Privacy Policy

Your Privacy Matters to Us

Sprouting Oaks Foundation is committed to protecting the privacy and security of the individuals we serve, the families who trust us with their children's information, the donors who support our mission, and every person who visits our website. This Privacy Statement explains what information we collect, how we use it, and the rights you have over your own information.

By using our website, submitting a form, or making a donation, you acknowledge that you have read and understood this Privacy Statement. If you have any questions at any time, please contact us at contact@sproutingoaksfounation.org.

1. Information We Collect

We collect different types of information depending on how you interact with our website.

When you visit our website, we automatically collect certain technical information, including your IP address, general location, browser type, device type, and the pages you visit. This information is collected by our website platform (Wix) and is used to keep the site running properly and to understand how visitors use it.

When you make a donation, we collect your name, email address, mailing address (if provided), donation amount, and date of gift. Your payment information — including card numbers and banking details — is processed entirely by our secure third-party payment processor. Sprouting Oaks Foundation never receives, stores, or has access to your full payment credentials.

When families submit an intake form to register for our services, we collect the parent or guardian's name and contact information, the child's name, age, and date of birth, insurance status, and basic intake information relevant to scheduling dental care. All forms on behalf of children are completed by a parent or legal guardian.

When partners, providers, or volunteers reach out through our website, we collect the name, title, organization, and contact information they provide.

We do not collect Social Security numbers, government identification numbers, full financial account numbers, or detailed clinical health records through our website. Health information gathered at service events is collected separately and governed by additional privacy protections.

2. How We Use Your Information

We use the information we collect to deliver and improve our services — including scheduling and coordinating dental care events, communicating with families about appointments and follow-up care, and managing intake and consent processes.

We use donation information to process your gift, issue tax-deductible receipts, and maintain financial records as required by law.

We use contact information to respond to inquiries and send operational updates about events or services you have registered for. We will only send newsletters or general mission updates if you have explicitly opted in to receive them. We will never email you without your permission.

We use aggregate, anonymized data to analyze and improve our programs and outreach. This analysis is never conducted in a way that identifies individual people.

We comply with applicable federal and Texas state law in all of our data practices, including nonprofit reporting requirements and applicable privacy regulations.

3. Children's Privacy — COPPA Notice

Sprouting Oaks Foundation serves children ages 5 to 18, and we take the privacy of minors with the utmost seriousness.

We do not knowingly collect personal information directly from children under age 13. All intake information for children is collected from and consented to by a parent or legal guardian. We collect only the minimum information necessary to provide dental care services to eligible children — specifically name, date of birth, age, insurance status, and parent or guardian contact information.

Parents and guardians may review, correct, or request the deletion of their child's information at any time by contacting us at [Email]. We do not use children's information for marketing purposes, and we do not share it with third parties for any commercial purpose. These practices are consistent with the Children's Online Privacy Protection Act (COPPA) and reflect our own commitment to the safety and dignity of every child we serve.

4. Health Information Notice

The intake forms on our website collect basic scheduling information — name, age, and insurance status. This information is not a medical or dental record.

Detailed health and dental information gathered at our service events is handled separately, under the supervision of licensed dental professionals, and is subject to additional protections under applicable federal and Texas state law, including the Health Insurance Portability and Accountability Act (HIPAA) where applicable.

We will never sell health information, share it with advertisers, disclose it to employers, or use it for any purpose other than delivering and improving the dental care services you or your child receives through Sprouting Oaks Foundation.

5. Donations and Payment Processing

When you make a donation through our website, your payment is processed through a secure, PCI-DSS compliant third-party payment processor. Sprouting Oaks Foundation does not receive, store, or have access to your full payment card number, bank account information, or other sensitive financial credentials.

From your donation, we receive your name, email address, donation amount, date of gift, a transaction confirmation number, and mailing address if provided for tax receipt purposes. Your payment processor handles all card and banking information, transaction security, fraud detection, and PCI-DSS compliance. Your payment processor maintains its own privacy policy governing your financial information, which we encourage you to review.

Sprouting Oaks Foundation is a nonprofit organization. Once our 501(c)(3) status is confirmed by the IRS, all qualifying donations will be tax-deductible to the extent permitted by law. You will receive a written acknowledgment of your gift for tax purposes — please retain this for your records.

6. Information Sharing and Disclosure

We do not sell, rent, trade, or share your personal information with third parties for their own use. Period.

We may share your information only in the following limited circumstances.

We work with trusted service providers — including Wix (our website platform) and our payment processor — who help us operate our website and deliver our programs. These providers are bound by confidentiality obligations and are prohibited from using your data for any purpose other than the services they provide to us.

We may disclose information when required by applicable law, court order, or lawful government request, and only to the extent required. We will notify you if we are permitted to do so.

In the rare event we have a good-faith belief that disclosure is necessary to protect the safety of a child or prevent imminent harm, we may share relevant information consistent with applicable law.

For any purpose not described in this Privacy Statement, we will share your information only with your explicit prior consent.

7. Cookies and Website Tracking

Our website is hosted on Wix, which uses cookies and similar technologies to operate the site, remember your preferences, and analyze traffic. We do not use advertising cookies, and we do not sell your browsing data.

The cookies used on this site fall into three categories. Essential cookies are required for the website to function. Analytics cookies collect anonymized traffic and usage data through Wix Analytics. Functional cookies remember your preferences and form entries across your visit.

You can control or disable cookies through your browser settings. Disabling essential cookies may affect website functionality. We do not respond to Do Not Track signals at this time, but we do not engage in cross-site behavioral tracking.

8. Data Security

We implement reasonable and appropriate technical, physical, and administrative safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Our security measures include SSL/HTTPS encryption on all web traffic, secure PCI-DSS compliant payment processing, limited internal access to personal information, Wix platform security and data hosting protections, and regular review of our data handling practices.

No method of transmission over the internet is 100% secure. While we work hard to protect your information, we cannot guarantee absolute security. If you have reason to believe your information has been compromised, please contact us immediately at contact@sproutingoaksfoundation.org.

9. Data Retention

We retain personal information only as long as necessary for the purposes described in this Privacy Statement, or as required by law.

Donor records are retained for seven years, as required for nonprofit financial recordkeeping under IRS regulations. Service intake records are retained for three years following the last event a family participated in, or until deletion is requested. Website visitor data is retained as determined by Wix platform settings, and is typically anonymized after 26 months. Email communications are retained until you unsubscribe or request deletion. Partner and provider information is retained for the duration of the relationship plus three years.

10. Your Rights

You have the right to access a copy of the personal information we hold about you, to request that we correct inaccurate or incomplete information, to request that we delete your personal information (subject to any legal retention obligations), and to opt out of communications or request that we stop using your information for specific purposes.

To exercise any of these rights, contact us at contact@sproutingoaksfoundation.org. We will respond within 30 days.

If you are a Texas resident, the Texas Data Privacy and Security Act (TDPSA) provides you with additional rights regarding your personal data. Please contact us directly if you have questions about your rights under Texas law.

11. Third-Party Links

Our website may contain links to third-party websites, including our payment processor, social media platforms, and community partner organizations. This Privacy Statement does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party site you visit. Sprouting Oaks Foundation is not responsible for the privacy practices of third parties.

12. Changes to This Privacy Statement

We may update this Privacy Statement from time to time as our programs, services, or legal obligations evolve. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify registered users by email. Your continued use of our website after any update constitutes acceptance of the revised statement.

13. Contact Us

If you have questions, concerns, or requests related to this Privacy Statement or your personal information, please contact us at contact@sproutingoaksfoundation.org.

We respond to all privacy requests within 30 days.

Sprouting Oaks Foundation | Privacy Statement | Effective: June 2026