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VitalWords (“VitalWords,” “we,” “us,” or “our”) operates the website vitalwords.org (the “Site”) and related community features (the “Community”). This Privacy Policy describes how we collect, use, disclose, and protect your information when you visit or interact with the Site and Community.

By using the Site, you agree to this Policy. If you do not agree, please do not use the Site.

1) Information We Collect

Information you provide directly

  • Account/profile details (name, display name, email, password hash) when you register for the Community or newsletter.

  • Content you post (forum posts, comments, messages, uploaded media).

  • Contact forms and emails (support requests, feedback).

  • Payment details (if you purchase donations, memberships, or products) processed by third-party processors—we do not store full payment card numbers.

Information collected automatically

  • Log and usage data (IP address, device/browser type, pages viewed, links clicked, time on page, referring URL).

  • Cookies, pixels, local storage, and similar technologies (see Section 6).

Information from third parties

  • Email and analytics platforms (e.g., campaign performance, deliverability).

  • Social media platforms if you interact with our profiles or embedded content.

2) How We Use Information

We use information to:

  • Provide, maintain, and improve the Site and Community.

  • Moderate content and maintain community safety.

  • Send transactional emails (account confirmations, community notices).

  • Send newsletters or updates you opt into (you can unsubscribe anytime).

  • Analyze Site performance and audience engagement.

  • Enforce our Terms of Use and comply with legal obligations.

  • Protect against fraud, abuse, and security incidents.

3) Legal Bases for Processing (EEA/UK users)

Where GDPR/UK GDPR applies, we process personal data on these bases:

  • Contract (to provide requested services, accounts, or subscriptions).

  • Consent (for email marketing or non-essential cookies).

  • Legitimate interests (to secure and improve our services, prevent abuse).

  • Legal obligation (to comply with applicable laws).

4) Sharing & Disclosure

We do not sell your personal information. We may share it with:

  • Service providers (e.g., hosting, analytics, email delivery, payment processors) who process data on our behalf under confidentiality obligations.

  • Moderators/administrators who help operate the Community.

  • Legal and safety: if required by law, subpoena, or to protect rights, property, or safety.

  • Business transfers: in connection with a merger, acquisition, or asset sale, consistent with this Policy.

5) Community Content & Public Posts

Content you post in public areas (forums, comments, profiles) is visible to others and may be indexed by search engines. Do not share personal, sensitive, or confidential information in public areas. We may remove content that violates our rules.

6) Cookies & Similar Technologies

We use cookies and similar technologies to:

  • Keep you signed in, remember preferences, and enable core features.

  • Measure traffic and performance.

  • Support marketing for our own content (no third-party ad network tracking unless stated).

You can manage cookies in your browser settings. Where required, we’ll request your consent for non-essential cookies.

7) Analytics, Email, and Third-Party Tools

We may use:

  • Analytics (e.g., Google Analytics 4) to understand usage. GA4 may collect IP addresses and device data in a privacy-enhanced way. You can learn more or opt out via Google’s tools.

  • Email service providers (e.g., Mailchimp/ConvertKit/SendGrid) to manage newsletters and updates.

  • Spam protection (e.g., reCAPTCHA or forum anti-spam tools).

  • Embedded content (e.g., YouTube, Vimeo, social embeds) which may set their own cookies and collect data per their policies.

Update this section to reflect actual services used:

  • Analytics: [GA4]

  • Email: [Mailchimp/ConvertKit/etc.]

  • Community: [WordPress plugin/Discourse/BBPress/etc.]

  • Spam protection: [Akismet/reCAPTCHA/etc.]

8) Data Retention

We retain personal data only as long as necessary for the purposes described here (e.g., to operate accounts, comply with legal obligations, resolve disputes). Public forum content may remain available unless removed per our Community rules.

9) Your Choices & Rights

Email marketing: You can unsubscribe using the link in our emails.
Cookies: Control via browser settings and, where offered, our cookie banner.
Community account: You may update profile details in your account settings.
Privacy requests (EEA/UK/California and similar jurisdictions): Subject to local law, you may request access, correction, deletion, restriction, portability, or objection to processing. See Section 13 to contact us.

10) Children’s Privacy

The Site is not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child provided us information, contact us and we will take appropriate steps to delete it.

11) Data Security

We use administrative, technical, and physical safeguards designed to protect personal data. No method of transmission or storage is 100% secure; use the Site at your own risk and take care with what you share publicly.

12) International Transfers

Your information may be processed in countries other than your own (including the United States), which may have different data protection laws. Where required, we use appropriate safeguards for such transfers.

13) California Privacy Notice (CCPA/CPRA)

We do not sell or share personal information as defined by CCPA/CPRA. California residents may request:

  • Access to categories and specific pieces of personal information collected.

  • Deletion of personal information (subject to exceptions).

  • Correction of inaccurate personal information.

  • Information about our data practices.
    To exercise rights, see Contact Us below. We will not discriminate for exercising your rights.

14) EEA/UK Data Subject Rights (GDPR)

EEA/UK users may request:

  • Access, rectification, erasure.

  • Restriction or objection to processing.

  • Data portability.

  • Withdrawal of consent (where processing is based on consent).
    We will verify identity and respond per applicable law.

15) Third-Party Links

Our Site may link to third-party sites. Their privacy practices are governed by their policies, not ours. Review those policies before providing personal information.

16) Changes to This Policy

We may update this Policy from time to time. Changes take effect when posted with the “Last updated” date. Material changes will be communicated by a notice on the Site or via email where appropriate.