Privacy Policy

Effective Date: July 23, 2026
Last Updated: July 23, 2026

The Adult Family Home Council of Washington State (“AFHC,” “we,” “us,” or “our”) respects the privacy of our members, adult family home providers, website visitors, event participants, business partners, and others who interact with us.

This Privacy Policy explains how AFHC collects, uses, discloses, and protects personal information through our website, online forms, membership and event systems, communications, programs, services, and other interactions.

1. Scope of This Policy

This policy applies to personal information collected through:

• The AFHC website and online services;

• Membership applications, renewals, and account management;

• Event, conference, training, and meeting registrations;

• Sponsor, vendor, exhibitor, speaker, and partner applications;

• Purchases, payments, donations, and other transactions;

• Email, telephone, mail, web forms, and in-person communications;

• Newsletters and other marketing communications;

• AFHC directories and locator tools;

• Surveys, feedback forms, and requests for assistance;

• Social media and other digital communications; and

• Any AFHC text messaging program that may be approved and launched in the future.

This policy does not govern websites, services, or platforms operated independently by third parties, even when AFHC provides a link to them.

2. Personal Information We Collect

The information AFHC collects depends on how you interact with us.

Contact and identifying information

We may collect:

• Name;

• Mailing or business address;

• Email address;

• Telephone or mobile number;

• Organization or adult family home name;

• Job title or professional role;

• Facility license number or other professional identifier; and

• Communication preferences.

Membership and provider information

We may collect information used to establish, administer, and support membership, including:

• Membership type and status;

• Adult family home or business information;

• Facility contact information;

• Regional or chapter affiliation;

• Member benefits and program participation;

• Renewal and payment information; and

• Communications between a member and AFHC.

Event, training, and conference information

When you register for or participate in an AFHC event, we may collect:

• Registration and attendance information;

• Ticket or admission type;

• Dietary, accessibility, or accommodation requests;

• Continuing-education information;

• Session selections;

• Speaker credentials and presentation materials;

• Vendor, exhibitor, or sponsorship information; and

• Photographs, recordings, testimonials, or quotations when authorized.

Transaction information

When you make a payment, purchase, donation, or other financial transaction, we may collect:

• Billing name and address;

• Transaction amount and date;

• Product, membership, registration, or service purchased;

• Payment status;

• Invoice and receipt information; and

• Limited payment-method information provided by our payment processor.

AFHC generally does not directly store complete credit or debit card numbers. Payment information is processed by authorized payment processors under their own privacy and security practices.

Communications and support information

We may collect information you provide when you:

• Submit a contact or support form;

• Request regulatory, membership, technical, or operational assistance;

• Send us an email or other message;

• Participate in a survey;

• Submit a complaint or concern; or

• Otherwise communicate with AFHC.

This may include the content of your request, related documents, and information needed to respond.

Business partner, sponsor, vendor, and speaker information

We may collect:

• Business and contact information;

• Applications and agreements;

• Logos, biographies, photographs, and promotional materials;

• Product or service descriptions;

• Professional qualifications and credentials;

• Insurance or compliance documentation when required; and

• Payment, registration, and participation records.

Account information

If AFHC provides an online account, we may collect:

• Username;

• Password or authentication credentials;

• Account preferences;

• Login and account activity; and

• Records associated with the account.

Passwords should be stored in a protected or encrypted form and not be accessible to AFHC staff as readable text.

Email and SMS information

When you subscribe to email or, if offered, SMS communications, we may collect:

• Email address or mobile telephone number;

• Date, time, and method of consent;

• The form, page, event, or other source through which consent was provided;

• Subscription preferences;

• Messages sent;

• Delivery and error information;

• Links clicked and other engagement information;

• Replies or requests for assistance; and

• Unsubscribe, opt-out, and consent-withdrawal records.

Providing a telephone number for membership, registration, payment, support, or another operational purpose does not automatically enroll you in marketing text messages.

Information collected automatically

When you use the AFHC website or interact with an electronic communication, AFHC and its service providers may automatically collect:

• Internet Protocol address;

• Browser and device type;

• Operating system;

• Approximate location derived from an IP address;

• Referring and exit pages;

• Pages viewed;

• Dates and times of visits;

• Links clicked;

• Website navigation and interaction information;

• Email engagement information; and

• Cookie or similar technology identifiers.

AFHC does not intend to collect precise device location unless a feature clearly requests permission and the user affirmatively enables it.

Information from other sources

AFHC may receive information from:

• Members, providers, event participants, and business partners;

• Service providers that operate AFHC systems;

• Public records and government data sources;

• Adult family homes that provide or update directory information;

• Event and training partners; and

• Other individuals or organizations when authorized or permitted by law.

AFHC may combine information received from these sources with information already maintained by AFHC.

3. Information You Provide About Other People

Do not provide personal information about another person unless you are authorized to do so and the disclosure is appropriate for the requested purpose.

Adult family home providers should avoid submitting resident names, medical records, Social Security numbers, or other direct resident identifiers through general website forms or ordinary email.

When information concerning a resident or another vulnerable person is necessary for AFHC to provide requested assistance, the provider should:

• Share only the minimum information reasonably necessary;

• Remove direct identifiers whenever possible;

• Confirm that the disclosure is legally authorized; and

• Use a secure method approved by AFHC when sensitive information is requested.

4. How We Use Personal Information

AFHC may use personal information to:

• Establish, manage, and renew memberships;

• Provide member benefits, advocacy, education, and support;

• Respond to inquiries and requests for assistance;

• Process registrations, applications, purchases, and payments;

• Operate conferences, trainings, meetings, and other events;

• Administer sponsorships, vendor participation, and partnerships;

• Maintain provider directories and locator tools;

• Send service notices and administrative communications;

• Send newsletters, educational materials, event information, advocacy updates, and other communications;

• Operate an approved SMS program after obtaining the required consent;

• Personalize communications and website content;

• Maintain consent, preference, and opt-out records;

• Evaluate and improve our website, services, programs, and communications;

• Conduct surveys and analyze engagement;

• Maintain the security and integrity of AFHC systems;

• Detect and prevent fraud, misuse, or unauthorized activity;

• Maintain organizational, financial, and legal records;

• Enforce agreements and organizational policies;

• Meet legal, regulatory, contractual, and reporting obligations; and

• Protect the rights, safety, property, and operations of AFHC and others.

AFHC will not use personal information for a materially different purpose without providing additional notice or obtaining consent when required.

5. How We Disclose Personal Information

AFHC may disclose personal information in the following circumstances.

Service providers

We may provide information to vendors that perform services on AFHC’s behalf, including:

• Website hosting and maintenance;

• Membership and constituent relationship management;

• Email and text messaging;

• Event registration and management;

• Learning and training platforms;

• Payment processing and billing;

• Accounting and financial administration;

• Website analytics and advertising measurement;

• Information technology and cybersecurity;

• Document storage and collaboration;

• Surveys and forms; and

• Professional consulting and support.

These providers may access personal information only as needed to perform services for AFHC and are expected to protect the information appropriately.

AFHC currently uses or may use platforms such as Mailchimp, Salesforce, WordPress, WooCommerce, Maxio, website analytics services, payment processors, and other authorized providers. The providers used by AFHC may change as organizational needs and technology change.

Events, programs, and partnerships

We may disclose limited information to:

• Venues and event contractors;

• Training and continuing-education partners;

• Sponsors, vendors, or speakers when necessary to administer an event;

• Government agencies or program partners involved in a jointly administered activity; and

• Other participants when a directory, attendee list, or networking feature has been clearly disclosed.

AFHC will not provide an attendee list to sponsors or vendors for their independent marketing unless participants have been informed and the disclosure is permitted.

Provider directories and public listings

Information intentionally submitted for an AFHC provider directory, business-partner listing, speaker profile, sponsor recognition, or similar public feature may be displayed publicly.

Before submitting information for a public listing, you should ensure that it is appropriate for public disclosure.

At your direction

AFHC may disclose information when you ask or authorize us to do so, such as when you request that AFHC connect you with an adult family home, partner, agency, or service provider.

Legal and protective purposes

AFHC may disclose information when reasonably necessary to:

• Comply with law, regulation, subpoena, court order, or other legal process;

• Respond to an authorized government request;

• Protect the rights, safety, or property of AFHC or another person;

• Investigate fraud, security incidents, or unlawful activity;

• Enforce an agreement or organizational policy; or

• Obtain legal, accounting, insurance, or other professional advice.

Organizational changes

Information may be transferred as part of a merger, reorganization, transfer of operations, or similar organizational transaction, subject to appropriate confidentiality protections.

6. Sale and Sharing of Personal Information

AFHC does not sell personal information for money.

AFHC does not sell or rent mobile telephone numbers or SMS consent information. Mobile information will not be shared with unaffiliated third parties for their independent marketing or promotional purposes.

AFHC may disclose information to service providers that help AFHC operate its programs, website, communications, payments, and other organizational functions. Such operational disclosures are not permission for those providers to independently market to AFHC subscribers.

Certain website analytics or advertising technologies may be considered a “sale,” “sharing,” or targeted advertising under some state privacy laws, even when no money is exchanged. AFHC will provide legally required choices when those laws apply.

7. Cookies, Analytics, and Similar Technologies

AFHC and its authorized service providers may use cookies, pixels, tags, local storage, and similar technologies.

These technologies may be used for:

• Essential website functions;

• Authentication and account security;

• Remembering preferences;

• Measuring website traffic and performance;

• Understanding how visitors use the website;

• Measuring the effectiveness of communications or advertising; and

• Preventing fraud or misuse.

Cookies may be classified as:

• Necessary cookies, which support core website functions;

• Preference cookies, which remember selections;

• Analytics cookies, which help us understand website use; and

• Advertising or measurement cookies, which measure campaigns or support relevant communications.

You may manage cookies through your browser settings and any cookie-preference tool AFHC makes available. Blocking some cookies may affect website functionality.

AFHC should configure nonessential tracking technologies to respect applicable consent requirements and the options presented through its cookie-management tools.

8. Email Communications

AFHC may send administrative or transactional emails related to:

• Membership;

• Registrations;

• Payments;

• Account activity;

• Requests for assistance;

• Programs or services; and

• Other existing relationships with AFHC.

AFHC may also send newsletters, announcements, event promotions, advocacy updates, and other marketing communications when permitted.

You may unsubscribe from marketing emails by using the unsubscribe link in the message or by contacting AFHC. Unsubscribing from marketing emails does not prevent AFHC from sending necessary administrative or transactional messages.

9. Text Messaging and Mobile Information

AFHC does not operate a public SMS marketing program unless and until the program has been formally approved and launched.

If AFHC launches an SMS program:

• Enrollment will require a clear, affirmative opt-in;

• SMS consent will be collected separately from email consent, membership, registration, or purchase;

• Consent records will include the date, time, source, and scope of the consent;

• Messages will be limited to the program described at enrollment;

• Subscribers may withdraw consent at any time;

• Opt-out requests will be honored promptly;

• Mobile information will not be sold or shared for another organization’s independent marketing; and

• AFHC’s SMS Messaging Terms and Conditions will apply.

AFHC may use an authorized third-party messaging provider to deliver and manage messages. That provider and participating telecommunications carriers may process mobile numbers, message content, delivery information, replies, and engagement data as necessary to operate the program.

10. Payments

Payments may be processed by third-party payment providers.

When you submit payment information, it may be transmitted directly to the payment processor rather than stored by AFHC. Payment providers maintain their own privacy policies, security controls, and terms.

AFHC may retain transaction records such as:

• Purchaser name;

• Billing contact information;

• Transaction date and amount;

• Product or service purchased;

• Payment status;

• Invoice number; and

• Limited payment-method information, such as the card type and last four digits.

11. Data Retention

AFHC retains personal information only for as long as reasonably necessary for the purpose for which it was collected and for legitimate operational, legal, financial, security, and recordkeeping requirements.

Retention considerations may include:

• The duration of a membership, account, program, or business relationship;

• Applicable financial and tax record requirements;

• Contractual obligations;

• Event and continuing-education documentation;

• Limitation periods and potential disputes;

• Security and fraud-prevention needs;

• Consent and opt-out documentation; and

• Legal or regulatory requirements.

SMS consent and opt-out records may be retained after a subscription ends when reasonably necessary to document compliance and prevent future unauthorized messages.

When information is no longer required, AFHC may delete it, anonymize it, or securely dispose of it.

12. Information Security

AFHC uses reasonable administrative, technical, and physical safeguards designed to protect personal information.

Safeguards may include:

• Access controls;

• Multifactor authentication;

• Strong password requirements;

• Secure hosting and transmission methods;

• Vendor review and contractual protections;

• Staff access limitations;

• Security monitoring;

• Data backup procedures; and

• Incident-response practices.

No website, electronic transmission, or storage system can be guaranteed to be completely secure. Individuals should use caution when sending sensitive information by ordinary email or through a general website form.

Suspected unauthorized access or disclosure should be reported promptly to AFHC.

13. Your Privacy Choices and Requests

Depending on applicable law and the nature of your relationship with AFHC, you may request that AFHC:

• Confirm whether it maintains personal information about you;

• Provide access to certain personal information;

• Correct inaccurate information;

• Delete information;

• Withdraw consent for future processing;

• Stop sending marketing communications; or

• Provide information about certain disclosures.

AFHC may need to verify your identity before completing a request. AFHC may deny or limit a request when permitted or required by law, including when records must be retained for legal, financial, security, or contractual reasons.

Requests may be sent to:

Email: info@adultfamilyhomecouncil.org
Telephone: 360-754-3329
Mail: Adult Family Home Council of Washington State, 3309 Capitol Blvd. SW, Tumwater, WA 98501

Please include “Privacy Request” in the email subject line or written request.

Authorized agents may submit requests when permitted by law. AFHC may require evidence of the agent’s authority and may verify the request directly with the person concerned.

14. Washington Consumer Health Data Notice

This section applies when AFHC collects information that qualifies as consumer health data under Washington law.

Categories of consumer health data AFHC may collect

Depending on the feature or service used, consumer health data may include:

• Care preferences or care needs voluntarily submitted through a locator or inquiry form;

• Information concerning disability, dementia, behavioral health, medical needs, or requested care services;

• Search, filter, or inquiry activity that may indicate an interest in a particular type of health-related service;

• Accessibility or accommodation information submitted for an event or program; and

• Other health-related information voluntarily included in a request for assistance.

AFHC does not seek complete medical records through its general website and discourages users from submitting unnecessary health details or direct resident identifiers.

Sources of consumer health data

AFHC may collect this information:

• Directly from the consumer;

• From a family member, legal representative, or other person acting with authority;

• Through website searches, forms, filters, or inquiries;

• From an adult family home or service provider at the consumer’s direction; or

• From an authorized service provider operating an AFHC system.

Purposes for collecting and using consumer health data

AFHC may use consumer health data to:

• Respond to a request for information or assistance;

• Help a consumer identify adult family homes or services matching requested criteria;

• Facilitate a connection requested by the consumer;

• Provide accessibility accommodations;

• Operate and improve a requested locator or support service;

• Maintain security and prevent misuse; and

• Meet legal obligations.

AFHC will not collect or use additional categories of consumer health data, or use existing data for a materially different purpose, without providing notice and obtaining consent when required.

Consumer health data AFHC may share

AFHC may share only the consumer health data reasonably necessary to complete the consumer’s request.

It may be shared with:

• An adult family home or service provider selected by or presented to the consumer;

• Website, form, hosting, CRM, or technology providers acting on AFHC’s behalf;

• Professional advisors when necessary to protect legal rights or comply with law; and

• Government or law-enforcement authorities when legally required.

AFHC does not sell consumer health data.

As of the effective date of this policy, AFHC does not share consumer health data with an affiliated organization for the affiliate’s independent use. This statement must be updated before any such sharing begins.

Consumer health data rights

Subject to applicable law, a consumer may request to:

• Confirm whether AFHC is collecting, sharing, or selling their consumer health data;

• Access their consumer health data;

• Receive information about third parties or affiliates with whom the data was shared;

• Withdraw consent from future collection or sharing; and

• Delete their consumer health data.

Requests may be submitted using the contact information in Section 13 and should include “Consumer Health Data Request” in the subject line.

AFHC may take reasonable steps to authenticate the request. A consumer is not required to create a new account to submit a request.

If AFHC denies a request, the consumer may appeal by emailing info@adultfamilyhomecouncil.org with the subject line “Consumer Health Data Appeal” and explaining the reason for the appeal.

15. Children’s Privacy

AFHC’s website and services are not directed to children under 13, and AFHC does not knowingly collect personal information directly from children under 13 through the website.

A parent or legal guardian who believes a child has provided personal information may contact AFHC to request review and appropriate deletion.

16. Third-Party Links and Services

The AFHC website may link to websites, forms, payment services, social media platforms, government resources, or other services operated by third parties.

AFHC does not control the privacy or security practices of those third parties. Users should review the privacy notices and terms provided by each third party before submitting information.

17. Changes to This Policy

AFHC may update this Privacy Policy as its programs, technology, vendors, and legal obligations change.

The revised policy will identify its effective date. When a change materially affects how AFHC handles personal information, AFHC may provide additional notice through the website, email, or another appropriate communication channel.

18. Contact AFHC

Questions, concerns, or requests concerning this Privacy Policy may be directed to:

Adult Family Home Council of Washington State
3309 Capitol Blvd. SW
Tumwater, WA 98501

Telephone: 360-754-3329
Toll-Free: 888-439-8999
Email: info@adultfamilyhomecouncil.org