Privacy Policy

WELLNESS 4 WARRIORS – PRIVACY POLICY

Last Updated: April 20, 2025

This Privacy Notice (“Notice”) for Wellness 4 Warriors (“W4W,” “we,” “us,” or “our”) explains how and why we collect, use, store, and share (“process”) personal information when you:

• Visit our website (e.g., https://www.wellness4warriors.us) or any page that links to this Notice 
• Apply for assistance through any W4W program 
• Make a donation, become a sponsor, or volunteer 
• Participate in W4W events, campaigns, or community activities 
• Communicate with us via phone, email, SMS, or our online portals 

We are committed to protecting the privacy, dignity, and security of the veterans, families, donors, and partners we serve.

If you have questions or concerns after reviewing this Notice, please contact us at info@wellness4warriors.us.

SUMMARY OF KEY POINTS

This section highlights major points from our Privacy Notice. More detail is provided in the full text below.

What personal information do we process?

We may process contact information, application details, donation information, and communication history depending on how you interact with W4W.

Do we process sensitive personal information?

W4W does not collect medical records or diagnostic information directly.
However, veterans applying to certain programs (such as Operation Access or Operation Clarity) may voluntarily share limited information needed to determine eligibility or coordinate care through the W4W Medical Network.
We do not store or process medical diagnoses unless voluntarily provided.

Do we collect information from third parties?

W4W does not purchase or acquire personal information from third-party data brokers.
We may receive information only when:

• A veteran is referred by a participating provider
• A donor uses a third-party donation processor
• You interact with our social media platforms

How do we process your information?

To manage programs, communicate with you, ensure donor accountability, verify eligibility, schedule services, enhance security, and operate W4W’s nonprofit mission.

Do we share information with others?

Only when necessary to:

• Coordinate care through the W4W Medical Network
• Process donations
• Comply with legal obligations
  We never sell personal information. 

How do we protect your information?

By using reasonable organizational and technical safeguards. No system can be guaranteed 100% secure, but we continuously work to protect all information entrusted to us.

Your rights

Depending on your location, you may have rights to access, correct, or delete your personal data.

How to exercise your rights

You can submit a data request at any time by contacting us at info@wellness4warriors.us.

TABLE OF CONTENTS

1. What Information Do We Collect?
2. How Do We Process Your Information?
3. When & With Whom Do We Share Your Information?
4. How Long Do We Keep Your Information?
5. How Do We Keep Your Information Safe?
6. Do We Collect Information From Minors?
7. Your Privacy Rights
8. Do-Not-Track Features
9. U.S. State-Specific Privacy Rights
10. SMS, RingCentral, and AI-Assisted Communication
11. Updates to This Notice
12. Contact Information
13. How to Review, Update, or Delete Your Data

1. WHAT INFORMATION DO WE COLLECT?

A. Personal Information You Provide

We collect information voluntarily provided by donors, veterans, volunteers, and medical partners, such as:

• Name
• Email address
• Phone number
• Mailing address
• Donation amount and history
• Volunteer preferences
• Application details for veteran programs
• Limited non-medical information relevant to program eligibility
• Communication preferences (email, SMS, phone)

B. Program-Specific Information (Veterans Only)

When applying for benefits under Operation Access, Operation Clarity, Operation Restore, or Operation Family, you may choose to provide:

• Service information (branch, years served)
• DD-214 or equivalent documentation
• Basic information about hardships or unmet medical needs (voluntary)

W4W does NOT store:

• Full medical records
• Treatment plans
• Prescription details
• Diagnostic codes
• Protected health information (PHI) unless voluntarily submitted and required for program verification

We treat all information shared by veterans with the highest respect and confidentiality.

C. Automatically Collected Information

When visiting our website, we may collect anonymized or aggregated data such as:

• IP address
• Browser type
• Device information
• Website interactions
• Page views
• Cookie data (where applicable)

2. HOW DO WE PROCESS YOUR INFORMATION?

We process personal information for purposes including:

A. Delivering W4W Programs & Services

• Reviewing veteran applications
• Coordinating with W4W Medical Network providers
• Verifying eligibility
• Processing financial assistance requests
• Managing donor contributions
• Issuing donation receipts and year-end summaries

B. Communication

• Responding to inquiries
• Sending updates, confirmations, and reminders
• Facilitating event sign-ups
• Providing program updates and impact reports
• Sending donor and volunteer communications

C. Security & Fraud Prevention

• Protecting donor accounts and transactions
• Authenticating applications
• Monitoring site security

D. Compliance

• IRS rules for nonprofit record-keeping
• Federal and state charity regulations
• Auditing requirements

E. With Consent

• SMS alerts
• Email notifications
• Optional surveys
• Testimonials

3. WHEN & WITH WHOM DO WE SHARE INFORMATION?

W4W does not sell personal information.

Information may be shared with:

A. Service Providers

Strictly to enable W4W operations:

• Donation processors
• Event registration tools
• Email/SMS communication platforms
• Website hosting services

B. W4W Medical Network Providers

Only when a veteran applies for a program requiring coordination of care, and only with the veteran’s permission.

C. Legal or Safety Obligations

We may disclose information if required to:

• Comply with law
• Respond to lawful requests
• Protect the safety or rights of veterans, donors, staff, or the organization

4. HOW LONG DO WE KEEP YOUR INFORMATION?

We retain information only as long as necessary to fulfill the purposes in this Notice or to meet legal obligations.

Examples:

• Donation records: 7 years (IRS requirement)
• Veteran applications: duration of program service + administrative retention period
• Volunteer records: while active + lawful retention period

5. HOW DO WE KEEP YOUR INFORMATION SAFE?

We use reasonable physical, administrative, and technical safeguards such as:

• Secure data storage
• Encrypted transmission (SSL/TLS)
• Role-based access for staff and volunteers
• Vendor security reviews
• Regular system monitoring

Despite best practices, no system is 100% secure.

6. DO WE COLLECT INFORMATION FROM MINORS?

We do not knowingly collect information from children under 18.
If such data is discovered, it will be deleted promptly.

7. WHAT ARE YOUR PRIVACY RIGHTS?

Depending on your location, rights may include:

• Access to your personal data
• Correction of inaccurate information
• Deletion requests
• Withdrawal of consent
• Copy of your personal data
• Non-discrimination for exercising privacy rights

To submit a request:
info@wellness4warriors.us

8. DO-NOT-TRACK FEATURES

We do not respond to browser DNT signals due to lack of industry standards.

9. U.S. STATE-SPECIFIC PRIVACY RIGHTS

Residents of states with enhanced privacy laws (CA, CO, CT, FL, VA, TX, etc.) may be entitled to additional rights described in this section.
We honor valid data requests in accordance with applicable law.

10. SMS, RINGCENTRAL & AI-ASSISTED COMMUNICATION

W4W uses SMS and voice tools (including RingCentral and optional AI-powered responses) to communicate with veterans, donors, and volunteers.

We do not sell or share mobile numbers or SMS consent with third parties.
SMS consent is used solely for W4W communications such as:

• Appointment reminders
• Application updates
• Event notifications
• Donation confirmations
• Volunteer coordination

Users may reply STOP to unsubscribe at any time.

11. DO WE MAKE UPDATES TO THIS NOTICE?

Yes. Updates are posted with a revised date.
Material changes may be communicated directly.

12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

Wellness 4 Warriors
Attn: Data Protection Officer
Email: info@wellness4warriors.us
Mailing Address: (Insert final W4W mailing address once chosen)
United States

13. HOW CAN YOU REVIEW, UPDATE, OR DELETE YOUR DATA?

Submit your request via:
📧 info@wellness4warriors.us

We will respond in accordance with applicable privacy laws.