Privacy Policy

Last updated: November 2026

Template for review. This policy is a starting draft and should be reviewed by The ERay Mission’s attorney. It is not legal advice.

The ERay Mission (“we,” “us,” or “our”) is a 501(c)(3) nonprofit organization. We respect your privacy. This policy explains what information we collect through this website and our application and donation processes, how we use it, and the choices you have.

1. Information we collect

• Contact forms. When you use a form on this site (Get in touch, Grant questions, or Contact us), we collect your name, email address and the message you write.
• Applications. When you apply for help, we may collect the applicant’s name and contact details, information about the equipment requested, insurance denial letters, invoices from equipment providers, and information about the medical or functional need for the equipment. Applications for a minor must be submitted by a parent or legal guardian.
• Donations. Donations are processed by a third-party payment provider. We receive information such as your name, email, address, and the amount and date of your donation. We do not receive or store your full card or bank account number.
• Technical information. Like most websites, our hosting provider may automatically log basic technical information (such as IP address, browser type and the pages requested) for security and to keep the site running. We do not use advertising or tracking cookies.

2. How we use information

• To respond to your messages and questions.
• To review, verify and fulfill applications, including communicating with you and paying equipment providers.
• To process donations, send receipts and acknowledgments, and keep the records a charitable organization is required to keep.
• To protect the security and integrity of our website and organization, and to comply with the law.

3. Health information

Information about a medical condition or need is used only to evaluate and fulfill an application. We share it only with people who need it to process the request (for example, to confirm an invoice with the equipment provider), or when you give us permission, or when the law requires it. Please do not send detailed medical records through our general contact forms.

4. Donor privacy

We do not sell, rent, trade or share our donors’ names or personal information with any other organization. Donor information is used only to process donations, provide receipts and acknowledgments, keep required records, and communicate with donors about our work. If you would prefer not to hear from us, or would like to give anonymously, just let us know.

5. How information is shared

We do not sell personal information. We share it only:

• with service providers who help us operate — such as our website host, the service that delivers our contact-form messages by email, our online application form provider and our donation processor — and only as needed to provide their services;
• with equipment providers, as needed to verify and pay an approved invoice;
• when required by law, or to protect the rights, safety and property of our organization or others.

6. Third-party sites

Our application and donation buttons may take you to forms or payment pages operated by other companies. Their own privacy policies apply to the information you give them.

7. Keeping information safe

We use reasonable administrative and technical measures to protect the information we receive, and we limit access to people who need it. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

8. How long we keep information

We keep information only as long as needed for the purposes above, including any period required for nonprofit, tax and financial record-keeping.

9. Children

This website is intended for adults. We do not knowingly collect personal information online directly from children under 13. Information about a child is provided by a parent or legal guardian as part of an application. If you believe a child has sent us information directly, please contact us and we will delete it.

10. Your choices

You may ask to see, correct or delete the personal information we hold about you, or ask us to stop contacting you, by emailing us. We will honor your request unless we are required to keep the information by law.

11. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.

12. Contact us

Questions about this policy? Email office@theeraymission.org or use our contact form.