Privacy Policy

Privacy Notice for Member Accounts, Enrollment & Program Participation
Effective Date: October 20, 2026
Website Address: wellfedcommunities.org

1. Purpose & Organization Context

Well Fed Community Development Corporation ("Well Fed," "we," "us," or "our") is a 501(c)(3) non-profit organization dedicated to leveraging nutritious food and education to improve community health outcomes and reduce diet-related illnesses across Arkansas.

This Privacy Policy specifically governs the online platform at wellfedcommunities.org, which serves potential and current participants in our medically tailored grocery box programs. It outlines how we collect, process, store, and safeguard personal information, account credentials, and program enrollment details submitted through our site.

2. Information We Collect & Collection Methods

We collect information directly from you when you register for a website account, complete program enrollment forms, or place grocery box orders.

2.1 Member Account Credentials (Wix Platform)

To access member-only features and track grocery allocations, participants create user accounts on wellfedcommunities.org. Account creation and authentication are powered by Wix.com.

Data Collected: Email address and password (encrypted and hashed by Wix), and account registration dates.
Storage & Processing: Account credentials are stored securely within the Wix platform infrastructure. We do not store or view plain-text user passwords.

2.2 Enrollment Applications & Box Orders (Jotform)

Program enrollment forms, health/dietary preference screeners, and recurring box ordering forms are embedded on wellfedcommunities.org and powered by Jotform.

HIPAA Compliance & Security: All data collected via Jotform is maintained in compliance with HIPAA regulations under an active Business Associate Agreement (BAA) with Jotform, ensuring strict safeguard controls for sensitive information.
Enrollment Form Fields: Member ID, Name, Submission Date, Birth Date, Primary Care Provider, Email, Box Description, Chronic Condition, Who Referred the Member, Primary Care Location, Signature, Media and Photo Consent.
Box Order Form Fields: Box ID, Status, Submission Date, Member ID, Email, Name, Phone Number, Primary Care Location, First Box Confirmation, Box Type
Forgot Member ID Fields: Email and Birth Date
Member ID Verification Fields: Member ID
Box Order Cancellation Fields: Submission Date, Status, Member ID, Box Pick-up Date, Primary Care Location, Box ID.

2.3 Technical & Device Analytics

When you browse wellfedcommunities.org, Wix and integrated services automatically record standard technical log data:

IP address, browser type, device information, and operating system.
Session duration, page views, and navigation paths across the site.
Essential operational cookies used to maintain your active login session.

3. How We Use Your Information

We utilize participant information strictly to deliver nutrition assistance, coordinate program logistics, and fulfill our non-profit mission. Specific uses include:

Program Administration: Processing applications to verify eligibility and enroll participants in appropriate medically tailored grocery programs.
Fulfillment & Delivery: Customizing food boxes to meet specific dietary requirements and delivering packages to participating care hubs.
Participant Communication: Sending order confirmations, delivery notifications, program updates, and renewal reminders via email or SMS.
Program Impact & Reporting: Generating anonymized, aggregated statistical reports for program evaluation, grant funding applications, and community health research.

4. Summary of Data Processing Infrastructure

Well Fed Community Development Corporation does not sell, rent, trade, or lease participant data or personal information to commercial third parties. Information is shared only in the following limited circumstances:

Service Providers & System Vendors: Trusted platform partners (Wix and Jotform) that host site infrastructure and process forms under strict confidentiality and security obligations.
Logistics & Couriers: Delivery personnel and courier partners receive only the Box IDs and delivery location (primary healthcare location) required to drop off grocery boxes.
Legal Compliance: Disclosures required to comply with court orders, applicable state or federal laws, or valid legal process.

6. Health Data & HIPAA / Regulatory Notice

While wellfedcommunities.org collects health-related dietary preferences and eligibility criteria to tailor grocery box allocations, interaction with standard website forms does not automatically establish a clinical relationship.

Where program operations intersect with healthcare provider referrals or direct clinical partnerships, any Protected Health Information (PHI) or Substance Use Disorder (SUD) records are handled in strict compliance with federal standards under HIPAA (45 CFR Parts 160/164) and 42 CFR Part 2. Clinical PHI is maintained separately from standard website administrative records.

7. Data Security & Retention

We employ administrative, technical, and physical safeguards to protect participant data:

Encryption: Data transmitted through website forms and account logins is protected using standard TLS/SSL encryption protocols.
Access Control: Access to participant enrollment submissions and ordering databases is restricted exclusively to authorized Well Fed personnel who require access to perform their job duties.
Data Retention: Account information is retained for as long as the participant maintains an active Wix user account. Enrollment records and order histories are retained in accordance with non-profit health program auditing standards, after which data is securely archived or de-identified.

8. Your Choices & Data Rights

Participants and site users hold the following rights regarding their information:

Account Updating: You can review, update, or edit your email and password by logging into your Wix member account on wellfedcommunities.org.
Data Request & Eradication: You may request a copy of the personal enrollment data we maintain about you, or request that we delete or update your records, subject to legal and regulatory retention requirements.
Communication Preferences: Communications are currently limited to essential operational notices and program updates. You may manage or opt out of non-essential communications by following the instructions included in our messages or by contacting us directly.

9. Privacy Contact Information

If you have questions, feedback, or privacy requests regarding wellfedcommunities.org or our medically tailored grocery box programs, please contact our Privacy Officer:

Privacy Officer: Joshua Harris, Executive Director
Organization: Well Fed Community Development Corporation
Email: j.harris@wellfedar.org
Main Website: wellfedar.org
Program Portal: wellfedcommunities.org