Effective Date: March 27, 2026

281 Madison Avenue N, Bainbridge Island, WA 98110

1. Introduction

Helpline House is a 501(c)(3) nonprofit organization located on Bainbridge Island, Washington, dedicated to providing social services, emergency assistance, and community resources to individuals and families in need. We are committed to protecting the privacy of our clients, donors, volunteers, and website visitors.

This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with applicable federal law and the laws of the State of Washington, including the Washington Privacy Act (RCW Chapter 19.375) and other applicable statutes.

2. Information We Collect

2.1 Information You Provide Directly

We may collect the following types of personal information when you interact with us:

• Contact information (name, address, phone number, email address)
• Donation and financial information (payment method, gift amounts, billing address)
• Client intake information (household composition, income, needs assessment data)
• Volunteer application information (background check consent, skills, availability)
• Communications you send us (emails, letters, feedback forms)

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• IP address and general geographic location
• Browser type and device information
• Pages visited and time spent on the site
• Referring website or search terms

We may use cookies or similar technologies to improve your experience. You can adjust cookie settings in your browser at any time.

3. How We Use Your Information

Helpline House uses personal information for the following purposes:

• Providing social services, emergency assistance, and referrals to clients
• Processing donations, issuing tax receipts, and acknowledging gifts
• Communicating with donors, volunteers, and community members about our programs
• Coordinating volunteer activities and managing our volunteer program
• Complying with legal obligations, grant reporting, and nonprofit regulations
• Improving our website, programs, and services
• Conducting aggregate, anonymized research and reporting to funders

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

4. Washington State Privacy Rights

As a Washington State resident, you have specific rights under the Washington My Health MY Data Act (effective 2024) and related statutes. Depending on the nature of the information collected, you may have the right to:

• Access and receive a copy of the personal data we hold about you
• Correct inaccurate personal data
• Request deletion of your personal data (subject to legal and operational retention requirements)
• Opt out of any sale of personal data (we do not sell personal data)
• Appeal any decision we make regarding your privacy rights request

To exercise any of these rights, please contact us using the information in Section 9. We will respond to verifiable requests within 45 days, as required by Washington law, with an option to extend by an additional 45 days with notice.

5. Client Confidentiality

Helpline House takes extra care with information shared by clients seeking services. Client information is used only to provide requested services, maintain case records, and comply with grant and funder reporting requirements. Identifiable client data is not shared with outside parties except:

• With your explicit written consent
• As required by law (e.g., mandatory reporting obligations)
• To prevent imminent harm to you or others
• For anonymized, aggregate reporting to funders with no personally identifiable information

Helpline House staff and volunteers who handle client information are trained on confidentiality obligations and sign confidentiality agreements.

6. Donor Privacy

Helpline House respects the privacy of our donors. We do not share donor names, contact information, or giving history with outside organizations. Donors who wish to remain anonymous may request anonymity at the time of their gift. We provide IRS-required acknowledgment letters for tax-deductible contributions as required by federal law.

7. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or destruction. While no method of transmission or storage is 100% secure, we take the protection of your information seriously.

In the event of a data breach affecting your personal information, we will notify you as required under Washington’s data breach notification law (RCW 19.255.010).

8. Third-Party Services

We may use trusted third-party service providers to help us operate our website, process donations, or manage communications. These providers are contractually obligated to use your information only as necessary to perform services for us and in accordance with this Policy.

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies.

9. Children’s Privacy

Our website is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent. If you believe we have inadvertently collected such information, please contact us immediately and we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated policy will be posted on our website with a revised effective date. We encourage you to review this policy periodically.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us at:

Helpline House

282 Knechtel Way NE 

Bainbridge Island, WA 98110

Phone: (206) 842-7694

Email: helpline@helplinehouse.org

Website: www.helplinehouse.org