Privacy Policy

Effective Date: August 05, 2025

This Privacy Policy explains how Village to Village Doulas LLC (“Company,” “we,” “us,” or “our”) collects, uses, discloses, and protects your information when you visit our website, www.villagetovillagedoulas.com (the “Website”), and/or use our client and doula portal, including our mobile or web-based application (the “App”), collectively referred to as the “Services.”

By accessing or using our Services, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access or use our Services.

1. Information We Collect

a. Information Collected via Website
When you use our Website, we may collect:

Full name
Email address
Phone number
Due date
Address
Birthing location

This data is primarily collected through embedded forms for service inquiries or client applications.

b. Information Collected via App (Client & Doula Portal)
When you use our App, which functions as a secure client and doula portal through our CRM (EngineHire), we may collect:

Contact information (name, email, phone, address)
Emergency contacts and partner details
Health-related information (pregnancy history, birth preferences, medical conditions)
Child and household information (e.g., names, pets)
Scheduling preferences and shift requests
Payment and invoicing details (processed securely via Stripe)
Contracts and signed agreements

This information is collected to ensure we provide you with personalized, secure, and high-quality doula services.

2. Use of Information
We may use your information to:

Provide and manage doula care and support services
Communicate with you (e.g., appointment reminders, support updates)
Process payments and generate invoices
Match clients with doulas based on location and availability
Send limited marketing or informational emails (with your consent)
Maintain internal records and administrative tasks
Comply with legal obligations and protect our legal rights

3. Sharing of Information
We do not sell or rent your personal information. We may share limited data with trusted third-party service providers only as necessary to operate our business:

EngineHire CRM: A HIPAA & GDPR-compliant platform that stores and processes client and doula data
Stripe: Used to process payments securely
Omnisend: Used to send email communications (only name and email are shared)

We ensure these third parties are contractually obligated to protect your data.

4. Data Security
We are committed to safeguarding your information through appropriate technical and organizational measures. These include:

Encrypted payment processing via Stripe
Password-protected access to systems
Role-based data access (only authorized staff and matched doulas may view relevant client data)
Regular audits of our data handling procedures

Although we strive to use commercially acceptable means to protect your data, no method of transmission over the internet or method of electronic storage is 100% secure.

5. User Access and Control
You have the right to:

Request access to the personal data we hold about you
Request corrections or updates to your information
Request deletion of your data (subject to legal or operational limitations)
Opt out of non-essential communications

You can make these requests by contacting us at aijanae@villagetovillagedoulas.com.

6. Children’s Privacy
Our Services are not directed toward children under the age of 13, and we do not knowingly collect personal information directly from children.

However, we may collect limited information about children (such as name and age) provided by their parent or legal guardian in the course of delivering doula and postpartum care services. This information is used solely to support and personalize care for the client and their family.

If we become aware that we have inadvertently collected personal information directly from a child under 13 without verified parental consent, we will take immediate steps to delete such information.

7. Legal Basis for Processing (if applicable)

We process your information based on:
Your consent
The need to perform our contractual obligations
Our legitimate business interests
Compliance with legal obligations (e.g., record-keeping)

8. Data Retention
We retain personal information for as long as it is necessary to fulfill the purposes outlined in this Privacy Policy, including the provision of care, recordkeeping, legal, and operational requirements.

All data is securely stored within our HIPAA & GDPR-compliant system, and we maintain appropriate safeguards to protect it. When information is no longer actively needed, we handle it in accordance with applicable legal and regulatory guidelines, which may include securely archiving or anonymizing data as appropriate.

9. International Users
Our services are intended for individuals located in the United States. If you are accessing our Services from outside the U.S., please be aware that your information will be processed and stored in the United States.

10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Effective Date" at the top of the page. Significant changes will be posted on our Website and/or notified through the App.

11. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Village to Village Doulas LLC
Email: aijanae@villagetovillagedoulas.com
Website: www.villagetovillagedoulas.com