Privacy Policy

Effective date: July 20, 2025
Last updated: Jan 16, 2026

InclusiVibe Foundation (“InclusiVibe,” “we,” “us,” “our”) is a Texas-based 501(c)(3) public charity. This Privacy Policy explains how we collect, use, share, and protect information when you interact with our website, forms, and services.

If you have questions, contact: [privacy@inclusivibe.org] (or [info@inclusivibe.org]

1) What we collect

We may collect the following categories of information:

A. Information you provide directly

  • Contact information (name, email, phone, city/state)

  • Donation information (giving amount, recurring preferences, and receipt details)

  • Volunteer, board interest, and general inquiry information

  • Story-related submissions (only what you choose to share)

B. Survey information (confidential)

If you complete our Community Needs Assessment (currently hosted via Google Forms during our transition), we may collect survey responses that include information such as diagnoses and general location. Even if we do not ask for names, some combinations of details could potentially identify you.

C. Website usage information (if enabled)

Depending on how the site is configured, we may collect basic technical data (such as device type, browser type, and pages visited) through standard website tools. [If you do not use analytics/cookies, delete this section.]

2) Where information is collected and stored (service providers)

We use third-party services to operate our website and manage supporter information, including:

  • Neon CRM (NEON): used for supporter management and online forms (including donations and interest forms)

  • Payment processing partners integrated with Neon (as applicable): used to process donations securely

  • Google Forms (transition period): used for certain surveys or intake forms, including the Community Needs Assessment

Your information may be processed and stored by these providers according to their privacy practices, in addition to ours. We aim to use reputable providers and limit access to the minimum necessary.

3) How we use information

We use information to:

  • Process donations and provide receipts and acknowledgments

  • Respond to inquiries and communicate about programs and opportunities you request

  • Manage volunteer and board/advisory interest pipelines

  • Analyze survey results in aggregate to set priorities and improve programs

  • Maintain internal operations, security, and compliance

We do not use your information to provide medical advice, diagnosis, or treatment. We are not a healthcare provider.

4) How we share information

We do not sell donor or respondent information.

We may share information only as needed:

  • With service providers (e.g., NEON, payment processors, Google Forms) to operate our services

  • With contractors/volunteers who support operations, under confidentiality and access controls, limited to what they need

  • If required by law (e.g., lawful requests, compliance obligations)

  • To protect the rights, safety, and security of our community and operations

5) Confidentiality and security

We take practical steps to safeguard information, including access controls and limiting sensitive information to a need-to-know basis. No system can guarantee absolute security, but we work to reduce risk through reasonable administrative and technical protections.

Community Needs Assessment confidentiality (Google Forms during transition)

Confidentiality: This survey is confidential. While we do not ask for names, we collect data (such as rare diagnoses and location) that could potentially identify you.

Secure storage: We use a “three-file” approach to reduce identification risk during analysis: (1) identifying/contact information (if collected) is separated from (2) survey responses, and (3) a linking file is restricted and protected. Access is limited to authorized team members.

Safe reporting: Results are reported in groups. If a subgroup has fewer than 3–5 people, we merge that subgroup into a larger group to reduce re-identification risk.

Voluntary: Participation is voluntary. You may skip any question or stop at any time.

No sale of data: We never sell survey data.

6) Story submissions and consent-first practices

Story-related submissions are handled with consent-first practices. We do not publish an individual’s story without explicit permission. Storytellers can often choose how they are credited (e.g., name, first name, pseudonym) depending on the project format.

Please do not submit medical records or urgent medical concerns through web forms. If you believe you are experiencing a medical emergency, seek immediate medical help.

For details, see: Story Submission Terms: [link to story-submission-terms]

7) Data retention

We keep information only as long as needed for legitimate operational purposes, compliance requirements, and stewardship, including:

  • Donation records retained as required for tax and audit purposes

  • Board/volunteer interest records retained for recruiting and compliance

  • Survey data retained to support aggregate reporting and program planning


If you request deletion, we will honor it where feasible, but we may retain certain records required for legal, tax, or security purposes.

8) Your choices

You may:

  • Ask what information we have about you (where feasible)

  • Request corrections to inaccurate information

  • Opt out of non-essential emails (via unsubscribe links where provided)

  • Request deletion of your information (subject to retention limits above)


Contact: privacy@inclusivibe.org

9) Children’s privacy

Our site and forms are not intended for children under 18. If you believe a child has submitted personal information, contact us so we can address it appropriately.

10) Updates to this policy

We may update this Privacy Policy from time to time. We will update the “Last updated” date above and post the revised version on our site.