Privacy Policy
Effective September 1, 2026 | Last updated September 1, 2026
The PCOS Awareness Association (“PCOSAA,” “we,” “us”) is a 501(c)(3) nonprofit organization. We take the privacy of our community seriously, and we have written this policy in plain language so that it is actually readable.
The short version: we collect as little as possible. We do not ask about your health, symptoms, or diagnosis. We do not sell your information. We never have and we never will.
1. Who we are
PCOS Awareness Association is the data controller responsible for the information described in this policy.
• Address: 2215 Plank Road #234, Fredericksburg, VA 22401, United States
• Email: info@pcosaa.org
• Phone: 206-856-3729
• EIN: 46-1182190
2. What we collect and why
We collect different information depending on how you interact with us. We do not combine these into a single profile about you.
When you
We collect
Why
Enter the therapy voucher drawing
Email address, first 3 characters of your postal code, country, your confirmations and consents
To run the drawing and tell you the result; to understand where our community is located
Subscribe to our emails
Email address
To send you updates you asked for
Donate or fundraise
Name, email, billing details, donation amount
To process the gift, issue a receipt, and meet our legal and accounting obligations
Register for PCOS CON
Name, email, registration details
To give you access to the event
Join Shades of Teal
Name, email, anything you choose to add to your profile
To operate the community platform
Buy from Shop Teal
Name, email, shipping and payment details
To fulfil your order
Complete an anonymous survey
Only your answers — no name, no email, no IP address linked to responses
To understand our community and improve our programs
Visit our website
Standard analytics: pages viewed, approximate region, device and browser type
To understand how our site is used
3. What we do not collect
This matters in our context, so we want to be explicit.
• We do not ask you for health information, symptoms, diagnosis, medications, or treatment history in order to receive a voucher, join our list, or enter a drawing.
• We do not receive any information from BetterHelp about who signs up, who redeems a voucher, or anything discussed in therapy.
• We do not send your information to BetterHelp.
• We do not use tracking pixels that report your activity to advertising networks.
4. Our legal bases for using your information
If you are in the United Kingdom or the European Economic Area, we rely on the following legal bases under the UK GDPR and EU GDPR:
• Consent — for marketing emails and for entering the voucher drawing. You can withdraw consent at any time.
• Contract — to process a donation, an event registration, or a merchandise order you have requested.
• Legitimate interests — to operate and secure our website, understand aggregate patterns in our community, and communicate with existing supporters. We balance these against your rights and interests.
• Legal obligation — to keep financial and tax records as required of a US nonprofit.
We do not rely on legitimate interests to send marketing email to people who have not opted in.
5. Special category and consumer health data
Information about health is treated as special category data under the UK and EU GDPR, and as consumer health data under laws including the Washington My Health My Data Act and the Nevada Consumer Health Data Privacy Law.
We do not collect consumer health data through our forms, drawings, or email sign-ups. Where a community survey asks about experiences of care, participation is voluntary, anonymous, and not linked to your email address or any identifier we hold.
Because we are a PCOS and PMOS organization, we recognize that the simple act of contacting us could be taken to suggest something about a person's health. We therefore treat all contact information we hold with the same care we would apply to sensitive data: restricted internal access, no sale, no sharing for advertising, and no disclosure to any partner.
6. Who we share information with
We do not sell, rent, or trade personal information. We share it only with service providers who process it on our behalf under written agreements, and only as needed to run our programs. These currently include:
• JotForm — forms and drawing entries
• Squarespace — website and email campaigns
• Google Workspace — email and internal files
• Givebutter — donations and peer-to-peer fundraising
• Airmeet — PCOS CON event delivery
• Heartbeat — Shades of Teal community platform
• InkSoft — Shop Teal merchandise
• My Virtual Mission — Miles for PCOS challenge
[VERIFY this list against live accounts before publishing and confirm a data processing agreement is in place with each.]
We may also disclose information where required by law, or to protect the rights and safety of our community.
7. Where your information is processed
PCOSAA is based in the United States, and our service providers process information in the United States and elsewhere. If you are in the United Kingdom or the European Economic Area, this means your information is transferred outside your home country. Where that happens we rely on appropriate safeguards, including Standard Contractual Clauses or the UK International Data Transfer Addendum, as provided in our agreements with those providers.
8. How long we keep it
• Voucher drawing entries: deleted within 90 days after the final drawing is completed.
• Email subscribers: kept until you unsubscribe or ask us to delete your information.
• Donation and financial records: kept for seven years, as required for US nonprofit tax and audit purposes.
• Anonymous survey responses: kept indefinitely in aggregate form, because they contain no identifying information.
• Website analytics: kept in aggregate for up to 26 months.
9. Your rights
Wherever you live, you can ask us to show you what we hold about you, correct it, delete it, or stop emailing you. Email info@pcosaa.org and we will respond within 30 days. We will not treat you differently for exercising these rights.
If you are in the United Kingdom or the European Economic Area, you additionally have the right to object to processing, request restriction of processing, request portability of your data, and withdraw consent at any time without affecting processing that already took place. You also have the right to complain to your national data protection authority — for example, the Information Commissioner's Office in the UK, the Data Protection Commission in Ireland, the CNIL in France, or the AEPD in Spain.
If you are in California, Washington, Nevada, or another US state with applicable privacy legislation, you have rights to access, delete, and opt out of any sale or sharing of your information. We do not sell or share personal information as those terms are defined in those laws.
10. Email
Every email we send includes an unsubscribe link that works immediately. Entering a drawing, donating, registering for an event, or buying merchandise does not add you to our marketing list — that is always a separate, optional choice.
11. Children
Our programs and forms are intended for people 18 and older, or the age of majority where they live. We do not knowingly collect information from children. If you believe a child has given us information, email info@pcosaa.org and we will delete it.
12. Cookies
Our website uses cookies necessary for it to function and basic analytics cookies to understand site usage. We do not use advertising or cross-site tracking cookies. You can block cookies in your browser settings, though some parts of the site may not work as well.
13. Security
We limit access to personal information to the people who need it to do their work, use reputable service providers, and require multi-factor authentication on our accounts. No system is completely secure, but we take this seriously and will notify you and the relevant authorities if a breach affects your information and the law requires it.
14. Changes to this policy
If we make a material change we will update the date at the top of this page and, where the change is significant, notify our email subscribers directly.
15. Contact us
Questions, requests, or concerns about this policy or your information:
PCOS Awareness Association, 2215 Plank Road #234, Fredericksburg, VA 22401, United States
info@pcosaa.org | 206-856-3729