At HEALING HEARTS K-9 THERAPY, we understand that our mission—bringing comfort and therapeutic benefit through our certified K-9 teams—is built on a foundation of trust. This trust extends fundamentally to how we handle the private and sensitive information of our service users, their families, our dedicated volunteers, and our generous donors. This Privacy Policy is meticulously crafted to be transparent about the types of information we collect, the methods we use for collection, the reasons for its processing, and the robust security measures we employ to keep it safe. Operating as a non-profit organization dedicated to Animal-Assisted Intervention (AAI), much of the data we collect is highly sensitive, pertaining to health, emotional well-being, educational status, and financial contributions. Our commitment to privacy is not merely a legal requirement; it is an ethical imperative deeply aligned with our core values of integrity, empathy, and safety. We are committed to maintaining compliance with applicable privacy laws and regulations in every area we serve, ensuring that your privacy rights are respected throughout your engagement with our organization, whether you are utilizing our K-9 services, helping us deliver them, or providing the financial support that makes them possible. We ask that you read this comprehensive policy in its entirety to fully understand our practices regarding your Personal Information and how we strive to honor the trust you place in us every day.

1. Scope and Application of this Policy

Defining the Boundaries of Protection

This Privacy Policy applies to all data collected, processed, and stored by HEALING HEARTS K-9 THERAPY, including data collected through our official website (hhk9.life), direct communications (email, phone, physical mail), forms related to service enrollment or volunteer application, and records generated during the provision of our therapeutic services at partner facilities (hospitals, schools, nursing homes). It covers information gathered from various user categories, which include: (a) Service Users/Recipients (patients, students, residents, and their guardians/family members who benefit from K-9 services); (b) Volunteers/Handlers (individuals who dedicate their time, often with their own certified dogs, to deliver our programs); (c) Donors/Supporters (individuals or corporations who provide financial or in-kind support); and (d) Website Visitors (those who browse our site without necessarily engaging in a transaction). This policy governs both the physical, paper-based records maintained under secure conditions at our Abilene, Texas office and the electronic data stored within our protected digital systems. We commit to applying the highest standard of protection defined within this policy to all data collected, regardless of the user’s geographical location, recognizing the universal importance of data privacy.

2. Information We Collect and Its Necessity

Categorizing Personal Data for Focused Protection

We collect Personal Information only to the extent necessary to fulfill our charitable mission, provide safe and effective AAI services, manage our volunteer base, and administer our fundraising efforts. This collection is categorized based on the source and sensitivity:

2.1. Service User and Family Data (Sensitive/Clinical Data)

This category is the most sensitive and is primarily collected during the intake process for a therapeutic visit or partnership. It is essential for ensuring the safety and efficacy of our K-9 interventions and for reporting outcomes to our partner institutions (e.g., hospitals or schools).

• Identifying Information: Full name, date of birth, contact information (phone, address, email) of the service recipient and their legal guardian or primary contact.
• Clinical/Therapeutic Information: Relevant medical conditions, psychological or emotional states, specific therapeutic goals (e.g., improving range of motion, reducing anxiety scores, literacy level). This data is often de-identified where possible for general reporting but is retained in detail for individual case management.
• Visit Records: Dates, times, duration, and a non-identifying summary of the interaction with the K-9 team, including observed behavioral responses and measured progress toward clinical goals.

2.2. Volunteer and Handler Data (Operational Data)

To maintain the professionalism and safety of our deployed teams, we collect detailed information from applicants and active volunteers.

• Personal Identification: Full name, contact details, date of birth (for age verification).
• Vetting and Safety Records: Results of mandatory background checks, references, and proof of required insurance coverage.
• Training & Certification: Detailed records of the handler’s training attendance, the dog’s current certification status, temperament assessments, veterinary records, and ongoing performance evaluations.
• Scheduling Data: Availability, preferred deployment locations, and time committed, used solely for operational scheduling and management.

2.3. Donor and Financial Data (Stewardship Data)

This information is necessary to process contributions, provide tax receipts, and ensure proper donor stewardship.

• Contribution Details: Amount and date of donation, payment method (though actual payment card details are not stored by us, only by PCI-compliant third-party processors).
• Stewardship Preferences: Communication preferences, whether the donation is anonymous or publicly recognized, and specific campaign allocations.
• Tax Documentation: Information required to issue official tax receipts in compliance with IRS regulations.

2.4. Website and Technology Data (Non-PII and PII)

When you visit our website, certain data is collected automatically to improve functionality, user experience, and analyze traffic trends.

• Usage Data: Internet Protocol (IP) addresses, browser type, operating system, referring URLs, pages viewed, time spent on pages, and dates/times of access. This data helps us ensure the website is accessible and functioning correctly across various devices.
• Location Data: General, non-precise geographic information derived from the IP address (e.g., city and state).

3. How We Use the Information We Collect

Purpose-Driven Data Processing

The information collected by HEALING HEARTS K-9 THERAPY is strictly used for the purposes for which it was originally gathered, always supporting our core mission. Our uses fall into five primary categories:

3.1. Provision of Therapeutic Services

We use Service User and Clinical Data to:

• Tailor Interventions: Customize the K-9 team pairing and the session activities to meet the specific psychological or physical needs of the recipient (e.g., ensuring a calm dog visits a patient with high anxiety).
• Measure Outcomes: Document the effects of AAI on the recipient’s well-being for reporting progress to clinical partners, guardians, and for internal program evaluation.
• Ensure Safety: Review clinical records to identify any necessary environmental or behavioral precautions required for the visit, protecting the recipient, the handler, and the dog.

3.2. Operational Management and Safety

We use Volunteer and Operational Data to:

• Vetting and Training: Process background checks and manage the certification pipeline to ensure all deployed teams meet the highest standards of safety and professionalism.
• Scheduling and Deployment: Efficiently match K-9 teams with scheduled visits and maintain a clear, documented record of all deployed resources.
• Compliance: Maintain official records required by our certifying bodies and partner organizations demonstrating due diligence in team preparation.

3.3. Donor Stewardship and Fundraising

We use Donor Data to:

• Acknowledge and Receipt: Process donations securely and issue timely, accurate tax documentation.
• Stewardship: Maintain a relationship with our supporters by providing updates on our mission’s impact and ensuring they receive communications aligned with their stated preferences (e.g., recognizing non-anonymous donors on our website or in annual reports).
• Resource Planning: Analyze general donation trends to forecast financial needs and plan future program expansion responsibly.

3.4. Communication and Marketing

We use contact information (excluding sensitive clinical data) to:

• Respond to Inquiries: Directly address questions submitted via email, phone, or web forms.
• Share Updates: Send periodic newsletters, event invitations (like the “Paws for Progress” 5K), and organizational news to those who have opted in.
• Promote Mission: Utilize de-identified or anonymized case study data (e.g., general statistics on anxiety reduction) in grant applications and public awareness campaigns.

3.5. Security and Legal Compliance

We use all relevant data categories to:

• Protect Systems: Monitor network traffic and usage data to detect and prevent malicious or unauthorized activity targeting our digital resources.
• Fulfill Legal Duties: Comply with valid subpoenas, court orders, and other legal processes required by governing jurisdictions.
• Maintain Integrity: Enforce our policies and terms of service, protecting the rights and safety of our organization, our teams, and the public.

4. Disclosure and Sharing of Your Information

When and With Whom We Share Data

HEALING HEARTS K-9 THERAPY does not sell or rent any Personal Information to third parties. We only disclose information under specific, limited circumstances necessary to execute our mission, fulfill legal obligations, or maintain operations:

4.1. Sharing with Partner Facilities

In the context of AAI service delivery, we may share essential information with our official clinical and educational partners (e.g., Hendrick Health System, Abilene Independent School District).

• Clinical Data (Limited): We share the minimum necessary information required for patient safety, session documentation, and progress reporting, such as the K-9 team visit log, observed behavioral notes, and adherence to facility-specific protocols. This sharing is always covered by explicit agreements ensuring the partner institution maintains the same high standard of confidentiality.
• Handler/Dog Credentials: We share the handler’s name, contact information, and the dog’s certification credentials with the partner facility staff to ensure proper identification, security, and verification of our teams while on-site.

4.2. Third-Party Service Providers

We engage trusted third-party vendors to perform functions on our behalf. These providers are strictly limited to using the data only for the purpose for which they were engaged and are bound by contractual confidentiality agreements.

• Payment Processors: Companies that securely handle donation transactions (e.g., credit card processing). We never store your full payment card details.
• Database/IT Providers: Cloud hosting services and secure software vendors (e.g., volunteer management platforms, donor relationship management systems) that store and process our operational data under encrypted conditions.
• Vetting Services: Agencies that conduct mandatory background checks for our volunteers and staff.

4.3. Legal and Safety Requirements

We may disclose your Personal Information if we believe in good faith that such action is necessary to:

• Comply with a legal obligation, such as a valid subpoena or court order.
• Protect and defend the rights or property of HEALING HEARTS K-9 THERAPY.
• Prevent or investigate possible wrongdoing in connection with the services.
• Protect the personal safety of service users, volunteers, or the public.

5. Data Security and Protection Measures

Our Multi-Layered Approach to Safeguarding Your Data

Recognizing the sensitivity of the data we handle, HEALING HEARTS K-9 THERAPY implements robust physical, technical, and administrative security measures designed to protect your Personal Information from unauthorized access, loss, misuse, or alteration.

5.1. Technical Security

• Encryption: All sensitive data transmitted through our website (e.g., donation forms, application forms) is protected using Secure Sockets Layer (SSL) technology. Data stored digitally is secured using advanced AES-256 bit encryption on both internal servers and within third-party cloud environments.
• Access Control: Access to digital records containing Service User or Volunteer data is strictly limited to authorized personnel (e.g., Clinical Outreach, Volunteer Director) on a need-to-know basis, enforced by unique user IDs, strong passwords, and multi-factor authentication.
• Network Protection: We utilize enterprise-grade firewalls, intrusion detection systems, and regular vulnerability scanning to monitor and protect our internal networks against external threats.

5.2. Physical Security

• Restricted Access: Paper records, including signed waivers and original background check documentation, are stored in locked filing cabinets within physically secure areas of our Abilene office, accessible only to authorized managerial staff.
• Device Security: All organization-owned computers and mobile devices used by staff and leadership are password protected, encrypted, and regularly updated with the latest security software and patches.

5.3. Procedural Security

• Confidentiality Agreements: All staff, volunteers, and handlers are required to sign strict confidentiality agreements, receiving annual training on data privacy protocols and the specific handling requirements for sensitive clinical data.
• Regular Audits: We conduct regular internal and external audits of our security procedures and data storage systems to identify and mitigate any potential vulnerabilities proactively.

6. Data Retention Policy

How Long We Keep Your Information

We retain Personal Information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including the fulfillment of any legal, accounting, or reporting requirements.

• Service User Data: Clinical records and visit summaries are retained for a period necessary to demonstrate therapeutic outcomes, usually 7 to 10 years following the last recorded service date, to comply with standard clinical record-keeping obligations. This retention period is balanced against the legal requirement to protect sensitive health data.
• Volunteer Records: Training, certification, and background check records are retained for the duration of the individual’s active service plus a post-service period (typically 3-5 years) to maintain a complete history of compliance and safety validation for insurance and regulatory purposes.
• Donor Records: Financial contribution records and associated identifying information necessary for tax compliance are retained for a minimum of seven (7) years as required by financial regulations. Non-financial stewardship preferences (e.g., anonymity request) may be retained indefinitely to honor the donor’s wishes.
• Website/Usage Data: Non-PII usage data is typically retained for up to 12 months for analytical trend tracking, after which it is routinely destroyed or permanently anonymized.

7. Your Data Protection Rights

Empowering You with Control Over Your Information

Depending on your jurisdiction and the nature of your relationship with HEALING HEARTS K-9 THERAPY, you may possess certain rights regarding the Personal Information we hold about you. We commit to honoring these rights fully, provided they do not conflict with our legal obligation to maintain records for safety, clinical documentation, or tax compliance.

7.1. Right of Access (The Right to Know)

You have the right to request confirmation as to whether or not we are processing your Personal Information and, where that is the case, access to the personal data, along with specific information about the purposes of the processing, the categories of data concerned, the recipients to whom the data has been disclosed, and the expected period for which the data will be stored. To exercise this right, please submit a formal request to our Privacy Contact, as detailed below.

7.2. Right to Rectification (The Right to Correct)

You have the right to have inaccurate Personal Information about you corrected, and to have incomplete personal data completed, including by means of providing a supplementary statement. We understand that details like contact information or professional credentials may change, and we encourage our volunteers and partners to notify us promptly of any necessary updates to ensure our records remain accurate and our communications are effective.

7.3. Right to Erasure (The Right to Be Forgotten)

In certain circumstances, you may have the right to request the deletion or removal of your Personal Information where there is no compelling reason for its continued processing. This right is subject to specific exceptions, particularly regarding data we are legally required to retain (e.g., tax records, safety compliance logs, or de-identified clinical outcomes necessary for public health reporting). If you request erasure, we will conduct a careful review to determine if any overriding legal or operational retention period applies, and we will inform you of the outcome.

7.4. Right to Restrict Processing

You have the right to ‘block’ or suppress the processing of your Personal Information in certain circumstances, such as if you contest the accuracy of the data or object to the processing, allowing time for us to verify the claims. While the data processing is restricted, we are permitted to store the personal data, but no further processing actions will be taken without your explicit consent or legal mandate.

7.5. Right to Object to Processing

You have the right to object to the processing of your Personal Information, especially when the data is being processed for direct marketing purposes (e.g., fundraising appeals or event announcements). If you exercise this right, we will cease processing your Personal Information for those objected purposes immediately, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms.

7.6. Exercising Your Rights

To exercise any of these rights, please contact us using the Privacy Contact Information provided at the end of this policy. We will respond to your request promptly, and in all cases, within one month of receiving your request, though we may extend this period for complex requests, in which case we will inform you of the reason for the extension. We may require proof of identity to verify your request before providing access to or making changes to your Personal Information.

8. Children’s Privacy Policy (COPPA Compliance)

Our Dedicated Protections for Young Service Recipients

HEALING HEARTS K-9 THERAPY often provides therapeutic services to children in hospital and school settings. We are deeply committed to protecting the privacy of minors, adhering to the principles of the Children’s Online Privacy Protection Act (COPPA), even though our primary engagement is physical and clinical rather than strictly online.

8.1. Data Collection from Children

We do not intentionally collect Personal Identifying Information (PII) directly from children under the age of 13 through our website or direct communication channels without the verifiable consent of a parent or legal guardian. The clinical/therapeutic data we collect about minors (as detailed in Section 2.1) is always provided by the legal guardian, clinical staff at the partner facility, or school personnel, never directly from the child.

8.2. Guardian Consent and Oversight

When a minor receives K-9 therapy through a partnership agreement (e.g., a hospital or school program), we rely on the legal consent provided by the partner facility, which has, in turn, secured the necessary permissions from the parent or guardian for their child to participate in such therapeutic activities and for the sharing of non-identifying progress reports. Parents or guardians have the right to review the Personal Information collected about their child, request its deletion, or refuse to permit any further collection or use of the child’s information, subject to the safety and record-keeping exceptions noted in Section 7.3.

9. Cookies and Tracking Technologies

Understanding Website Data Collection

Our website, hhk9.life, uses “cookies” and similar tracking technologies (like web beacons or pixel tags) to enhance your browsing experience, analyze site usage, and support our operations. A cookie is a small file placed on your device.

9.1. Types of Cookies Used

• Necessary Cookies: These are essential for the operation of the website, enabling core functions like site navigation, security features, and session management. They are automatically activated and cannot be turned off as the website would not function correctly without them.
• Analytical/Performance Cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us know which pages are the most and least popular and see how visitors move around the site. This data is aggregated and generally anonymous, providing us with valuable insights into content effectiveness.
• Functionality Cookies: These are used to recognize you when you return to our website. This enables us to personalize our content for you and remember your preferences (for example, your preferred text size or region).
• Targeting/Advertising Cookies: These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant advertisements or fundraising appeals on other sites. We use these sparingly and only to promote our charitable mission and events.

9.2. Managing Your Cookie Preferences

You have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, disabling Necessary Cookies may prevent you from taking full advantage of the website. For Analytical and Targeting Cookies, you can manage your preferences through your browser settings or by utilizing publicly available third-party opt-out tools.

10. Third-Party Links

Disclaimer for External Websites

Our website may contain links to external sites that are not operated by us, such as links to partner organizations, external news articles about our work, or third-party payment processors. Please be aware that HEALING HEARTS K-9 THERAPY has no control over the content and practices of these external sites and cannot accept responsibility or liability for their respective privacy policies. We encourage you to review the privacy policy of every site you visit before submitting any Personal Information.

11. International Data Transfers

Data Processing Location

HEALING HEARTS K-9 THERAPY is based in and operates primarily within the United States. All Personal Information collected is stored and processed on secure servers located within the United States. If you are accessing our services or website from outside the U.S., please be aware that your information may be transferred to, stored, and processed in the U.S., where our data protection laws may differ from those in your country of residence. By providing us with your data, you acknowledge and agree to this transfer, storage, and processing.

12. Changes to This Privacy Policy

Policy Updates and Notification

We may update our Privacy Policy from time to time in response to changes in our operational practices, changes to our therapeutic offerings, or as required by evolving legal and regulatory standards. We will notify you of any significant changes by posting the new Privacy Policy on this page and updating the “Last Updated” date at the bottom of the policy. We encourage you to review this Privacy Policy periodically for any changes. Your continued use of our services or website after any modification to this policy will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.

13. Contact Information for Privacy Concerns

Reaching Our Dedicated Privacy Officer

If you have any questions, concerns, or requests regarding this Privacy Policy, our data practices, or if you wish to exercise any of your data protection rights, please contact our dedicated Privacy Contact directly. We are committed to resolving any privacy concerns swiftly and ethically.

Privacy Contact Information:

Attn: Privacy Officer, HEALING HEARTS K-9 THERAPY Email: info@hhk9.life (Please use the subject line: Privacy Policy Inquiry) Mail: 3049 WOODLAKE DR, ABILENE, TX 79606-4216

We thank you for the trust you place in HEALING HEARTS K-9 THERAPY and assure you of our ongoing dedication to protecting your privacy while we continue our mission of compassionate service.

Last Updated: November 18, 2025