policy

Effective Date: December 18, 2025

Last Updated: December 18, 2025

1. Scope of Application

This Privacy Policy applies to all Viviscent Wellness Foundation (“VWF”) websites, mobile applications, donation portals, sponsorship platforms, offline data collection, and program administration. It governs the handling of personal information for donors, sponsors, beneficiaries, volunteers, employees, contractors, and visitors.

2. Categories of Information Collected

Personal identifiers: Name, mailing address, email, phone number.
Government identifiers: Veteran ID, driver’s license, or Social Security number (only when required for program eligibility).
Financial information: Donation amounts, payment method details (processed securely via third‑party providers).
Program data: Eligibility documentation, housing applications, sponsorship agreements, income verification.
Health or wellness data: Collected only when necessary for program eligibility and with explicit consent.
Technical data: IP address, browser type, cookies, and analytics data when visiting our website.
Communications: Emails, phone calls, and submissions through our website.

3. How We Use Information

To process donations and sponsorships.
To administer housing, wellness, and veteran support programs.
To provide donor acknowledgments and tax receipts.
To communicate updates, impact reports, and invitations.
To comply with legal, regulatory, and audit requirements.
To improve website functionality and user experience.

4. Legal Basis for Processing

Where applicable under GDPR/CCPA, VWF processes personal data based on:

Consent provided by the individual.
Contractual necessity to deliver services or benefits.
Legitimate interest in advancing VWF’s mission.
Legal obligations under U.S. nonprofit law.

5. Data Sharing and Transfers

Internal use only: VWF does not sell or rent personal data.
Service providers: Limited sharing with trusted vendors (e.g., payment processors, IT hosting, auditors) under confidentiality agreements.
Legal compliance: Disclosure may occur if required by law, regulation, or court order.
International transfers: If data is transferred outside the U.S., safeguards such as Standard Contractual Clauses are applied.

6. Data Security

Secure servers and encrypted payment processing.
Administrative, technical, and physical safeguards to prevent unauthorized access.
Regular audits and compliance checks.
Staff and volunteers trained on confidentiality and data handling.

7. Retention of Data

Donation records retained for seven (7) years per IRS requirements.
Housing program records retained for the duration of occupancy plus five (5) years.
Volunteer and staff records retained for the duration of service plus seven (7) years.
Website analytics retained for twenty‑four (24) months.
Secure deletion or archival after retention periods expire.

8. Your Rights

Access: Request a copy of your personal data.
Correction: Update or amend inaccurate information.
Deletion: Request removal of data, subject to legal and compliance obligations.
Opt‑out: Unsubscribe from communications at any time.
Data portability: Request transfer of your data where legally applicable.
Complaints: Lodge complaints with VWF or relevant supervisory authorities.

Requests may be submitted to: compliance@viviscentwellnessfoundation.org

9. Cookies and Analytics

VWF uses cookies to improve site performance and measure engagement. You may disable cookies in your browser settings. Analytics data is anonymized and used only for internal improvement.

10. Sensitive Data Handling

Sensitive personal data (e.g., veteran status, medical or financial hardship information) is collected only when strictly necessary for program eligibility. Such data is processed solely upon explicit consent and safeguarded with heightened security measures.

11. Donor Anonymity

Donors may choose to give anonymously. VWF will honor anonymity requests in public recognition and reporting while retaining records for compliance purposes.

12. Children’s Privacy

VWF complies with the Children’s Online Privacy Protection Act (COPPA). We do not knowingly collect personal data from children under 13 without parental consent. If such data is discovered, it will be deleted promptly.

13. International Users

VWF operates in the United States. International donors and participants acknowledge that data will be processed under U.S. law. Transfers outside the U.S. are safeguarded by appropriate legal mechanisms.

14. Data Breach Notification

In the event of a data breach, VWF will investigate, contain, and notify affected individuals and regulators as required by law. Notifications will occur within legally mandated timelines (e.g., seventy‑two (72) hours under GDPR).

15. Policy Enforcement and Accountability

Violations of this Privacy Policy by staff, volunteers, or contractors may result in disciplinary action, termination, or legal liability. VWF’s Board of Directors oversees compliance and accountability.

16. Changes to This Policy

VWF may update this Privacy Policy to reflect legal, operational, or technological changes. Significant updates will be announced via email or website notice. Effective date will be posted at the top of this page.

17. Contact Us

Viviscent Wellness Foundation
4603 Alvamar Trail
Lakeland, FL 33801
Compliance Email: compliance@viviscentwellnessfoundation.org

Privacy Policy