Terms of Service

The Holding Frames, Inc.  ·  Last Updated October 5, 2025

Welcome to The Holding Frames. These Terms of Service ("Terms") govern your access to and use of our website (theholdingframes.org), our programs, events, and services. By accessing or using our website or participating in our programs, you agree to be bound by these Terms.

Please read these Terms carefully before using our services. If you do not agree with these Terms, please do not use our website or participate in our programs.

1. About The Holding Frames

The Holding Frames is a 501(c)(3) nonprofit organization dedicated to art-based healing for disaster-affected communities. We bring people together to create, connect, and share care through art — facilitating programs where participants paint frames and share messages of hope with communities impacted by crisis. We are committed to providing an inclusive, welcoming environment for all. Our full Non-Discrimination Policy is available at theholdingframes.org/non-discrimination-policy.

2. Acceptance of Terms

By accessing our website, registering for events, participating in our programs, making donations, or otherwise engaging with The Holding Frames, you acknowledge that you have read, understood, and agree to be bound by these Terms, as well as our Privacy Policy.

We reserve the right to modify these Terms at any time. Changes will be effective immediately upon posting to our website. Your continued use of our services after changes are posted constitutes your acceptance of the revised Terms.

3. Eligibility

Our services are available to individuals age 18 and older, minors under 18 with parental or guardian consent and supervision, and organizations and communities seeking healing arts programs. By using our services, you represent and warrant that you meet these eligibility requirements.

4. Program Participation

Event Registration

When you register for or participate in our programs and events, you agree to provide accurate and complete information, attend scheduled events or notify us in advance if you cannot attend, follow instructions and guidance from our facilitators and staff, respect other participants and contribute to a safe and inclusive environment, and handle art materials and equipment with care.

Code of Conduct

All participants agree to treat all individuals with respect, dignity, and compassion; refrain from discriminatory, harassing, or harmful behavior; respect the privacy and stories of other participants; not use programs for commercial or promotional purposes without permission; and follow all safety guidelines and venue rules. We reserve the right to remove any participant who violates this Code of Conduct or disrupts programs.

Minors

Parents or guardians who allow minors to participate in our programs must provide consent for participation, are responsible for supervising their children during programs, must review and agree to our photo and media consent policies, and acknowledge that The Holding Frames is not a childcare service.

5. Volunteer Portal

The Holding Frames operates a volunteer portal at portal.theholdingframes.org where volunteers can create accounts, register for programs, log service hours, and access training and facilitation resources. By registering for and using the volunteer portal, you additionally agree to:

• Provide accurate information when creating your account and keep it current
• Maintain the confidentiality of your login credentials and not share account access with others
• Use the portal only for its intended purpose of managing your volunteer participation with The Holding Frames
• Not attempt to access areas of the portal beyond your assigned permission level
• Log hours and program activity accurately and honestly
• Notify us promptly at info@theholdingframes.org if you believe your account has been compromised

We reserve the right to suspend or terminate portal access for any violation of these Terms or conduct inconsistent with our mission and Code of Conduct. Personal information collected through the portal is handled in accordance with our Privacy Policy.

6. Holding Frame Kits

The Holding Frames offers Holding Frame Kits — curated art materials and guided resources that bring the FRAME Method into homes, schools, workplaces, and community settings. Kits are designed to extend our mission beyond our facilitated programs by empowering individuals and groups to hold space for one another through art-making.

Purchase and Fulfillment

When available, Holding Frame Kits will be purchased through our website via Squarespace. We will make reasonable efforts to fulfill orders promptly, but shipping timelines may vary. If your kit arrives damaged or defective, please contact us within 14 days of receipt at info@theholdingframes.org with a description and photo of the damage. We will arrange a replacement kit at no additional cost. Kits are not eligible for refunds.

Tax Deductibility and Mission Fulfillment

Holding Frame Kits are structured as mission-fulfillment purchases, meaning their charitable tax deductibility is tied to how the completed frames are used. To qualify as a tax-deductible contribution, the frames created with your kit must be used to hold space for others — not kept for personal display or decoration.

There are two ways to fulfill this requirement:

• Return shipping: Use the prepaid return label included in your kit to send your completed frames back to The Holding Frames. We will distribute them to a community impacted by disaster as part of our ongoing deployment work.
• Local gift: Gift your completed frames to a local organization or community space — such as a hospital, shelter, school, house of worship, or community center — where they will be displayed or shared in a communal setting.

If you choose the local gift option, please notify us at info@theholdingframes.org with the name of the receiving organization so we can document the gift for our records and provide you with an acknowledgment letter for tax purposes. The Holding Frames does not provide tax advice; please consult your tax advisor regarding your specific situation.

Appropriate Use

Holding Frame Kits are intended for personal, family, or community healing use in the spirit of The Holding Frames' mission. By using a kit, you agree to:

• Use kit materials and guided resources for their intended healing purpose
• Not resell, repackage, or redistribute kit contents or materials for commercial gain
• Not represent yourself as an official THF facilitator, partner, or representative solely by virtue of purchasing or using a kit
• Use the included resources in a manner consistent with our mission of healing, hope, and community connection

Independent Use Disclaimer

Organizations and Group Use

Schools, faith communities, businesses, and other organizations wishing to use Holding Frame Kits as part of a formal program or recurring initiative are encouraged to contact us at info@theholdingframes.org to discuss a partnership or training agreement. Organizational use without a formal agreement does not constitute an official affiliation with The Holding Frames.

7. Trainings and Fee-for-Service Engagements

The Holding Frames offers fee-for-service programs for organizations, including trauma-informed facilitation training, workplace wellness sessions, corporate social responsibility (CSR) activations, and ESG-aligned community impact programs. These engagements are governed by a separate written agreement or service contract between your organization and The Holding Frames, which will take precedence over these Terms where there is any conflict.

Scope and Delivery

All training and fee-for-service engagements are scoped, priced, and delivered according to the terms of your individual contract. The Holding Frames reserves the right to decline or modify any engagement that conflicts with our mission, values, or Non-Discrimination Policy.

Intellectual Property

Training materials, curricula, facilitation guides, and other resources provided as part of a fee-for-service engagement remain the intellectual property of The Holding Frames. Unless explicitly stated in your contract, these materials may not be reproduced, distributed, adapted, or used to train others outside of the agreed scope without our written permission.

Cancellation and Refunds

Cancellation and refund terms for training and fee-for-service engagements are determined by the individual service contract. Please refer to your agreement for specific terms. If you have questions about cancellation prior to signing a contract, contact us at info@theholdingframes.org.

Representation and Affiliation

Completion of a training program or participation in a fee-for-service engagement does not confer Certified Facilitator status or official affiliation with The Holding Frames unless explicitly stated in your contract. Organizations may not publicly represent themselves as THF partners or affiliates without a written partnership agreement.

8. Intellectual Property and Content

Website Content

All content on our website, including text, graphics, logos, images, videos, and software, is the property of The Holding Frames or our licensors and is protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or reproduce our content without permission; use our name, logo, or branding without written authorization; or remove copyright or proprietary notices from any content.

User-Generated Content

When you create artwork, write messages, or submit content during our programs, you retain ownership of your individual creative work and grant us a license to photograph, display, share, and distribute your artwork and messages as part of our healing arts mission — including deploying frames to communities in crisis, featuring artwork in our communications, sharing your messages of hope with recipient communities, and using images in reports, social media, and fundraising materials. Collaborative artworks created during events may be displayed publicly and shared with communities.

Content Guidelines

Any content you create or submit must be appropriate for all ages and audiences, must not contain hate speech, violence, or discriminatory content, must not violate others' intellectual property rights, must not include personal information about others without consent, and must align with our mission of healing, hope, and connection. We reserve the right to remove or not deploy any content that violates these guidelines.

9. Photography and Media

We seek verbal or written consent before using images that clearly identify individuals in our marketing materials, social media, or publications. You may opt out at any time by informing our staff — we will make reasonable efforts to accommodate your request. For identifiable photos of minors, we obtain explicit parental or guardian consent before use in any published materials.

10. Disclaimer of Warranties and Services

Not Mental Health Services

Website and Services

Our website and services are provided "as is" and "as available" without warranties of any kind, either express or implied, including warranties of merchantability or fitness for a particular purpose, warranties that our services will be uninterrupted or error-free, or warranties regarding the accuracy or reliability of content.

11. Donations

Donations to The Holding Frames help sustain our healing arts programs and are processed securely through GiveButter, our third-party donation platform. All donations are final and non-refundable except as required by law. You will receive a receipt for tax purposes (please consult your tax advisor). We reserve the right to use donations where they are most needed to support our mission. For complete details, please see our Donor Policy.

12. Limitation of Liability

To the fullest extent permitted by law, The Holding Frames, its directors, officers, employees, volunteers, and partners shall not be liable for any indirect, incidental, special, consequential, or punitive damages; loss of profits, data, or other intangible losses; damages arising from your use of or inability to use our services; any personal injury or emotional distress occurring during program participation; loss or damage to personal property; or actions or content of third parties.

Assumption of Risk

By participating in our programs, you acknowledge and assume the risks associated with handling art supplies and materials, attending community gatherings, and emotional responses to creative activities and community discussions.

13. Indemnification

You agree to indemnify, defend, and hold harmless The Holding Frames and its directors, officers, employees, volunteers, and partners from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from your use of our services, your violation of these Terms, your violation of any rights of another person or entity, or content you create or submit.

14. Third-Party Links and Services

Our website may contain links to third-party websites, services, or resources. We do not endorse or assume responsibility for any third-party content, products, or services. Your use of third-party services is at your own risk and subject to their terms and policies.

15. Event Cancellations and Changes

We reserve the right to cancel, postpone, or modify events due to circumstances beyond our control (weather, emergencies, venue issues, etc.), change event locations, dates, or formats as needed, and limit participation or attendance for safety or capacity reasons. We will make reasonable efforts to notify registered participants of any changes. We are not liable for any costs, expenses, or losses incurred due to event cancellations or modifications.

16. Privacy and Data Protection

Your privacy is important to us. Our collection, use, and protection of your personal information is governed by our Privacy Policy. By using our services, you consent to our Privacy Policy.

17. Communications

By providing your contact information, you consent to receive communications from The Holding Frames, including event updates and program information, newsletters and impact stories, donation receipts and acknowledgments, and important notices about our services. You may opt out of marketing communications at any time by following unsubscribe instructions in our emails or contacting us directly.

18. Termination

We may terminate or suspend your access to our services at any time, without prior notice, for conduct that we believe violates these Terms, is harmful to other users, our organization, or third parties, or violates applicable laws or regulations. Upon termination, your right to use our services will immediately cease.

19. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Florida, without regard to its conflict of law provisions. The Holding Frames operates programs nationally across multiple states; however, Florida law governs this agreement as our state of incorporation and registration.

Any disputes arising from these Terms or your use of our services shall be resolved first through informal resolution — we encourage you to contact us directly to work through any concerns. If informal resolution fails, disputes may be submitted to mediation. Any legal action must be brought in the courts located in Polk County, Florida.

20. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

21. Entire Agreement

These Terms, together with our Privacy Policy, Donor Policy, and Non-Discrimination Policy, constitute the entire agreement between you and The Holding Frames regarding your use of our services.

22. Waiver

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. Any waiver must be in writing and signed by an authorized representative of The Holding Frames.

23. Contact Information

24. Acknowledgment

By using our website or participating in our programs, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.

Thank you for being part of The Holding Frames community. Together, we create hope, support healing, and prove that no one heals alone.