Privacy Policy

Last Updated: October 5, 2025

The Holding Frames ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website theholdingframes.org, participate in our healing arts programs, or engage with our organization.

1. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Sign up for our newsletter or mailing list
• Make a donation to support our mission
• Register for or participate in our community art events
• Contact us through our website or email
• Apply to become a partner organization or affiliate chapter
• Volunteer with our programs
• Submit artwork, messages, or stories

This information may include:

• Name and contact information (email address, phone number, mailing address)
• Payment information (processed securely through third-party payment processors)
• Organization or community affiliation
• Demographic information (optional, used only for program evaluation)
• Photos or videos taken during events (with your consent)
• Messages, artwork descriptions, or personal stories you choose to share

Automatically Collected Information

When you visit our website, we may automatically collect certain information, including:

• Browser type and version
• Device information
• IP address
• Pages visited and time spent on pages
• Referring website addresses
• Click data and navigation patterns

2. How We Use Your Information

We use the information we collect to:

• Organize and facilitate healing arts events and programs
• Process donations and provide receipts for tax purposes
• Send updates about our programs, events, and impact
• Respond to your inquiries and communicate with participants
• Deploy Holding Frames to communities in crisis
• Connect communities and share messages of hope and solidarity
• Evaluate and improve our programs
• Maintain relationships with partner organizations and affiliate chapters
• Share stories of impact and healing (with your permission)
• Comply with legal obligations

3. Photos, Videos, and Artwork

We handle visual content as follows:

• Event Photography: We may photograph or video record participants during events. We will seek verbal or written consent before using images that clearly identify individuals in our marketing materials, social media, or publications.
• Artwork and Messages: Artwork created during our programs, including painted frames and written messages, may be photographed, shared with recipient communities, and featured in our communications to demonstrate the power of healing through art.
• Opt-Out: You may decline to be photographed or request that your image not be used by informing our staff at any time.
• Children: We obtain explicit parental or guardian consent before photographing or identifying minors in any published materials.

4. How We Share Your Information

We respect your privacy and do not sell your personal information. We may share your information in the following circumstances:

With Partner Organizations

We work with community partners, schools, nonprofits, and affiliate chapters to deliver our programs. We may share relevant contact information and program details with these partners to coordinate events and support healing initiatives.

Service Providers

We may share information with trusted third-party service providers who assist us in:

• Website hosting and maintenance
• Email communication platforms
• Payment processing (donations)
• Event management tools
• Data analysis and program evaluation

These providers are contractually obligated to keep your information confidential and use it only for the purposes we specify.

Community Impact Stories

With your explicit consent, we may share:

• Photos of artwork and messages created during events
• Testimonials and stories of healing
• Community impact reports

We will always respect your privacy and anonymize information when requested.

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

With Your Consent

We may share your information for any other purpose with your explicit consent.

5. Sensitive Information and Crisis Response

Given the nature of our work supporting communities impacted by crisis and trauma, we understand that some interactions may involve sensitive personal experiences. We handle all such information with the utmost care, compassion, and confidentiality.

Please note: The Holding Frames is not a mental health service provider. While our programs create space for healing through art and community connection, we are not equipped to provide clinical mental health support. If you or someone you know is experiencing a mental health emergency, please contact:

• National Suicide Prevention Lifeline: 988
• Crisis Text Line: Text "HELLO" to 741741
• Emergency Services: 911

6. Donations and Payment Information

When you make a donation to The Holding Frames, your payment information is processed securely through third-party payment processors. We do not store your complete credit card or banking information on our servers.

We retain donation records for:

• Providing tax-deductible receipts
• Maintaining accurate financial records
• Acknowledging your generous support
• Complying with legal and regulatory requirements

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our website and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.

8. Third-Party Links

Our website may contain links to third-party websites, including social media platforms, partner organizations, and fundraising platforms. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

9. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Secure socket layer (SSL) encryption for data transmission
• Secure servers and hosting infrastructure
• Regular security assessments
• Limited access to personal information on a need-to-know basis
• Staff training on privacy and data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

10. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

11. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Opt-Out: Unsubscribe from our email communications at any time
• Withdraw Consent: Withdraw consent for photo/video use or other previously granted permissions
• Data Portability: Request a copy of your information in a portable format

To exercise any of these rights, please contact us using the information below.

12. Children's Privacy

The Holding Frames welcomes participation from people of all ages, including children and families. When children participate in our programs:

• We obtain parental or guardian consent for children under 13 before collecting any personal information
• We obtain explicit consent before photographing or identifying minors in published materials
• We handle information about minors with extra care and sensitivity
• Parents or guardians may review, update, or request deletion of their child's information at any time

13. International Data Transfers

Your information may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ. If you are located outside the United States and choose to provide information to us, please note that we transfer the information to the United States and process it there.

14. California Privacy Rights

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information held by us
• Right to opt-out of sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising CCPA rights

15. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically for any changes.

16. Contact Us

17. Consent

By using our website, participating in our programs, or engaging with The Holding Frames, you consent to this Privacy Policy and agree to its terms.

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The Holding Frames is dedicated to creating safe, healing spaces for communities. We take your privacy seriously and are committed to protecting your personal information while we work together to create hope and support healing.