Terms and conditions

Defining the Framework for Partnership, Participation, and Digital Engagement

1. Acceptance of Terms and Scope of Agreement

Your Engagement Constitutes Your Full Agreement to These Comprehensive Terms

Welcome to the digital and service platforms of HEARTS OF HELPING HANDS (HOHH). This legally binding Terms and Conditions of Service and Use Agreement (the “Agreement” or “Terms”) governs your access to and use of all HOHH services, programs, resources, physical facilities, and digital properties, including but not limited to the official website, online portals, communication channels, mobile applications (if any), and all related content, data, and information provided by HOHH (collectively, the “Services”). By accessing or utilizing any part of the Services, whether as a Client enrolling in support programs, a Donor contributing funds, a Volunteer offering time, a Community Partner collaborating on initiatives, or a general website Visitor (collectively referred to as “User” or “You”), you acknowledge that you have read, understood, and agreed to be legally bound by these Terms and our companion Privacy Policy. If you do not agree with any part of these Terms, you must immediately cease all access and use of the Services. This Agreement constitutes the entire and sole agreement between you and HOHH, superseding any prior agreements or communications. HOHH reserves the right, at its sole discretion, to modify or replace these Terms at any time. When material changes are made, we will provide reasonable notice, such as posting a prominent notification on the website or updating the “Effective Date” at the beginning of this document. Your continued use of the Services following the posting of any changes constitutes your acceptance of those revised Terms. These Terms are designed to protect both the integrity of our non-profit mission and the safety and rights of every individual engaging with our organization, ensuring a clear and predictable framework for our collaborative relationship within the Tacoma community and beyond.

2. Program Participation and Service Access Terms

Defining Eligibility, Responsibilities, and Conduct for Enrolled Clients and Participants

2.1. Client Eligibility and Enrollment

Eligibility for specific HEARTS OF HELPING HANDS support programs, such as emergency financial assistance, the mentorship program, or certain resource distributions (e.g., specialized dietary aid), is contingent upon meeting specific, non-discriminatory criteria established by HOHH, which are typically based on geographic residency (primarily the Tacoma area) and demonstrable need. Enrollment in any HOHH program requires the prospective Client to complete a formal intake and assessment process, which includes providing accurate, complete, and truthful personal, financial, and household information as requested by our Intake Specialists and Case Managers. The Client acknowledges and agrees that the submission of false, misleading, or fraudulent information during the enrollment or reassessment process will result in immediate termination of all Services and may, where legally required or appropriate, be reported to relevant authorities. Acceptance into any program is subject to HOHH staff availability, resource capacity, and a successful assessment demonstrating alignment between the Client’s needs and the program’s objectives. HOHH maintains the sole discretion to approve or deny enrollment, adjust the level of service provided, or require periodic reassessments of need to ensure equitable resource allocation across the community.

2.2. Standards of Conduct and Cooperation

All individuals participating in or accessing HOHH Services, including Clients, Volunteers, and Partners, are required to adhere to the highest standards of respectful, non-violent, and cooperative conduct in all interactions, both within our physical facilities at 1427 S 58TH STREET and in all virtual or community settings related to HOHH activities. (a) Zero Tolerance Policy: HOHH maintains a strict zero-tolerance policy against any form of harassment, discrimination (based on race, gender, religion, sexual orientation, disability, etc.), verbal abuse, physical violence, theft, or deliberate misrepresentation towards any staff member, volunteer, fellow client, or community partner. (b) Mandatory Cooperation: Clients must actively cooperate with their assigned Case Managers and Program Facilitators, including adhering to scheduled appointments, completing required documentation accurately and promptly, and actively participating in the empowerment goals mutually agreed upon during service planning. (c) Termination of Services: HOHH reserves the right to immediately and permanently suspend or terminate the provision of all Services to any individual or household who violates this Section 2.2, whose conduct poses a credible threat to the safety or well-being of others, or who repeatedly and substantially fails to cooperate with program requirements, provided that all such decisions will be made by senior leadership after due consideration of the circumstances and with a right for the affected individual to submit a written appeal.

2.3. Confidentiality and Privacy Acknowledgment

As a Client or Participant, you acknowledge that you may, during your engagement with HOHH programs (e.g., group workshops, mentorship sessions), become privy to sensitive, confidential information concerning the personal circumstances, struggles, or identifying information of other participants. You hereby agree to hold all such information in strict confidence and will not disclose, share, or use any personal or identifying information about other HOHH Clients, Volunteers, or staff members outside of the context of the HOHH program. This obligation of confidentiality is essential to maintaining the safe, supportive, and trusting environment necessary for our community-focused services to be effective. Violation of this confidentiality agreement by a Client or Volunteer may result in immediate suspension or permanent termination of all HOHH Services and may subject the individual to civil liability if the breach causes harm to others.

3. Terms Governing Donations and Financial Contributions

Accountability, Non-Refundability, and Donor Recognition Policies

3.1. General Donation Terms

All donations, whether monetary (via one-time or recurring payments) or in-kind (goods, supplies, services) made to HEARTS OF HELPING HANDS, a federally registered 501(c)(3) non-profit organization, are voluntary and non-refundable unless otherwise stated in writing by the Executive Director. By submitting a donation, the Donor confirms that they are legally authorized to make the contribution and that the funds originate from a source that is not illegal or fraudulent. (a) Allocation: Donations are generally considered unrestricted, allowing HOHH the necessary flexibility to allocate funds where the need is most urgent and critical at any given time (e.g., emergency financial aid, resource pantry stocking, operational costs). While Donors may suggest a specific program area for their contribution (e.g., “Youth Mentorship”), HOHH maintains ultimate discretion and control over the use of all donated funds to ensure the overall mission and operational integrity are sustained. (b) Tax Deductibility: HOHH will provide a written acknowledgment of all donations of $250 or more (and a receipt for any amount upon request), which the Donor may use for tax deduction purposes in accordance with applicable IRS regulations; however, HOHH does not provide tax advice, and Donors are responsible for consulting with their own tax professionals to determine the deductibility of their contributions.

3.2. Recurring Donations and Payment Processing

For Donors who elect to make recurring contributions (e.g., monthly payments), you authorize HOHH (or its third-party payment processor) to automatically debit the designated account (credit card, bank account) for the specified amount on the agreed-upon frequency (e.g., monthly). (a) Modifications: Recurring Donors may cancel or modify the frequency or amount of their contribution at any time by logging into their online Donor account or by providing written notice to HOHH via the dedicated Donor email address, at least five (5) business days before the next scheduled processing date. (b) Payment Processor: All online financial transactions are handled by a third-party payment processor that is compliant with the Payment Card Industry Data Security Standard (PCI DSS). HOHH does not store sensitive credit card or bank account information on its own servers; by providing payment details, you acknowledge and agree to the terms and conditions of that third-party payment processor.

3.3. Donor Confidentiality and Recognition

As detailed in our Privacy Policy, HOHH respects the privacy of all donors and will not sell, trade, or share donor lists. Unless the Donor explicitly requests to remain anonymous, HOHH may use the Donor’s name for internal reporting, public acknowledgment (e.g., in an Annual Report or event program), and donor stewardship communications. Donors who wish to opt out of any public recognition must clearly indicate their preference for anonymity during the donation process or by providing prompt written notice to our Donor Relations contact. HOHH retains records of all donations as required for regulatory compliance and audit purposes.

4. Website and Digital Usage Terms

Rules for Using Our Online Content, Intellectual Property, and Digital Systems

4.1. Permitted Use of Website Content

All content, information, documents, text, photographs, graphics, logos, and digital materials displayed on the HEARTS OF HELPING HANDS website (the “Site”) are the exclusive property of HOHH or its licensors and are protected by applicable intellectual property and copyright laws. (a) Limited License: HOHH grants you a limited, non-exclusive, non-transferable license to access and use the Site solely for personal, non-commercial, informational, and charitable purposes related to supporting our mission (e.g., learning about programs, making a donation, applying to volunteer). (b) Prohibited Use: You are strictly prohibited from modifying, copying, reproducing, republishing, uploading, posting, transmitting, selling, distributing, or creating derivative works of any Site content without the prior written consent of HOHH. You may not use any automated system, spider, or robot to access, scrape, or extract data from the Site for any commercial or non-mission-related purpose.

4.2. User-Generated Content and Submissions

The Site may allow you to submit content, such as testimonials, comments, or suggestions (“User Content”). By submitting User Content, you grant HOHH a perpetual, irrevocable, worldwide, royalty-free, and non-exclusive license to use, reproduce, modify, adapt, publish, translate, distribute, and display such User Content in any media for any purpose related to the mission of HOHH (e.g., marketing, fundraising, program reporting). (a) Representation of Rights: You represent and warrant that you own or otherwise control all the rights to the User Content you post; that the User Content is accurate; that use of the User Content you supply does not violate this policy and will not cause injury to any person or entity; and that you will indemnify HOHH for all claims resulting from User Content you supply. (b) Monitoring: HOHH reserves the right, but not the obligation, to monitor, edit, or remove any User Content that it deems inappropriate, offensive, libelous, fraudulent, or in violation of these Terms or the law, without notice or liability.

4.3. Digital Communications and Prohibited Activities

You agree not to use the Services, including any online contact forms or email addresses, to transmit any unsolicited commercial communications (“spam”) or to transmit any material that contains software viruses or any other computer code, files, or programs designed to interrupt, destroy, or limit the functionality of any computer software or hardware or telecommunications equipment. You are prohibited from attempting to gain unauthorized access to any portion or feature of the Site, or any other systems or networks connected to the Site or to any HOHH server. Misuse of our contact information or digital systems will result in immediate termination of access and potential legal action.

5. Disclaimers, Warranties, and Limitations of Liability

Understanding the Legal Limits of Our Obligation and Your Use of Services

5.1. Disclaimer of Warranties

The Services, including all content, functions, materials, programs, and information provided through the HOHH website or resource center, are provided on an “as is” and “as available” basis, without any warranties of any kind, whether express or implied. HOHH expressly disclaims all warranties, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement, and accuracy of information. HOHH does not warrant that the Services will be uninterrupted, timely, secure, or error-free, that defects will be corrected, or that the Services or the server that makes them available are free of viruses or other harmful components. While HOHH strives to provide accurate information and effective assistance, we cannot and do not guarantee specific outcomes or results for any Client or program participant, as success is often dependent on factors beyond the organization’s control.

5.2. Limitation of Liability

To the maximum extent permitted by applicable law, in no event shall HEARTS OF HELPING HANDS, its directors, officers, employees, volunteers, agents, or affiliates be liable for any direct, indirect, incidental, special, consequential, or punitive damages, including, without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from (a) your access to or use of or inability to access or use the Services; (b) any conduct or content of any third party on the Services; (c) any content obtained from the Services; and (d) unauthorized access, use, or alteration of your transmissions or content, whether based on warranty, contract, tort (including negligence), or any other legal theory, whether or not we have been informed of the possibility of such damage. You expressly acknowledge and agree that HOHH is not liable for the defamatory, offensive, or illegal conduct of other users or third parties, and that the risk of injury from the foregoing rests entirely with you.

5.3. Indemnification

You agree to defend, indemnify, and hold harmless HEARTS OF HELPING HANDS, its affiliates, directors, officers, employees, volunteers, and agents from and against any and all claims, damages, obligations, losses, liabilities, costs, or debt, and expenses (including but not limited to attorney’s fees) arising from: (a) your use of and access to the Services; (b) your violation of any term of these Terms; (c) your violation of any third-party right, including without limitation any copyright, property, or privacy right; or (d) any claim that your User Content caused damage to a third party. This defense and indemnification obligation will survive the termination of this Agreement and your use of the Services, ensuring the perpetual protection of the organization against claims arising from your interactions.

6. General Legal Provisions

Governing Law, Dispute Resolution, and Miscellaneous Operational Terms

6.1. Governing Law and Jurisdiction

This Agreement, and any disputes arising out of or related to it or the Services, shall be governed by and construed in accordance with the laws of the State of Washington, without regard to its conflict of law principles. You and HOHH agree to submit to the exclusive personal jurisdiction of the state and federal courts located in Pierce County, Washington, for the purpose of litigating all such claims or disputes that cannot be resolved amicably, thereby establishing a clear legal venue for all proceedings related to the organization. This choice of law and venue is made explicitly to centralize the legal framework surrounding a locally focused non-profit operating primarily within the Tacoma area.

6.2. Dispute Resolution and Mandatory Arbitration

In the event of any controversy or claim arising out of or relating to these Terms, including but not limited to any dispute concerning the performance, breach, or interpretation of this Agreement, the parties agree to first attempt to settle the dispute in good faith through confidential mediation administered by a neutral third-party mediator mutually agreed upon by both parties in Pierce County, Washington, before resorting to litigation. (a) Small Claims Exception: Notwithstanding the foregoing, either party may seek immediate injunctive or other equitable relief in a court of competent jurisdiction to prevent threatened or actual infringement, misappropriation, or violation of a party’s copyrights, trademarks, trade secrets, patents, or other intellectual property rights. (b) Class Action Waiver: You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You hereby waive your right to participate in any class action lawsuit against HOHH.

6.3. Severability and Waivers

If any provision of these Terms is deemed unlawful, void, or for any reason unenforceable by a court of competent jurisdiction, then that provision shall be deemed severable from these Terms and shall not affect the validity and enforceability of the remaining provisions. The failure of HOHH to assert any right or provision under these Terms shall not constitute a waiver of such right or provision, and no waiver of any term of these Terms shall be deemed a further or continuing waiver of such term or any other term.

6.4. Force Majeure

HEARTS OF HELPING HANDS shall not be liable for any failure or delay in performance under this Agreement due to causes beyond its reasonable control, including, but not limited to, acts of God, war, terrorism, riots, governmental orders, embargoes, health crises (pandemics/epidemics), fire, or power failure. Upon the occurrence of any such event, HOHH shall be excused from any further performance that is prevented by the event, provided that HOHH shall use commercially reasonable efforts to overcome the delay and resume performance as soon as possible, ensuring that the critical needs of the community are prioritized during periods of external disruption.

7. Contact Information for Legal and Policy Matters

Dedicated Channels for Compliance and Formal Communication

For all formal legal notices, questions regarding these Terms, or official communication concerning rights and obligations under this Agreement, please use the following dedicated channels, ensuring all physical mail is clearly marked “ATTN: Legal Department.”

HEARTS OF HELPING HANDS (HOHH) ATTN: Legal Compliance Department Address: 1427 S 58TH STREET, TACOMA, WA 98408-2319 Email for Legal Inquiries: legal@hohh.life

Effective Date of this Agreement: November 20, 2025

We thank you for reading and acknowledging these Terms and Conditions. Your adherence to these standards ensures the sustainability, integrity, and safety of the HEARTS OF HELPING HANDS mission, allowing us to continue our vital work in the community.