Privacy Policy for Sonoma Family Meal Website

Last Updated: 7/2/26

Please read this Privacy Policy carefully and in its entirety before using www.sonomafamilymeal.org. By accessing or using this Website, you agree to this Privacy Policy.

1. Introduction

At Sonoma Family Meal (“we,” “our,” or “us”), we respect your privacy and are committed to protecting it through our compliance with this Policy. This Policy describes the types of information we may collect from you or that you may provide when you visit our website, use our webforms, or engage our meal, culinary training, and community food support services (collectively, the “Services”).

It is our policy to process personal information with the utmost respect for privacy and security. We adhere to applicable privacy and data security laws to ensure that the personal information we handle is protected against unauthorized access, disclosure, alteration, and destruction using reasonable administrative, technical, and physical safeguards appropriate to the nature of the information. Our practices are designed to safeguard the confidentiality and integrity of your personal information, while enabling us to deliver the services you trust us with.

We do not have a designated Data Protection Officer (DPO) but remain fully committed to addressing your privacy concerns. Should you have any questions or require further information about how we manage personal information, please feel free to contact us at hello@sonomafamilymeal.org or 707-978-2340.

Your privacy is our priority. We are committed to processing your personal information transparently and with your safety in mind. This commitment extends to our collaboration with third-party services that may process personal information on our behalf, such as in the case of sending invoices. We require third-party service providers that process personal information on our behalf to use the information only to provide services to us and to maintain reasonable safeguards consistent with applicable privacy laws.

2. Scope and Application

Our Privacy Policy is designed to protect the personal information of all our stakeholders, including website visitors and customers. Whether you are just browsing our website www.sonomafamilymeal.org, or engaging with us as a valued customer, we ensure that your personal data is processed with the highest standards of privacy and security. This Policy outlines our practices and your rights related to personal information.

3. Information We Collect

We collect information from and about users of our Services, including:

  • Personally Identifiable Information (PII): We may collect your name, phone number, email address, mailing address, and other information you choose to provide through our forms, communications, or service interactions.

  • Technical Data: IP addresses, browser types, and usage details collected automatically through cookies and web beacons.

  • Payment information: Sonoma Family Meal employs third-party service providers to collect, process, encrypt and store payment information, meaning sensitive financial data never touches or is stored by Sonoma Family Meal.

4. How We Collect Information

We collect this information:

  • Directly from you: When you fill out a form, or correspond with us via email or phone.

  • Through Analytics and Site Tools: We use Google Analytics, CallRail, CrazyEgg, Squarespace, Cookie Consent, and similar tools to better understand user behavior, improve user experience, measure site performance, maintain website security, and record consent preferences.

  • Through Third-Party Tools: We use Network For Good, Bonterra, and Constant Contact as our client intake and relationship management software to enable us to contract and render services.

5. How We Use Your Information

We use the information we collect to:

  • Provide timely support and respond to inquiries or service requests.

  • Conduct necessary business operations, such as account management and customer satisfaction.

  • Enhance user experience and satisfaction on our platform by understanding customer behavior, needs and preferences.

  • Improve our products and services to meet the evolving demands of our users.

  • Analyze website performance and reach.

  • Resolve disputes, troubleshoot problems, and enforce our agreements with you, including our Terms of Service and this Privacy Policy.

Your privacy is our priority. We process your personal information transparently and in accordance with your preferences and applicable privacy laws. We use your personal information for the purposes described in this Policy, for compatible operational purposes, as authorized by you, or as otherwise permitted or required by applicable law.

6. Cookies and Tracking Data

We use cookies from Google Analytics, Call Rail, CrazyEgg, Squarespace, and Cookie Consent to track website performance, analyze user behavior, log user consent, distinguish between human and bot traffic, make changes to our website, and for call-tracking functionality. The following categories of data are collected pending user consent:

  • Statistics

  • Marketing

  • Necessary

Users can view the individual cookies in each of these categories by selecting “Show details” on the Cookie Consent banner on our Website. Users can also manage preferences through the Cookie Consent banner on our website and, where applicable, choose “Do Not Sell or Share My Personal Information.”

Your choices and consent:

Upon your first visit, our website will present you with a cookie consent banner, where you can:

  • Accept all cookies: Consent to the use of all cookies and tracking technologies.

  • Reject non-essential cookies: Only essential cookies will be used to provide you with necessary website functions.

  • Customize your preferences: Choose which categories of cookies you wish to allow.

Changes to Our Cookie Use:

We may update our use of cookies and tracking technologies to improve our services or comply with legal requirements. We will notify you of any significant changes and seek your consent where necessary.

For more detailed information about the cookies we use, their purposes, and how you can manage your preferences, please select “Show details” on our Cookie Consent banner.

Should you have any questions or concerns about our use of cookies and tracking technologies, please do not hesitate to contact us at hello@sonomafamilymeal.org or 707-978-2340. Your privacy and the integrity of your personal data are of utmost importance to us.

7. Disclosure of Your Information

We do not sell or trade your personal information to outside parties. We do not share your personal information for cross-context behavioral advertising. We may disclose personal information to service providers, contractors, professional advisors, payment processors, analytics providers, government authorities, or other third parties as described in this Policy, including:

  • To comply with any court order, law, or legal process.

  • To protect the rights, property, or safety of Sonoma Family Meal, our customers, or others.

8. Data Security

We have implemented measures designed to secure your personal information from accidental loss and unauthorized access. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security of personal information.

Data storage:

Personal information: All personal information received through our forms is processed by Squarespace in secure servers located in the following locations: United States. That information is then delivered to us so that we may contact you regarding the services requested. We use Constant Contact to process and store personal information for the purpose of contacting our customers regarding requested services. Once we have received adequate information regarding your request, we use Network For Good, Bonterra, and Constant Contact to prepare and provide our services. Network For Good, Bonterra, and Constant Contact use personal information to deliver the requested services and store data in accordance with their applicable retention practices, our instructions, and applicable legal requirements.

Cookies and Tracking Technologies: We use Google Analytics to process and store tracking data, which employs a data retention period of 14 months. We use CallRail to track incoming phone calls to see how many new phone leads we are receiving. Per their Privacy Policy, CallRail stores this information for 25 months.

Payment information: All payment information occurs within Toast's infrastructure, which ensures payment information is encrypted and secure by using Toast as their payment processor. The system uses tokenization, multi-factor authentication and strong encryption, meaning sensitive financial data never touches or is stored on our own servers, mitigating risk. Users can choose to have Toast “save” their payment information for future use, but it is securely stored within the payment processor's vault, not by us.

Data protection measures:

  • Access control: Access to personal information is strictly limited to authorized personnel who have a legitimate business need to access the data. We enforce strict access controls and regularly review permissions.

  • Encryption: To protect data during transfer and at rest, we employ service providers with robust encryption technologies, including but not limited to tokenization, multi-factor authentication and strong industry-standard encryption.

  • Vulnerability Management: We work exclusively with service providers who employ extensive vulnerability management to protect and safeguard the sensitive personal information of our customers.

  • Employee Training: We train our employees to properly handle sensitive personal information in accordance with any and all applicable laws.

  • Incident Response Procedures: If we determine that a security incident involving your personal information requires notice under applicable law, we will notify affected individuals without unreasonable delay and in the manner required by applicable law, including information about the incident and steps individuals may take to help protect themselves where appropriate.

9. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Policy, including to provide services, comply with legal obligations, resolve disputes, and enforce agreements. We apply the following retention periods:

  • Personally Identifiable Information (PII): for as long as reasonably necessary for the purposes described in this Policy, including to provide Services, maintain records, comply with legal obligations, resolve disputes, enforce agreements, and then deleted or deidentified in accordance with applicable retention practices unless a valid deletion request applies.

  • Technical Data (IP addresses, browser types, and usage details collected automatically through cookies and web beacons): for 14 months per Google Analytics data retention period.

  • Phone Numbers and Voicemails: CallRail analyzes, tracks and stores data regarding incoming phone calls, including voicemails left by users, for 25 months per their Privacy Policy's data retention period.

10. Children Under the Minimum Age

Our Services are not intended for children under 13 years of age. In compliance with the Children's Online Privacy Protection Act (COPPA), we do not knowingly collect personal information from children under the age of 13. Any children under that age are not permitted to enter personal information on our site. If we learn we have collected such information without parental consent, we will delete it immediately. If you believe that we may have collected personal information from a child under that age without parental consent, please contact us immediately at hello@sonomafamilymeal.org or 707-978-2340.

11. Non-Discrimination Statement

We are committed to ensuring that you are not discriminated against for exercising your privacy rights. Consistent with applicable law in California, Sonoma Family Meal will not:

  • Deny you goods or services for exercising your rights.

  • Charge you different prices or rates for goods or services, including through the use of discounts or other benefits, or imposing penalties.

  • Provide a different level or quality of goods or services to you.

  • Suggest that you will receive a different price or rate for goods or services or a different level or quality of goods or services.

However, we may offer certain financial incentives permitted by applicable law that can result in different prices, rates, or quality levels.

12. Your Rights and Choices

  • Access, Delete, Limit, or Correct Your Information: You may contact us through our forms or directly reach us via phone at 707-978-2340 or via email at hello@sonomafamilymeal.org to request access to, correct, or delete your personal information.

  • Cookies: You can set your browser to refuse cookies, though some parts of our site may not function properly as a result.

  • Opt-Out: You can opt-out of cookie/tracking use, as well as the selling and/or sharing of your personal information.

13. State Privacy Rights

If you are a California resident, you have specific rights under applicable state privacy law, including the right to request information regarding the disclosure of your personal information to third parties for marketing purposes. To request such information, please contact Sonoma Family Meal via mail at 1370A Redwood Way, Petaluma, CA 94954, via phone at 707-978-2340, or via email at hello@sonomafamilymeal.org. Sonoma Family Meal will respond within 60 days following receipt of your request.

To appeal a decision we may make regarding your request, please contact us within 60 days of receiving our response by submitting your request through the forms on our website or by email at hello@sonomafamilymeal.org or by phone at 707-978-2340. In your appeal request, please include your original request, the date of our response, and a brief explanation of why you believe our decision was incorrect.

Notice Scope: Certain requirements under applicable state privacy law are subject to statutory thresholds that Sonoma Family Meal does not meet. Accordingly, our adherence to one or more of those standards represents a courtesy to our users and is not legally required. If our status changes, we will update this notice.

To learn more about your privacy rights in your state, visit California Privacy Authority.

A. Individual Rights

Applicable state privacy law provides residents specific rights regarding their personal information, additional to what has been described above.

B. Right to Know

You may request that we disclose to you what personal information we have collected, used, shared, or sold about you, and why. Specifically, you may request the disclosure of:

  • The categories of personal information collected.

  • Sonoma Family Meal collects PII: Name, phone number, email, address, only when provided through our forms.

  • Sonoma Family Meal collects Technical Data: IP addresses, browser types, and usage details collected automatically through cookies and web beacons.

  • Specific pieces of personal information collected.

  • Our intake/CRM software, Network For Good, Bonterra, and Constant Contact, collects name, address, phone number, email, IP address, browser types and usage details collected, in addition to payment information where applicable.

  • Our phone provider, CallRail, collects phone number and caller identifiers provided through the carrier, as well as voicemails left by users and other call data.

  • Our email provider, Constant Contact, collects IP address, browser types and user details.

  • Our website host, Squarespace, collects IP address, browser types and usage details through our forms.

  • The categories of sources from which we collected personal information (directly from you; first-party tools; third-party tools).

  • The purposes for which personal information is used (see Section 5).

  • The categories of third parties with whom personal information is shared (see Section 7).

  • The categories of information disclosed to third parties.

  • We disclose the following PII to our service providers: Name, phone number, email, address.

  • We disclose the following Technical Data to our service providers: IP addresses, browser types, and usage details.

C. Right to Delete

You may request that we delete personal information we have collected about you.

D. Right to Correct

You may ask us to correct inaccurate information that we have about you.

E. Right to Limit

Where applicable, you may request that we limit the use and disclosure of sensitive personal information to the purposes permitted by applicable law; however, email addresses and phone numbers are not treated as sensitive personal information under California privacy law solely by virtue of being contact information.

F. Right to Opt-Out

Sonoma Family Meal does not sell personal information or share personal information for cross-context behavioral advertising as those terms are defined by applicable California privacy law; if our practices change, we will provide a clear method to opt out before engaging in such sale or sharing.

G. Right to Non-Discrimination

You have the right to be protected from discrimination for exercising your rights.

H. Submitting Requests

You may submit your request by sending an email to hello@sonomafamilymeal.org or by phone at 707-978-2340. We will compare the information you submit with our records to verify your request, then respond in accordance with the requirements.

I. Children Under the Minimum Age

Sonoma Family Meal recognizes the importance of protecting the privacy of minors. We do not knowingly collect or disclose the personal information of children under 13. If a child under that age has provided us with personal information, we ask that a parent or guardian contacts us by email at hello@sonomafamilymeal.org or by phone at 707-978-2340.

J. Sensitive and/or Biometric Data

We do not seek to collect sensitive personal information unless it is necessary for the Services, you choose to provide it, or we are otherwise permitted by applicable law, and we use and disclose such information only for disclosed, permitted, or legally required purposes. You may withdraw your consent at any time by submitting your request through the link on our website or by email at hello@sonomafamilymeal.org.

14. General Data Protection Regulation (GDPR)

If the GDPR or other non-U.S. data protection laws apply to our processing of your personal information, Sonoma Family Meal recognizes and respects your rights under those laws. Below is an overview of your rights and how you can exercise them under the GDPR:

  • Right of access (Art. 15 GDPR): You have the right to request access to the personal information we hold about you and to obtain information about how we process it.

  • Right to rectification (Art. 16 GDPR): If you believe any personal information we hold about you is incorrect or incomplete, you have the right to request its correction or completion.

  • Right to erasure ('right to be forgotten') (Art. 17 GDPR): You have the right to request deletion of your personal information when it is no longer necessary for the purposes for which it was collected, among other circumstances.

  • Right to restriction of processing (Art. 18 GDPR): You have the right to request that we restrict the processing of your personal information under certain conditions.

  • Right to data portability (Art. 20 GDPR): You have the right to receive your personal information in a structured, commonly used, machine-readable format and to transmit it to another controller.

  • Right to object (Art. 21 GDPR): You have the right to object to the processing of your personal information, under certain conditions, including processing for direct marketing.

  • Right to withdraw consent (Art. 7(3) GDPR): Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.

  • Right to lodge a complaint (Art. 77 GDPR): You have the right to lodge a complaint with a supervisory authority if you believe our processing violates applicable data protection laws.

To exercise any of these rights, please contact us at hello@sonomafamilymeal.org or 707-978-2340. We will respond within the timeframes stipulated by applicable data protection laws. In some cases, we may need to verify your identity to ensure the security of your personal information.

15. Links to Other Websites

Our service may contain links to third party websites or services that are not owned or controlled by Sonoma Family Meal.

Sonoma Family Meal has no control over and, to the fullest extent permitted by law, assumes no responsibility for the content, privacy policies, security, or practices of any third party websites or services. We do not warrant the offerings of any of these entities/individuals or their websites.

You acknowledge and agree that Sonoma Family Meal shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such third party websites or services.

We strongly advise you to read the terms and conditions and Privacy Policies of any third party websites or services that you visit.

16. Changes to Our Privacy Policy

We reserve the right, at our sole discretion, to modify or replace this Privacy Policy at any time, subject to any notice or consent required by applicable law. If a revision is material, we will provide at least 30 days notice before any new terms take effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our service after any revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you are no longer authorized to use our service.

17. Contact Information

To ask questions or comment about this Privacy Policy, contact Sonoma Family Meal via mail at 1370A Redwood Way, Petaluma, CA 94954, via phone at 707-978-2340, or via email at hello@sonomafamilymeal.org.