Privacy Policy

1. Introduction

This Privacy Policy describes how BIPOC HEALING CO., THE handles personal information. BIPOC HEALING CO., THE is a community care organization that operates healing circles, care navigation, practitioner referral, wellness workshops, grief support and program operations services. The organization is located at 898 S State St Ste 310, Orem, 84097-7045, United States (US), and it is the entity responsible for the information described in this policy.

The developer name BIPOC Healing prepared this policy to explain, in plain language, what we collect and why. We believe that people who come to us in a difficult season should not also have to decode a wall of legal jargon. This document therefore sets out our practices section by section, and we invite you to read as much of it as you need.

We wrote this policy for members, families, volunteers, partner practitioners and community partners. It applies to our website at bipochealing.autos, to our intake and navigation records, and to every program we run from our still room in Orem.

2. Scope Of This Policy

This policy covers personal information we collect through our website, our phone line, our email, our intake conversations, our program sessions and our partner activities. It does not cover the independent practices of a clinic, therapist or practitioner who works outside our network, even if we helped arrange an introduction.

Where a partner organization runs a program at its own site, that partner may have its own privacy notice. We encourage you to read it. When we share responsibilities with a partner, we describe the arrangement in a written agreement that requires both parties to protect personal information.

Some information is collected only when you choose to give it. You can browse our website and learn about our programs without telling us anything about yourself. The deeper information flows begin when you decide to reach out.

3. Information We Collect

We collect the following categories of information, always with an eye to what is genuinely needed for care:

• Identity and contact details, including name, email address, postal address, phone number and preferred language.
• Referral and intake details, including the reason you contacted us and the kind of support you are seeking.
• Care navigation details, including the services a household is trying to reach and the practical barriers involved.
• Program participation details, including the circles and workshops a member joins and the sessions attended.
• Communication records, including emails, call notes and messages sent through our contact form.
• Donation and volunteer details, including the information needed to acknowledge a contribution or coordinate a volunteer.
• Technical details, including the type of device and browser used to visit our website, gathered in an aggregated way.

We do not collect payment card numbers on our own servers. We do not collect information about your precise location. We do not ask for your immigration status and we do not require it in order to participate in our programs.

4. Sources Of Information

Most information comes directly from you. You may give it to us in a phone call, in an email, in a form on our website, or during an intake or program session. You may also give it to us through a trusted person who contacts us on your behalf with your permission.

We sometimes receive information from partner organizations with your consent, for example when a community clinic refers a household to our navigation service. We also receive limited aggregated technical information from our website hosting and analytics tools.

We may receive publicly available information when we vet a prospective partner organization. We do not purchase personal information from data brokers, and we do not acquire lists of individuals for marketing purposes.

5. How We Use Information

We use personal information to deliver and improve care. Specific uses include scheduling circles and workshops, matching members with navigators and practitioners, following up on a plan of care, sending reminders, coordinating volunteers, processing donations, answering questions and maintaining the safety of our programs.

We also use information to understand how our programs are working. This helps us decide where to add a cohort, which workshop to run again, and where a neighborhood needs a closer partner. Wherever possible, we use aggregated or de-identified information for this purpose so that no individual is singled out.

We use contact details to send program updates and community notices. You can tell us at any time to stop sending these messages, and doing so will never affect your access to care.

6. Our Commitments And Legal Basis

We treat information in a way that honors both the law and the trust placed in us. Depending on where you live, our handling of information rests on your consent, on the need to provide a service you requested, on compliance with a legal obligation, or on a legitimate community care interest that does not override your rights.

Where consent is the basis for our work, you may withdraw that consent at any time. Withdrawal does not undo processing that already happened lawfully, but it stops future processing that depended on consent. We will always explain what a withdrawal means for your participation before you decide.

We do not sell personal information, and we do not trade it for advertising. That commitment applies to every person who contacts us, regardless of where they live.

7. Confidentiality In Healing Circles

Confidentiality is the load bearing wall of a healing circle. What is shared inside a circle stays inside that circle. Facilitators do not repeat member stories to staff, to partners or to family members. Members agree to the same discipline when they join.

We keep only the minimum administrative record needed to run a cohort, such as a first name, a contact method and a session log. We do not keep session notes that describe what a member disclosed. A member may ask that even the basic administrative record be kept under a pseudonym where that is workable.

There are rare legal limits to confidentiality. A facilitator must act if there is an imminent risk of serious harm to a person, or where the law requires a report involving the safety of a child or a vulnerable adult. We explain these limits honestly at the start of every cohort so that no one is surprised by them later.

8. Health And Care Information

Some information shared with us touches on health and wellbeing. We treat that information with heightened care. We collect it only when it helps us provide a service you requested, and we limit access to the staff and navigators who need it for that purpose.

We do not diagnose, prescribe or provide clinical treatment. When a member needs clinical care, we help them reach a qualified practitioner and we share only what is necessary to make that connection work. We ask for your written permission before sending any health related detail to a practitioner on your behalf.

Sensitive details, such as information about a disability, a diagnosis or a personal crisis, are stored in restricted records with access controls and are never used for marketing or fundraising.

9. Care Navigation Records

Care navigation generates a practical record. A navigator writes down the services a household is trying to reach, the steps already taken and the next actions agreed. That record exists to prevent a family from having to tell the same story five times to five different people.

Navigation records are shared with the member on request. They are shared with a partner agency only when the member asks us to do so, and only to the extent needed for that partner to act. We keep a log of every such share so the member can see where the information went.

When a navigation case closes, the record is retained for a limited period, described in the retention section below, and is then destroyed securely. A member who wants a copy of a closing record can request one at any time before it is destroyed.

10. Practitioner Referrals

Our practitioner referral network relies on limited information exchange. To make a match, a navigator may share your first name, your contact method, your preferred language and a short statement of the kind of support you want. We do not forward your full history or your intake conversation unless you specifically ask us to.

Practitioners in our network agree to handle referral information under their own professional and legal obligations. If a practitioner is a licensed clinician, that person has a separate duty of confidentiality. We verify licensing and good standing where applicable, and we review participation in the network annually.

If you are not comfortable with a particular match, you may decline it without giving a reason, and a navigator will look for another option.

11. When We Share Information

We share personal information only in a narrow set of situations. We share it with your direction and permission, with a navigator or practitioner involved in your care, with a service provider who helps us operate, when the law requires it, and when there is an imminent risk of serious harm.

We may share aggregated, de-identified information with funders and community partners to describe program reach and outcomes. Aggregated information does not identify any individual, and we review every such report to make sure that small groups cannot be used to re-identify a person.

We do not sell personal information. We do not share personal information with advertisers. We do not allow a partner to use our member information for its own unrelated marketing.

12. Service Providers And Vendors

We rely on a small number of service providers for website hosting, email delivery, scheduling and bookkeeping. These providers receive only the information needed to perform their function, and they act under written agreements that require confidentiality and appropriate security.

When we choose a provider, we look for reasonable security practices, clear data handling terms and a commitment not to repurpose our data. We review these providers periodically and we stop using any provider that cannot meet our standards.

We do not authorize a provider to use member information for its own purposes. If we learn that a provider has done so, we treat it as a serious incident and follow the response steps described later in this policy.

13. Cookies And Local Storage

Our website uses a minimal set of cookies and browser storage to make pages work correctly. We may store a small preference in your browser so that a menu stays open or a form keeps its place. These items contain no personal details and are not used to follow you across other websites.

We do not run third party advertising cookies. If we ever introduce an analytics cookie, we will describe it here first and, where the law requires, ask for your consent before it is set. You can clear cookies and browser storage at any time through your browser settings, and the website will still function.

If you send a message through our contact form, the details you type are transmitted to us by email. The form in your browser does not retain that content beyond the time needed to send it.

14. Donations And Payment Data

When someone chooses to support our work financially, we collect only the details needed to process the gift and acknowledge it. Payment card data is handled by a payment processor and is not stored on our servers.

We keep a record of a donation for accounting and legal purposes. A donor may ask to remain anonymous, and we will honor that request in our public acknowledgements. We do not publish a donor list without express permission.

If a donation is made in honor of a person, we use the information provided only to carry out the recognition the donor requested and to send a receipt.

15. Privacy For Children

Our programs are designed primarily for adults. Some workshops welcome families, and some youth programs run with the involvement of a parent or guardian. We do not knowingly collect personal information from a child under thirteen without verifiable permission from a parent or guardian.

When a youth program accepts a young person, the parent or guardian provides the contact details and consents to participation. A young person may still speak privately with a facilitator, and we honor that privacy within the limits described in the confidentiality section, including the duty to act if there is a risk of serious harm.

If a parent or guardian believes that a child has provided information to us without proper consent, they may contact us at care@bipochealing.autos or call +17125236476, and we will remove the information promptly.

16. How We Protect Information

We protect information with a combination of administrative, technical and physical safeguards. Access to records is limited to staff and navigators who need it for their role. Electronic records sit behind password protection and, where available, additional authentication. Paper records are kept in locked storage at our Orem office.

Staff and volunteers receive privacy training when they join and refreshers at regular intervals. Facilitators receive additional training on confidentiality and on the narrow limits of that confidentiality. Access is removed promptly when a person leaves a role.

No system is perfectly secure. We work to reduce risk, and we maintain a response plan for the day something goes wrong. You can help us by keeping your own contact details current and by telling us if you believe your information has been exposed.

17. How Long We Keep Information

We keep information only as long as it serves the purpose for which it was collected, plus any period required by law. Program rosters and attendance records are kept for the length of a program cycle and a short review period afterward. Care navigation records are kept for a limited term after a case closes and are then destroyed.

Financial records connected to donations and grants are retained for the period required by accounting and tax rules. Contact records for members who have asked to stay informed are kept until the person asks to be removed.

When a retention period ends, we destroy or de-identify the information. Destruction is done in a way that prevents reconstruction of the original record, whether the information is on paper or in a system.

18. Your Privacy Rights

You have rights over the information we hold about you. Depending on where you live, these may include the right to know what we collect, the right to access a copy, the right to correct an error, the right to delete information, the right to restrict certain uses, the right to object to some processing, and the right to receive information in a portable form.

You also have the right not to be discriminated against for exercising a privacy right. We will never deny you access to a healing circle or a workshop because you asked to see or correct your information.

To exercise a right, contact us using the details at the end of this policy. We may need to verify your identity before acting, so that we do not release information to the wrong person. We will respond within the time required by applicable law.

19. Access And Correction Requests

You can ask us what information we hold about you and request a copy. You can also ask us to correct information that is inaccurate or out of date. If we do not hold the information, we will tell you so and, where we can, point you toward the organization that does.

Some information cannot be released, for example where doing so would reveal confidential details about another member or where the law forbids disclosure. If we must withhold something, we will explain the reason as clearly as we can and tell you how to appeal.

We do not charge a fee for a reasonable access request. If a request is clearly excessive or repetitive, we may explain the situation and discuss a workable path forward before proceeding.

20. Notices For California Residents

Residents of California have specific rights under state privacy law. These include the right to know the categories of information collected, the right to know the categories of sources, the right to know the business purpose for collection, the right to request deletion, and the right to opt out of the sale or sharing of personal information.

We do not sell personal information, and we do not share it for cross context behavioral advertising. We have not done so in the preceding twelve months. We collect the categories described earlier in this policy for the purposes described earlier in this policy.

To exercise a California right, use the contact details below. An authorized agent may make a request on your behalf if the agent provides proof of authorization, and we may still contact you directly to confirm the request.

21. Data Location And Transfers

We operate from the United States. Information collected through our website and programs is generally stored and processed in the United States. If a service provider stores data in another country, we take steps to ensure that the information remains protected in line with this policy.

Where the law requires safeguards for a cross border transfer, we put those safeguards in place before the transfer occurs. We choose providers that can describe their data locations clearly and that commit to reasonable protections.

If you are visiting our website from outside the United States, please be aware that your information may be processed in the United States under this policy and under United States law.

22. Third Party Sites And Links

Our website and messages may link to partner organizations, public resources and practitioner pages. Those sites are operated by other parties and have their own privacy practices. This policy does not cover them, and we encourage you to read their notices before sharing information.

A link from us is not an endorsement of every practice on the destination site. We choose links that we believe are useful to our community, and we welcome a note if a link no longer points to a trustworthy resource.

If you arrive at our website from a partner site, that partner may have its own record of your visit. We do not control that record and cannot delete it on your behalf.

23. Communications And Choices

We send program reminders, community notices and occasional updates. You control whether you receive these messages. Every notice includes a way to opt out, and you may also tell us directly by phone or email.

Opting out of community updates does not remove transactional messages that are necessary to run a program, such as a change of time for a session you have joined. We keep those messages to the minimum needed for the program to function.

We do not send marketing on behalf of unrelated parties. If a partner asks us to pass along a notice, we review it first and send it only when it is relevant to the community we serve.

24. Incident Response

If we become aware of a security incident that affects personal information, we act quickly to contain it, assess its scope and reduce harm. We document what happened, what was affected and what we changed as a result.

Where the law requires notification, we notify affected individuals and the relevant authorities without unreasonable delay. Our notice explains what happened in plain language, what we are doing about it, and what steps a person can take to protect themselves.

After an incident, we review our practices and adjust them so that the same failure is less likely to recur. We treat every incident, however small, as a signal that a safeguard can be strengthened.

25. Changes To This Policy

We may update this policy as our programs grow and as the law changes. When we make a material change, we will update the date at the top of the page and, where appropriate, notify members directly.

We will not apply a materially different practice to information already collected without giving notice and, where required, obtaining consent. If you continue to use our services after an update, you accept the revised policy as it applies going forward.

Previous versions are available on request. If you have questions about a change, contact us and we will walk through what it means for you.

26. How To Contact Us

For any privacy question, request or concern, contact BIPOC HEALING CO., THE using the details below. Please include enough information for us to understand the request, and tell us the best way to reach you.

If you are not satisfied with our response, you may have the right to lodge a complaint with a supervisory authority in your jurisdiction. We would rather hear from you first, so that we have the chance to make things right.