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The Shades of Motherhood Network

Privacy Policy and Washington Consumer Health Data Privacy Notice

Last Updated: July 30, 2026

The Shades of Motherhood Network (“SOMN,” “we,” “our,” or “us”) is committed to protecting the privacy, dignity, and confidentiality of the families, clients, community members, partners, donors, and visitors we serve.

This Privacy Policy explains how we collect, use, protect, retain, and disclose personal information through our website, online forms, client portals, the S.O.U.L.-er System of Wellness, SOMN programs, events, referrals, phone calls, text messages, emails, and other services.

This policy also includes disclosures regarding consumer health data protected by the Washington My Health My Data Act.

This policy is a notice of our practices. It does not replace any separate consent, authorization, release, or program agreement required by law. When affirmative consent is required—such as for certain health-data sharing, media use, or text messaging—we will request that consent separately.

1. Information We May Collect

Depending on how you interact with SOMN, we may collect the following information:

Name, mailing address, email address, telephone number, date of birth, preferred language, and communication preferences.
Demographic information that you voluntarily provide, including race, ethnicity, gender identity, family composition, and geographic location.
Information about pregnancy, birth, postpartum experiences, reproductive health, physical health, mental health, wellness needs, medication needs, disabilities, safety concerns, or requests for support.
Information about children, dependents, caregivers, household members, or authorized representatives when needed to determine eligibility or provide family services.
Program applications, eligibility information, intake forms, assessments, participation records, appointment information, client notes, referrals, and service history.
Information about housing, food access, transportation, childcare, employment, income, insurance, or other social factors that may affect family stability and wellness.
Information needed to provide financial assistance, reimbursements, gift cards, emergency support, donated items, or other program benefits.
Communications sent to or received from SOMN, including emails, text messages, portal messages, call notes, voicemail preferences, and support requests.
Photos, videos, testimonials, interviews, or personal stories when you have provided an appropriate media release or other permission.
Donation, registration, or transaction information processed through SOMN or a payment-processing service.
Website and application information, such as IP address, browser type, device type, log-in activity, pages visited, form activity, cookies, and similar technical information.
Any other information you voluntarily provide to SOMN.

SOMN generally does not need detailed psychotherapy notes or complete medical records to connect a family with support. Clients and partners should provide only the information reasonably necessary for the requested service, referral, or program.

2. How We Collect Information

We may collect information:

Directly from you through applications, intake forms, eligibility forms, surveys, appointments, events, phone calls, emails, text messages, portals, or in-person conversations.
From a parent, legal guardian, caregiver, authorized representative, or household member acting with appropriate permission.
From doulas, counselors, healthcare providers, Family Navigators, peer-support professionals, wellness partners, community organizations, or referral sources when you have requested the referral, authorized the disclosure, or the disclosure is otherwise permitted by law.
Automatically through our website, applications, client portals, cookies, analytics tools, and similar technologies.
From service providers that help us operate our website, forms, portals, communications, programs, payments, or scheduling systems.

3. How We Use Information

SOMN may use information to:

Review program eligibility and applications.
Enroll clients and families in SOMN programs.
Provide doula support, Family Navigation, peer support, education, wellness services, infant resources, financial assistance, diaper-bank support, or other requested services.
Coordinate referrals to counselors, prescribers, doulas, healthcare providers, wellness professionals, social-service organizations, or community partners.
Communicate about applications, program status, appointments, referrals, next steps, resources, events, deadlines, and service updates.
Maintain accurate client, program, and outreach records.
Follow up on safety concerns and support requests.
Process donations, registrations, benefit distributions, reimbursements, or payments.
Operate, maintain, protect, troubleshoot, and improve our website, applications, forms, portals, and programs.
Conduct internal program evaluation, quality improvement, and staff training.
Prepare aggregated or deidentified reports for funders, partners, grant requirements, research, advocacy, or community-impact reporting.
Prevent fraud, misuse, security incidents, or unauthorized access.
Meet contractual, funding, insurance, accounting, legal, regulatory, or reporting responsibilities.
Protect the safety, rights, and property of clients, staff, partners, SOMN, or others when disclosure is required or permitted by law.

We will not use consumer health data for a materially different purpose without providing any notice and obtaining any affirmative consent required by law.

4. Client Confidentiality

SOMN treats client information as confidential and limits access to staff members, contractors, interns, volunteers, providers, or partners who need the information to perform authorized work.

Individuals with access to confidential information may be required to complete privacy training and sign confidentiality or nondisclosure agreements. Access to client information is limited according to an individual’s role and responsibilities.

SOMN will not publicly identify a client or share a client’s personal story, photograph, video, testimonial, or program participation without appropriate permission, except where disclosure is required by law.

Confidentiality is not the same as legal privilege. SOMN may be required or permitted to disclose information in limited circumstances, including:

When a client authorizes a referral or disclosure.
When information is necessary to provide a service the client requested.
When disclosure is required by a court order, subpoena, or other valid legal process.
When applicable law requires mandatory reporting.
When reasonably necessary and legally permitted to respond to a serious and immediate safety threat.
When needed to investigate fraud, misuse, harassment, or a security incident.
When otherwise required or permitted by law.

SOMN is not necessarily a HIPAA-covered entity for every program or service it provides. Some independent counselors, healthcare providers, prescribers, or other partners may be subject to HIPAA and may provide their own Notice of Privacy Practices. Once information is provided directly to an independent provider, that provider’s privacy practices may also apply.

5. Referrals and Service Partners

When you request a referral, SOMN may share the minimum information reasonably necessary to connect you with the selected provider or partner. This may include your name, contact information, requested service, scheduling needs, general eligibility information, and other information you authorize us to share.

Whenever required, SOMN will obtain separate consent before sharing consumer health data with a provider or partner.

Independent providers and organizations are responsible for their own services, records, security, and privacy practices. We encourage you to review a provider’s privacy notice before submitting additional information directly to that provider.

6. Phone Calls, Voicemail, Email, and Text Messaging

When you provide SOMN with a telephone number or email address, we may use it to respond to your request and communicate about applications, program eligibility, appointments, referrals, benefits, resources, deadlines, events, and other SOMN services.

Safe Communication Preferences

Because SOMN may support clients experiencing sensitive health, family, or safety situations, you may tell us:

Whether we may leave a voicemail.
Whether a voicemail may identify SOMN.
Whether we may send text messages or emails.
The safest telephone number or email address to use.
Safe days or times for contact.
Whether certain information should not be included in a message.

We will make reasonable efforts to follow your documented communication preferences. However, SOMN cannot guarantee the privacy of a message after it is delivered to a telephone, voicemail box, email account, shared device, or other account controlled by you or another person.

Unless you give permission for more detail, SOMN may leave a limited voicemail identifying the caller and requesting a return call.

SMS/Text Message Terms

When you provide your mobile number and affirmatively opt in to text messaging, you consent to receive SMS messages from The Shades of Motherhood Network.

Messages may include application updates, appointment reminders, referral information, program next steps, benefit or resource updates, event information, wellness resources, and responses to your questions.

Message frequency varies based on your participation and interactions with SOMN.
Message and data rates may apply.
Reply STOP to opt out of future text messages.
Reply HELP for assistance.
After an opt-out request, SOMN may send one confirmation message.
Opting out of text messages does not automatically withdraw other program consents or prevent SOMN from communicating through another authorized method.
Mobile carriers are not responsible for delayed or undelivered messages.
Text messages may not be fully secure. Please avoid sending highly sensitive medical, mental health, financial, or safety information by text.

SMS opt-in information, mobile numbers, and text-message consent will not be sold, rented, or shared with third parties or affiliated organizations for their own marketing or promotional purposes.

SOMN may provide limited information to technology providers that help deliver or manage messages. Those providers may use the information only to perform services for SOMN and must handle it in accordance with their contractual and legal responsibilities.

Where required by law, consent to receive promotional or automated communications is not a condition of receiving SOMN services. You may ask about an alternative communication method.

Telephone Calls and Recording

SOMN may call you concerning a service request, application, appointment, referral, program, or other authorized purpose.

SOMN will not record a private telephone call or conversation unless all participants are informed and any consent required by Washington law has been obtained before recording begins.

Email

Email may not always be secure. Please do not send highly sensitive medical, mental health, financial, or safety information through ordinary email unless SOMN has specifically instructed you to use an approved secure method.

Emergencies

SOMN’s voicemail, email, text messaging, website, and client portals are not emergency or crisis-response services. If you are experiencing an emergency or immediate danger, call 911 or contact the appropriate emergency service.

7. How We May Disclose Information

SOMN may disclose information to:

Authorized SOMN employees, contractors, interns, volunteers, and program staff.
A provider, doula, counselor, prescriber, wellness professional, Family Navigator, or community organization when you request or authorize a referral.
Technology and operational service providers that support our website, applications, forms, portals, case management, scheduling, email, SMS, file storage, video conferencing, analytics, security, payments, or communications.
Funders, evaluators, or research partners using aggregated or deidentified information whenever reasonably possible.
Government agencies, courts, law enforcement, auditors, insurers, attorneys, or regulators when disclosure is legally required or permitted.
A successor organization in connection with a merger, restructuring, or transfer of SOMN operations, subject to applicable confidentiality and legal requirements.
Other parties when you have given specific permission.

We do not sell or rent personally identifiable client information.

We do not sell consumer health data.

We do not share consumer health data for targeted advertising.

8. Washington Consumer Health Data Privacy Notice

This section applies to “consumer health data” covered by the Washington My Health My Data Act.

Consumer health data may include information that identifies or can reasonably be linked to an individual’s physical health, mental health, pregnancy, reproductive health, postpartum status, treatment, medication, health-related services, social or behavioral interventions, symptoms, or attempts to obtain healthcare or wellness services.

Categories of Consumer Health Data We May Collect

SOMN may collect:

Pregnancy, birth, postpartum, reproductive, and sexual-health information.
Physical- and mental-health conditions, concerns, symptoms, accessibility needs, and wellness needs.
Information regarding counseling, therapy, peer support, medication support, doula support, or other health-related services.
Information identifying a person as seeking healthcare, mental-health, reproductive-health, doula, wellness, or social-support services.
Social, psychological, behavioral, or community interventions.
Information about food access, housing, transportation, childcare, family safety, income, or other circumstances when linked to an individual’s health or wellness.
Communications and service records that contain health-related information.
Location information voluntarily provided for service eligibility, referrals, appointment coordination, or resource delivery. SOMN does not use geofencing to identify or target people seeking healthcare services.

Why We Collect and Use Consumer Health Data

We collect and use consumer health data to:

Determine program eligibility.
Respond to support requests.
Provide requested programs, services, benefits, or resources.
Make and coordinate authorized referrals.
Communicate about appointments, applications, services, and next steps.
Maintain client and program records.
Support safety planning when requested.
Evaluate and improve programs using aggregated or deidentified information.
Meet legal, contractual, funding, security, and program-integrity requirements.

Sources of Consumer Health Data

Consumer health data may come from:

You.
Your parent, guardian, caregiver, or authorized representative.
SOMN forms, portals, applications, messages, appointments, and programs.
Doulas, counselors, healthcare providers, referral partners, or community organizations when authorized by you or otherwise permitted by law.
Technology providers acting on SOMN’s behalf.

Categories of Consumer Health Data We May Share

Depending on the service requested and your consent, SOMN may share:

Contact and identity information.
The type of support or referral requested.
Relevant pregnancy, postpartum, mental-health, physical-health, accessibility, or wellness information.
Appointment, eligibility, program, or service-coordination information.
Information needed to provide a requested benefit, resource, referral, or service.

SOMN does not share more consumer health data than reasonably necessary for the authorized purpose.

Categories of Recipients

Consumer health data may be provided to:

Doulas and authorized SOMN program staff.
Counselors, therapists, prescribers, healthcare providers, peer-support professionals, and wellness practitioners.
Community organizations providing a service or resource requested by the client.
Technology processors supporting forms, portals, communications, case management, scheduling, storage, security, payments, or program operations.
Government agencies, courts, regulators, or other parties when disclosure is required or permitted by law.
Other recipients specifically authorized by the client.

Technology processors used by SOMN may include, as applicable, providers supporting Wix, the S.O.U.L.-er System of Wellness/Base44, Doulado, Jotform, Google Workspace, email and SMS delivery, scheduling, payment processing, video conferencing, and related operations.

Specific SOMN affiliates receiving consumer health data: None identified as of the Last Updated date. SOMN programs, spaces, and S.O.U.L. Hubs are treated as part of SOMN unless a separate legal entity is expressly identified.

Your Washington Consumer Health Data Rights

Subject to applicable law, you may have the right to:

Confirm whether SOMN is collecting, sharing, or selling your consumer health data.
Access your consumer health data.
Receive information about the third parties and affiliates with whom your consumer health data has been shared or sold.
Withdraw consent for future collection or sharing.
Request deletion of your consumer health data.
Appeal SOMN’s refusal to act on a request.
Exercise these rights without unlawful discrimination.

SOMN does not sell consumer health data.

To submit a request, email somnspokane@gmail.com with the subject line “Privacy Request,” call 509-818-0216, or mail your request to the address listed in the Contact Us section.

Please do not include detailed medical or mental-health information in an initial ordinary email. SOMN may need to verify your identity before completing a request.

We will respond within the time required by applicable law. Washington consumer health data requests are generally addressed within 45 days. When reasonably necessary, the response period may be extended as permitted by law, and we will explain the reason for the extension.

To appeal a decision, use the same contact methods and include the words “Privacy Appeal.” If an appeal is denied, SOMN will provide information about submitting a complaint to the Washington State Attorney General when required.

9. Aggregated and Deidentified Information

SOMN may create reports and statistics that do not reasonably identify an individual. This information may be used for grant reporting, program evaluation, community education, research, advocacy, fundraising, and service improvement.

SOMN will not attempt to reidentify information that has been properly deidentified and will require recipients to maintain the information in deidentified form when required by law.

10. Information Security

SOMN uses reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information we maintain. These measures may include:

Limiting information access according to job responsibilities.
Requiring passwords and account controls.
Using approved systems for client and program records.
Staff privacy and confidentiality training.
Confidentiality or nondisclosure agreements.
Secure storage and disposal procedures.
Reviewing access when an individual’s role changes or ends.
Procedures for responding to suspected privacy or security incidents.

No website, application, email, text message, electronic storage system, or method of transmission can be guaranteed to be completely secure. If SOMN discovers a breach requiring notice, we will provide notifications in accordance with applicable law.

11. Retention and Deletion

SOMN retains information only for as long as reasonably necessary to:

Provide programs and services.
Maintain accurate client and participation records.
Meet grant, contract, tax, accounting, insurance, audit, or legal requirements.
Resolve disputes and protect legal rights.
Maintain security and prevent fraud or misuse.

When information is no longer needed, SOMN may securely delete, destroy, or deidentify it.

Deletion requests will be honored as required by applicable law. Information in archived or backup systems may take additional time to delete when permitted by law. Some information may be retained when another law requires retention or when a legal exemption applies.

12. Cookies and Website Technologies

Our website and applications may use cookies and similar technologies to:

Operate website and portal features.
Keep accounts secure.
Remember preferences.
Understand website and application use.
Identify technical problems.
Improve accessibility and performance.

You may be able to limit cookies through your browser or device settings. Disabling cookies may prevent certain website, portal, or application features from functioning properly.

SOMN does not knowingly use consumer health data for cross-site targeted advertising.

13. Third-Party Websites and Services

SOMN’s website, applications, emails, or resource materials may contain links to third-party websites, forms, applications, payment processors, providers, or community resources.

SOMN does not control every third-party service and is not responsible for its content, availability, security, or privacy practices. Before providing information directly to a third party, please review that organization’s privacy policy.

14. Children’s and Family Information

SOMN programs may support pregnant and postpartum individuals, infants, children, caregivers, and families.

When we collect information about a child or minor, we seek appropriate consent from a parent, legal guardian, authorized representative, or the minor when required by law and appropriate to the service being provided.

Parents and guardians should not provide more information about a child than is reasonably necessary for the requested program, service, resource, or benefit.

15. Accessibility

SOMN is committed to making its website and digital services accessible and usable for people with disabilities. We work toward alignment with applicable accessibility standards, including the Web Content Accessibility Guidelines.

Accessibility improvements are ongoing. If you have difficulty accessing this policy, a form, or another SOMN service, please contact us to request assistance or an alternative format.

16. Changes to This Policy

SOMN may update this Privacy Policy as our programs, systems, legal responsibilities, or information practices change.

The updated policy will be posted with a revised “Last Updated” date. When legally required or when changes materially affect how sensitive information is collected, used, or shared, SOMN will provide additional notice and obtain any required consent before the new practice begins.

17. Contact Us