Privacy Policy
Last updated: January 15, 2025
Summary: We collect only what we need, we never sell your data, and we treat your personal information — especially anything you share about your trauma history — with the utmost care and confidentiality. If you have questions, email info@vhcompanions.org.
1. Who We Are
Valiant Heart Companions ("we," "us," "our") is a 501(c)(3) nonprofit organization based in Lakeland, Florida (EIN: 82-4410052). We train and place psychiatric service dogs for adult survivors of sexual assault. This Privacy Policy describes how we collect, use, and protect information gathered through our website at vhcompanions.org.
2. Information We Collect
Information you provide directly
- Contact inquiries: Your name, email address, and the contents of any message you send us.
- Donation information: Name, billing address, and payment details. Payment processing is handled by Qgiv (a PCI-compliant third party) — we do not store your payment card information.
- Service dog applications: Name, contact information, location, and the personal and health information you choose to share about your trauma history, living situation, and needs. This information is treated as highly sensitive and is accessible only to authorized team members involved in your application.
- Volunteer inquiries: Your name, contact information, and the volunteer role you're interested in.
Information collected automatically
- Website analytics: We use privacy-respecting analytics to understand aggregate traffic patterns (pages viewed, referral sources, device types). We do not use Google Analytics or any tracking that identifies individual visitors without their consent.
- Server logs: Standard web server logs may record your IP address, browser type, and pages accessed. These are used only for security and technical troubleshooting, and are deleted on a rolling basis.
3. How We Use Your Information
We use the information we collect to:
- Respond to inquiries and provide information about our programs
- Process donations and send donation receipts
- Review and process service dog applications
- Coordinate volunteer activities
- Send program updates to people who have opted in to our mailing list
- Improve our website and communications
- Meet our legal and nonprofit compliance obligations
4. How We Protect Your Information
We take data security seriously, and especially the sensitivity of information shared by survivors. We use:
- HTTPS encryption for all web traffic
- Access controls so that only authorized staff can view application materials
- PCI-compliant third-party payment processing (Qgiv) — we never see your full card number
- Regular review of who has access to sensitive information
No method of electronic transmission or storage is 100% secure. We will notify you promptly if we ever become aware of a breach affecting your personal data.
5. Sharing of Your Information
We will never sell your personal information to third parties. We do not share your information for marketing purposes. We may share information only in these limited circumstances:
- Service providers: Payment processors, email delivery services, and website hosting providers who process data on our behalf under confidentiality agreements.
- Legal requirements: When required by law, court order, or to protect the rights and safety of our organization or others.
- With your consent: For example, if you agree to share your story on our website, we will obtain explicit written consent before publishing anything.
6. Retention
We retain contact and donation records for as long as necessary to meet legal, tax, and nonprofit reporting requirements (typically 7 years). Application records are retained for a minimum of 5 years after the conclusion of the application process. You may request deletion of your personal data at any time subject to these legal retention requirements.
7. Cookies
Our website uses minimal cookies. We use session cookies necessary for the donation form to function. We do not use advertising cookies or cross-site tracking cookies. You can configure your browser to block or delete cookies at any time without affecting your ability to read our content.
8. Your Rights
You have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information (subject to legal retention requirements)
- Opt out of our mailing list at any time (unsubscribe link in every email)
- File a complaint with your applicable data protection authority
To exercise any of these rights, email us at info@vhcompanions.org.
9. Children's Privacy
Our services are intended for adults (18+). We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us immediately.
10. Third-Party Links
Our website may link to third-party sites (RAINN, Crisis Text Line, etc.). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated policy on this page with a new "last updated" date. For significant changes, we will notify recipients who have provided email addresses.
12. Contact Us
Questions about this Privacy Policy or your personal information: