Privacy Policy

1. Information We Collect

Depending on how you interact with RVHF, we may collect:

• Contact information: Name, email address, telephone number, location, and mailing address when provided.
• Veteran and referral information: Voluntarily submitted military-service status, housing circumstances, household composition, requested assistance, and information relevant to determining appropriate referral pathways.
• Partnership information: Organization names, professional roles, contact details, and partnership interests.
• Volunteer information: Contact details, areas of interest, skills, and availability.
• Donation information: Donation amounts, transaction details, and contact information required for processing contributions and providing acknowledgments.
• Website information: Browser type, device information, IP address, cookies, and website usage information collected through supported website technologies.

Please do not submit Social Security numbers, financial account credentials, passwords, detailed medical records, or other highly sensitive documents through general website forms or regular email unless RVHF has specifically requested them through an approved secure process.

2. How We Use Your Information

RVHF may use collected information to:

• Respond to inquiries and requests for information.
• Evaluate preliminary veteran housing-stability concerns and referral needs.
• Coordinate referrals and communicate with appropriate service providers when authorized.
• Develop community partnerships and volunteer opportunities.
• Process donations and provide acknowledgments.
• Communicate organizational updates and newsletters to individuals who choose to receive them.
• Improve website functionality, outreach, and program administration.
• Maintain necessary organizational records and meet applicable legal obligations.

Submitting a referral or inquiry does not guarantee eligibility, housing placement, financial assistance, or acceptance into an RVHF program.

3. Veteran and Referral Information

RVHF recognizes that information concerning housing instability, military service, personal circumstances, and financial hardship may be particularly sensitive.

We seek to collect only information reasonably necessary for the applicable inquiry, referral, or service-related purpose.

When additional documentation is required, RVHF may arrange for its submission through a more secure communication or document-sharing process.

RVHF will obtain written or electronically recorded consent before sharing an individual's referral information with an outside housing or veteran-service organization, except where disclosure is required or permitted by law.

Individuals submitting information on someone else's behalf should obtain that person's permission before disclosing their personal information.

4. Sharing and Disclosure of Information

RVHF does not sell or rent personal information to third parties.

Information may be shared, as appropriate, with:

• Authorized RVHF personnel and volunteers supporting organizational activities, who are expected to keep it confidential.
• Housing, veteran-service, and community referral partners, with the individual's consent as described in Section 3.
• Website hosting, technology, communications, and payment-processing providers performing services for RVHF.
• Governmental or regulatory authorities when disclosure is legally required.
• Other parties when disclosure is necessary to address a serious safety concern and permitted by law.

We seek to limit information-sharing to what is reasonably necessary for the applicable purpose.

5. Donations and Payment Processing

Donations submitted through the RVHF website are processed through authorized third-party payment providers. RVHF does not store full credit card or bank account numbers.

These providers may collect payment information necessary to complete transactions and are subject to their own privacy and security practices.

RVHF may retain donation records, contribution amounts, and donor contact information for acknowledgments, accounting, reporting, and applicable nonprofit compliance requirements.

RVHF will not publicly list a donor's name, such as in annual reports or donor recognition materials, without the donor's permission. Donors may request to remain anonymous at any time.

6. Cookies and Website Analytics

Our website is hosted on Squarespace and uses cookies and similar technologies, including Squarespace's built-in analytics, to support website functionality, understand visitor activity, and improve the visitor experience.

These technologies may collect technical information about visits, devices, and website interactions.

Visitors may manage their cookie preferences through the cookie banner on our website and through their browser settings. Disabling cookies may affect how some website features work.

7. Data Security and Retention

RVHF maintains reasonable administrative, technical, and organizational safeguards appropriate to the information it handles.

However, no online transmission or electronic storage system can be guaranteed completely secure. Standard email is not encrypted, so please do not send sensitive documents by regular email.

If RVHF becomes aware of a security incident affecting personal information, we will notify affected individuals as required by applicable law, including Virginia law.

We retain personal information for as long as reasonably necessary to fulfill the purposes described in this policy, comply with applicable laws, maintain required records, and resolve legitimate organizational matters.

Information that is no longer required will be deleted, securely disposed of, or de-identified in accordance with applicable requirements and RVHF's retention practices.

8. Your Privacy Choices

Individuals may contact RVHF to:

• Request information about personal data they have provided.
• Request correction of inaccurate information.
• Request deletion of information, subject to applicable legal and recordkeeping obligations.
• Withdraw consent for referral sharing or optional communications.
• Unsubscribe from newsletters or outreach emails, which can also be done through the unsubscribe link in any email we send.
• Ask questions about the handling or disclosure of their information.

We may need to verify the identity of a requester before disclosing, changing, or deleting personal information. We aim to respond to privacy requests within 30 days.

9. Third-Party Websites

Our website may contain links to external agencies, service providers, donation processors, and community organizations.

RVHF is not responsible for the privacy practices of independently operated third-party websites. Visitors are encouraged to review the privacy policies of those organizations.

10. Children's Privacy

RVHF's website and services are intended for adults 18 years of age and older. We do not knowingly collect personal information from children under 13. Individuals under 18 should not submit personal information through our website forms.

If a parent or guardian believes a child has provided personal information to RVHF, please contact us at hello@ReedRVHF.org, and we will delete that information promptly.

Referral information may include basic details about minor household members, such as the number and ages of children in a veteran's household, when provided by a parent or guardian to assess housing needs.

11. Updates to This Privacy Policy

RVHF may update this Privacy Policy to reflect changes in organizational practices, website functions, legal obligations, or service delivery.

Revisions will be posted on this page with an updated effective date. Material changes may also be communicated through other appropriate channels.

12. Contact Information

For questions about this Privacy Policy or requests concerning personal information, please contact: