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Privacy Policy

1. Overview

Solace (“we,” “our,” “us”) is committed to protecting the privacy, safety, and dignity of every person who visits seeksolace.care (“the Site”). This Privacy Policy explains what information we collect, how we use it, how we protect it, and the choices you have regarding your data.

Because many visitors to our site are survivors of trauma, we prioritize confidentiality, safety, and transparency in all digital interactions.

2. Information We Collect

A. Information You Provide Directly

We collect personal information when you voluntarily submit it through:

    • Contact forms
    • Volunteer applications
    • Donation pages (via third‑party processors)
    • Newsletter sign‑ups
    • Event registrations
    • Requests for services or information

This may include your name, email address, phone number, mailing address, and any information you choose to share in open‑text fields.

B. Information Collected Automatically

Our website runs on HubSpot, which automatically collects:

    • Page views and session activity
    • Referring source
    • IP address (used for general geographic location)
    • Browser and device information
    • Standard HubSpot cookies

We also use Ahrefs for SEO reporting, which may collect anonymized performance and search‑related data.

HubSpot’s content delivery network (CDN) sets two security‑related cookies to ensure safe site performance.

We do not use Google Analytics, Meta/Facebook Pixel, advertising trackers, retargeting tools, or session‑recording scripts.

C. Information from Third Parties

Our website may integrate with or direct visitors to:

    • Harness Giving (donations and event ticketing)
    • Bonfire (merchandise sales)
    • BambooHR (career applications)

These platforms may collect additional information according to their own privacy policies.

3. How We Use Your Information

We use collected information to:

    • Respond to inquiries or requests
    • Provide crisis care, therapy, or program information
    • Process volunteer applications or donations
    • Improve website functionality, security, and user experience
    • Send updates, newsletters, or organizational communications (only if you opt in)
    • Maintain safety and prevent misuse of the Site

We do not sell or rent personal information to any third party.

 

4. How We Share Information

We may share information only in the following circumstances:

A. Service Providers

Trusted vendors who support:

    • Website hosting and security (HubSpot)
    • Email communication (HubSpot)
    • SEO reporting (Ahrefs)
    • Donation processing and ticketing (Harness)
    • Merchandise fulfillment (Bonfire)
    • Career applications (BambooHR)

B. Legal Requirements

We may disclose information if required by law, court order, or to protect someone’s safety.

C. Internal Coordination

Information may be shared within Solace’s crisis care, therapy, and healing arts teams when necessary to respond to your request.

We do not share identifiable information with external partners for marketing purposes.

 

5. Cookies and Tracking Technologies

Our Site uses cookies and similar technologies to:

    • Improve site performance
    • Maintain security
    • Understand how visitors use the Site
    • Enhance accessibility and navigation

You may disable cookies through your browser settings, though some features may not function optimally.

 

6. Data Security

We use reasonable administrative, technical, and physical safeguards to protect your information. However, no system is completely secure, and we cannot guarantee absolute protection of data transmitted online.

If you are concerned about someone monitoring your device, consider using a safe computer or clearing your browser history after visiting our Site.

 

7. Confidentiality for Survivors

Because many visitors are seeking support related to sexual assault, domestic violence, trafficking, or abuse:

    • Information submitted through the Site is not monitored 24/7.
    • For immediate help, please call our crisis line at 1‑877‑IN‑CRISIS.
    • We follow mandated reporting laws for child abuse, threats of harm, or other legally required disclosures.
    • We treat all information with trauma‑informed care and respect.

 

8. Your Rights and Choices (Website Data Only)

You may request:

    • Access to the personal information we hold that was collected through the website, email inquiries, or digital forms
    • Correction or deletion of website‑collected information
    • Opt‑out from email communications
    • Decline cookies through your browser

To make a request, contact us at info@seeksolace.care or through our Contact page. We may need to verify your identity before fulfilling certain requests.

9. Important Notice About Client Records and PHI

Solace maintains client records—including therapy documentation, crisis call notes, advocacy encounters, and other protected health information (PHI)—in a secure electronic medical record (EMR) system.

These records are not collected through the website and are not covered by website privacy rights.

Because these records contain PHI, they are governed by:

    • Federal and state confidentiality laws
    • Mandated reporting requirements
    • EMR retention policies
    • Court‑ordered release procedures

Clients cannot request deletion of their EMR records, crisis documentation, or therapy notes. Clients also cannot obtain copies of clinical records without following the legally required release‑of‑information process, which may require a court order depending on the type of record.

This distinction ensures the safety, legal compliance, and integrity of client care.

 

10. Third‑Party Links

Our Site contains links to external resources, hotlines, and partner organizations. We are not responsible for the privacy practices or content of those sites.

 

11. Children’s Privacy

Our Site is not intended for children under 13. We do not knowingly collect personal information from children without parental consent.

 

12. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated “Last Updated” date.

 

13. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact:

Solace

2210 S Brown Place Sioux Falls, SD 57105

General Office: 605‑336‑1974

Crisis Support: 605‑339‑0116

24/7 Crisis Line: 1‑877‑IN‑CRISIS

Email: hello@seeksolace.care