Operation Wilderness

Privacy Policy

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Effective Date: October 2026

This Privacy Policy explains how Operation Wilderness(“Operation Wilderness,” “Op Wild,” “we,” “us,” or “our”) collects, uses,discloses, and protects information when you visit our website, complete forms, schedule services, donate, subscribe to communications, participate inprograms, or otherwise interact with us. By using our website or providing information to us, you agree to this Privacy Policy.

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1. Scope

This Privacy Policy applies to information collectedthrough:

• our website;
• online forms;
• scheduling tools;
• email and text communications;
• donation and payment pages;
• CRM and database systems;
• analytics tools;
• marketing systems;
• AI-assisted workflows used for internal operations;
• other online or digital interactions linked to this PrivacyPolicy.

This Privacy Policy does not replace any separate privacy notice, HIPAA notice, consent form, authorization, or clinical agreement that may apply to a specific program or vendor relationship.

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2. Information We Collect

We may collect the following types of information:

1. Information you provide directly
   • name
   • email address
   • phone number
   • mailing address
   • emergency contact information
   • veteran status or military service information
   • family or household information
   • program interest and intake information
   • scheduling information
   • donation and billing information
   • communications preferences
   • survey responses
   • testimonials or feedback
   • uploaded files, forms, or documents
   • health-related,mental health-related, trauma-related, or PTSD-related information, if you choose to provide it through designated intake channels
2. Information collected automatically
   
   • IP address
   • device identifiers
   • browser type
   • operating system
   • pages viewed
   • time spent on pages
   • referring website
   • clickstream and interaction data
   • approximate location inferred from IP address
   • cookies and similar technologies
3. Information from third parties
   We may receive information from:
   • payment processors;
   • form platforms;
   • CRM systems;
   • scheduling vendors;
   • email marketing systems;
   • analytics providers;
   • social media platforms;
   • referral partners;
   • clinical or program partners, where permitted by law and applicable agreements.

3. How We Use Information
We may use information for the following purposes:

• to respond to inquiries;
• to process intake, enrollment, scheduling, and programparticipation;
• to operate and improve our website and services;
• to send administrative, operational, and program communications;
• to send newsletters, updates, fundraising, event, and marketingcommunications where permitted;
• to process donations and payments;
• to maintain participant and donor records;
• to verify eligibility for certain veteran-specific orprogram-specific services;
• to evaluate program effectiveness and outcomes;
• to conduct internal research, analytics, quality improvement,and reporting;
• to comply with legal, tax, accounting, regulatory, andgovernance obligations;
• to detect, prevent, investigate, and respond to fraud, abuse, orsecurity incidents;
• to manage staffing, volunteer, and partner workflows;
• to support AI-assisted internal operations and data routing;
• for any other purpose disclosed at the time of collection or with your consent.

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4. AI-Assisted Workflows

We may use AI-assisted or automated tools to help route, classify, summarize, organize, transfer, or process information.

These tools may be used for:

• intake triage;
• internal administration;
• donor and participant communications;
• workflow automation;
• data entry and synchronization;
• analytics and reporting;
• document processing;
• operational efficiency.

We do not intend to use AI tools to make solely automated decisions that produce legal or similarly significant effects without human review, unless we clearly disclose otherwise or the law permits such use.

You understand that any information you submitmay be processed through automated systems before being reviewed by staff or routed to a database, CRM, scheduling tool, or other platform.

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5. HIPAA-Related and Sensitive Information Notice

We may collect or receive sensitive information, including health-related or mental health-related information, through designated intake channels.

Important:

• Not all parts of ourwebsite are necessarily part of a HIPAA-covered workflow.
• Do not send emergency, crisis, or urgent medical informationthrough the website.
• Use only designated forms or channels for sensitive informationif instructed to do so.
• If a particular program, vendor, or workflow is subject to HIPAA or another health privacy framework, it will be handled according to that framework and applicable agreements.

If you are uncertain whether a submission is appropriate, contact us before submitting sensitive information.

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6. How We Share Information

We may share information with the following categories ofrecipients:

1. ‍Service providers and vendors
   Including but not limited to:
   • website hosting and websiteplatform vendors;
   • form providers;
   • CRM and database providers;
   • email marketing vendors;
   • scheduling vendors;
   • analytics vendors;
   • cloud storage providers;
   • payment processors;
   • donation processors;
   • automation and AI workflow providers;
   • security and IT vendors;
   • accounting, audit, and compliance vendors;
   • legal and professional advisors.
2. Program and clinical partners
   Where permitted by law and applicable agreements, we mayshare information with program partners, clinical partners, referral partners,instructors, and support personnel who assist with services.
3. Legal and regulatory disclosures
   We may disclose information if we believe it is necessary orappropriate to:
   • comply with law, regulation, subpoena, court order, or legal process;
   • respond to lawful requests by public authorities;
   • protect the rights, safety, or property of Operation Wilderness, our users, participants, donors, staff, volunteers, or others;
   • investigate fraud, security incidents, or misuse;
   • enforce our policies and agreements
4. Business or organizational transitions
   If we undergo a reorganization, merger, transfer of assets, dissolution-related transition, or similar event, information may be transferred as part of that process, subject to applicable law.

7. Donation and Payment Information

If you donate or make a payment, we may collect payment-related details such as:

• billing name;
• billing address;
• amount;
• payment method type;
• transaction status;
• last four digits or tokenized payment reference;
• donation preferences, including recurring donation settings.

8. Communications, Email, and Text Messages

If you provide your contact information, you may receive:

• transactional orservice-related messages;
• scheduling reminders;
• program updates;
• donor acknowledgments;
• fundraising appeals;
• newsletters;
• event notices;
• other organizational communications.

Email

You may opt out of marketing emails by using the unsubscribe link or contacting us. We may still send transactional or administrative messages.

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Text messaging

If you consent to text messaging, you may receive recurringor nonrecurring texts depending on the program or setting. Message and datarates may apply. You may opt out by replying STOP if supported. Reply HELP for help.

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9. Cookies and Tracking Technologies

We may use cookies, pixels, tags, and similar technologies for:

• essential sitefunctionality;
• remembering preferences;
• analytics and performance measurement;
• security and fraud prevention;
• campaign tracking and marketing attribution.

You can disable cookies through your browser settings, but some website features may not function correctly if cookies are disabled.

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10. Children’s Privacy

Our website is not intended for children under 13, and we do not knowingly collect personal information from children under 13 without appropriate parental consent or another lawful basis.

If we learn that we have collected personal information from a child under 13 without lawful authorization, we will take reasonable steps to delete it.

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11. Data Retention

We retain information for as long as reasonably necessary to:

• fulfill the purpose forwhich it was collected;
• maintain business, legal, tax, accounting, compliance, andrecordkeeping obligations;
• resolve disputes;
• enforce agreements;
• support safety, security, and operational needs.

Retention periods may vary depending on the type of data and applicable law.

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12. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

You are responsible for using secure devices, maintaining the confidentiality of your own account credentials, and notifying us if you suspect unauthorized use of your information.

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13. Your Choices and Rights

Depending on your location and the nature of the data involved, you may have the right to:

• access information we hold about you;
• request correction or deletion of certain information;
• opt out of marketing emails or texts;
• update your communication preferences;
• request information about our data practices;
• withdraw consent where processing is based on consent, subject to legal or contractual limits.

To make a request, contact us using the information below. We may need to verify your identity before responding.

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14. Florida and Other State Law Disclosures

We are based in Florida and operate in accordance with Florida law, including applicable charitable, nonprofit, consumer, privacy, and recordkeeping requirements. Other state laws may also apply depending on where you reside or where data is processed.

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15. Third-Party Links and Services

Our website may link to or integrate with third-party services. We are not responsible for the privacy, security, or content practices of those third parties. Their own terms and policies apply to their services.

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16. Do Not Track

Some browsers offer a “Do Not Track” feature. Because there is no uniform industry standard, we do not currently respond to Do Not Track signals.

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17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated policy will be effective when posted, unless a different effective date is stated. Your continued use of the website after changes are posted means you accept the revised Privacy Policy.

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18. Contact Us

If you have questions about these Terms, contact us at:

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Operation Wilderness

Email: info@operationwilderness.org

Phone or text: 305-239-7907