Privacy Policy
Effective Date: Oct 4, 2026
Last Updated: Oct 4, 2026
Pullman Child Welfare Association (“Pullman Child Welfare,” “PCWA,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, retain, protect, and disclose information when you visit our website, use our staff or client account portal, enroll in or participate in a program, contact us, make a donation, or otherwise interact with us.
This Privacy Policy applies to pullmanchildwelfare.org and related online services operated by Pullman Child Welfare. It does not replace program-specific notices, consent forms, confidentiality obligations, or legal requirements that may apply to particular services.
Information We Collect
We may collect information you provide directly to us, including:
Your name, mailing address, email address, telephone number, and other contact information.
Information you submit through forms, account-registration pages, program signups, applications, inquiries, referrals, or communications.
Information you provide when creating, updating, or using a staff or client account.
Information necessary to administer programs, communicate with you, maintain records, verify information, or provide requested services.
Communications you send to us by email, telephone, text message, website form, mail, or other method.
We may also collect limited technical information when you use our website or account portal, including browser type, device type, operating system, IP address, pages viewed, referring pages, dates and times of access, and information needed to operate, secure, troubleshoot, and improve our website and online services.
Website Technologies and Cookies
Our website is hosted through Squarespace. Squarespace and certain website functions may use essential cookies or similar technologies needed to provide, secure, and operate the website and account-related functionality.
We do not use advertising pixels, social-login tools, precise-location tracking, or third-party behavioral advertising technologies on our website.
If we enable non-essential analytics, marketing, or other non-essential cookies in the future, we will update this Privacy Policy and provide any notice or choices required by applicable law. Squarespace provides controls for website owners to restrict non-essential cookies and to display cookie-consent options.squarespace+1
Staff and Client Accounts
Our staff and client portal is a progressive web application (“PWA”). It is a web-based service and not a native mobile application.
We do not access a user’s phone book, calendar, messages, precise device location, or other device data through the PWA unless we separately provide notice and obtain any required permission.
Information entered into staff or client accounts may be used to provide services, manage enrollment, communicate about programs, maintain accurate records, support administrative operations, prevent misuse, and comply with applicable legal, funding, reporting, or recordkeeping obligations.
Address Validation
When a client creates or updates an account, or when an authorized staff member verifies an address that was entered, we may use address-validation tools to help identify formatting errors, standardize mailing addresses, reduce returned mail, maintain accurate records, and support mailing-related operations and reports.
When this feature is enabled, the address entered—including address-line and unit information—may be transmitted to Google Maps Platform’s Address Validation API. Google may return a standardized address and related address-validation information. We use this information to improve address accuracy and support mailing and administrative operations.
Address validation is a data-quality tool. It does not, by itself, determine a person’s identity, household composition, eligibility for services, residency status, access to services, benefits, or any other outcome affecting an individual. Any decision involving services, residency, eligibility, or benefits is made under our applicable program procedures and is not based solely on an automated address-validation result.
We do not intentionally submit case narratives, program notes, medical information, Social Security numbers, payment-card data, financial-account information, or other unnecessary sensitive information to Google Address Validation.
We use and retain Google Maps Platform address-validation information only as allowed by applicable law and the Google Maps Platform terms governing the service. Google Maps Platform’s terms permit certain Address Validation content to be cached temporarily—often for up to 30 consecutive calendar days—after which the content must generally be deleted or replaced with information confirmed or corrected by the end user. Place IDs may be retained under the applicable API policies.cloud.google
Google may receive information associated with an Address Validation request, including the submitted address. Google’s use of information is governed by the Google Privacy Policy. Use of Google Maps Platform features and content is subject to the Google Maps Platform Terms of Service and the Google Maps End User Additional Terms.cloud.google
We may also use United States Postal Service tools or other mailing-related service providers where appropriate for mailing-address quality or delivery operations.
Program Text Messages
We may use SMS/text messages to confirm enrollment or signup for holiday programs and to send reminders about those programs.
By providing a mobile telephone number and opting in where required, you agree that Pullman Child Welfare may send program-related text messages to that number. Message frequency varies. Message and data rates may apply.
You may opt out of recurring text messages at any time by replying STOP, where that option is available, or by contacting us using the information below. We may send a confirmation message after you opt out. For help, reply HELP, where available, or contact us.
We do not share mobile-phone information, text-message opt-in data, or text-message consent with third parties or affiliates for their marketing or promotional purposes. We may share this information only with service providers that help us deliver text messages or when required by law.
Donations Through Square
Our website may link to a donation page or payment experience hosted by Square. When you make a donation through Square, payment-card and transaction information is provided directly to Square or its payment-processing services, not to Pullman Child Welfare through our website.
Your use of Square’s donation or payment experience is subject to Square’s own privacy practices and terms. We encourage you to review Square’s Privacy Notice before providing payment information.
We may receive limited donation-related information from Square, such as donor name, contact information, donation amount, date, transaction status, and any information you choose to provide, in order to acknowledge donations, maintain financial records, comply with legal obligations, and communicate with donors as permitted by law.
How We Use Information
We may use personal and technical information to:
Provide, administer, improve, and document our programs, services, website, account portal, and communications.
Respond to questions, applications, signup requests, referrals, and other communications.
Create and administer client or staff accounts.
Verify, standardize, or update mailing-address information.
Send program-related information, confirmations, reminders, service notices, and requested communications.
Process and acknowledge donations and maintain required financial and tax records.
Protect against misuse, fraud, unauthorized access, security incidents, and technical problems.
Maintain required operational, program, financial, funding, reporting, and legal records.
Comply with applicable law, legal process, contractual obligations, or lawful requests.
Protect the rights, safety, property, and security of Pullman Child Welfare, clients, staff, volunteers, donors, partners, and the public.
How We Share Information
We may share personal information only as reasonably necessary for the purposes described in this Privacy Policy, including with:
Service providers and vendors that perform services for us, such as website hosting, account-system support, information technology, security, email, text messaging, donation/payment processing, address validation, mailing, and record management.
Program or referral partners when necessary to provide or coordinate requested services, subject to applicable confidentiality obligations and requirements.
Government agencies, funders, auditors, regulators, or other oversight entities when required for lawful reporting, oversight, funding compliance, or recordkeeping.
Law enforcement, courts, regulators, or other parties when disclosure is required by law, legal process, or when we reasonably believe it is necessary to protect health, safety, rights, property, or security.
Successors or counterparties in connection with a merger, reorganization, dissolution, transfer of assets, or similar transaction, subject to applicable law.
We do not sell personal information for monetary payment. We do not share personal information with third parties for their own direct-marketing or promotional purposes.
We require service providers to use information only for authorized purposes and to take reasonable measures to protect information they process on our behalf.
Data Retention
We retain client-account information for at least three years after an account becomes inactive. After that period, we may purge or de-identify inactive client-account information unless we need to retain it longer for legal, programmatic, financial, funding, audit, safety, dispute-resolution, or recordkeeping purposes.
Retention periods vary based on the type of information, why it was collected, applicable laws, contractual obligations, funding requirements, and our records-retention practices.
We retain Google Maps Platform address-validation content only for the periods and purposes allowed by the applicable Google Maps Platform terms. We may retain address information independently provided or confirmed by a client in accordance with our own retention practices and applicable law.
Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. However, no method of internet transmission, electronic storage, or security control is completely secure, and we cannot guarantee absolute security.
If we become aware of a data-security incident involving personal information, we will investigate and take steps that we consider appropriate under applicable law, including providing notice when required.
Your Privacy Choices and Requests
You may contact us to request access to, correction of, or deletion of personal information we hold about you, subject to applicable law and our legitimate program, legal, funding, financial, and record-retention obligations.
To make a privacy request, contact us using the information below. We may request information to verify your identity before responding. In some circumstances, we may retain information or be unable to fulfill a request where permitted or required by law, including to maintain records, provide services, protect safety, prevent fraud, or comply with legal obligations.
Children’s Privacy
Our website is not directed to children under 13, and we do not knowingly collect personal information online from children under 13 without appropriate parental or guardian consent. If you believe a child has provided personal information to us without appropriate consent, please contact us so we can take appropriate action.
Third-Party Websites
Our website may link to third-party websites or services, including Square’s donation and payment pages. We are not responsible for the privacy practices, security, content, or terms of third-party websites. Review the privacy notices and terms for those websites before providing information.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, legal requirements, or technology. When we update it, we will post the revised version on this page and update the “Last Updated” date above. If a change is material, we may provide additional notice where appropriate or required by law.
Contact Us
For privacy questions, concerns, or requests, contact:
Pullman Child Welfare
P.O. Box 521
Pullman, WA 99163
Phone: (509) 338-0801
Email: info@pullmanchildwelfare.org