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Privacy Policy

Effective Date: November 11, 2025

DormHealth.org LLC (“DormHealth”, “we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you interact with our website, services, and products.

By using DormHealth.org, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use our services.

1. What This Privacy Policy Covers

This Privacy Policy covers how we treat personal data that identifies or relates to you as an individual (“Personal Information”) and that we collect through our website, checkout portals, and support channels.

It does not apply to third-party websites or services, even if linked through our platform. We encourage you to review those privacy policies separately.

2. Categories of Personal Information We Collect

We may collect the following categories of Personal Information:

  • Profile and Contact Data: Full name, email address, phone number, Student ID number, and communication preferences.
  • Enrollment and Service Data: Exchange history, enrollment status & selections, linen usage records, and optional insurance or add-on selections.
  • Payment Data: Billing name and zip code. Note: All payments are processed through Stripe, and DormHealth does not collect or store any credit or debit card numbers outside of Stripe.
  • Device and Usage Data: IP address, browser type, operating system, device identifiers, access times, page views, and navigation patterns.
  • Web Analytics and Cookies: Interactions with our website and portals, collected through cookies and analytics services.

Our operational systems are designed to minimize Personal Information. Service eligibility and activity are recorded using a DormHealth-issued or university-issued identifier and related entitlements. University-issued identifiers remain subject to the University’s property terms. Our operational databases do not store names or payment card numbers. Outside of service signup, we may collect contact information (e.g., name, email) when you use our website or support channels.

3. Sources of Personal Information

We collect your information from the following sources:

  • Directly from you: When you sign up for a plan or purchase a product, contact us, respond to surveys, or submit forms.
  • Automatically through use: Via cookies, web analytics, and technical logs while using our website or email links.
  • From third parties: Stripe for payment confirmations, and occasionally university housing systems when coordinating service logistics (only if provided by a university and under university guidance).

4. How We Use Your Information

We use your Personal Information for the following business purposes:

  • To provide our linen exchange and related services
  • To manage accounts and service history
  • To communicate important service reminders or updates
  • To respond to inquiries and provide customer support
  • To enable our third party payment provider to process payments and maintain billing records
  • To improve our site, services, and operations
  • To ensure service integrity and prevent fraud or misuse
  • To comply with legal obligations

5. Sharing Your Information

We do not sell your personal information. We may share it with the following:

  • Service Providers: For payment processing (e.g., Stripe), data hosting, customer service, debt collection, logistics support, analytics, and transactional email delivery.
  • University Housing (if applicable): To coordinate student support logistics or address any operational errors. Only minimal data is shared and only when necessary.
  • Legal and Safety Disclosures: We may disclose information to comply with legal obligations, respond to legal process, protect our rights, prevent fraud, or ensure public safety.

6. Cookies and Tracking Technologies

DormHealth.org uses cookies and similar technologies (e.g., pixels, web beacons) for session management and remembering preferences. You can disable cookies in your browser (see Opt-Out Preferences in website footer), which may affect functionality. We do not use cookies for cross-context behavioral advertising. We do not currently respond to Do Not Track signals.

7. Third-Party Links

Our website may contain links to external websites or embedded content (e.g., videos or news segments). These sites operate independently, and we are not responsible for their privacy practices. Please review their privacy policies before providing them with data.

8. Children’s Privacy

Our services are intended for individuals 18 years or older.

Children under 13 may not enroll or use the services, and we do not knowingly collect Personal Information from children under 13. If we become aware that we have collected such information, we will promptly delete it and terminate the associated service account.

Individuals ages 13–17 may enroll only with documented consent from a parent or legal guardian. Consent must be sent by email with the subject “Children’s Privacy Consent” from the parent/guardian to privacy@dormhealth.org and should include the minor’s name, the relevant school/program, and a clear statement authorizing the minor to use DormHealth’s services. We may request additional information to verify the parent/guardian’s identity and will retain a record of the authorization.

If we learn that an individual under 18 is using the services without the required parental/guardian consent—or that a child under 13 has enrolled—we will delete the Personal Information we are not legally required to retain and terminate the associated service account.

Parents/guardians may withdraw consent at any time by emailing privacy@dormhealth.org with the subject “Children’s Privacy Consent Withdrawal”. Upon withdrawal, we will disable the minor’s access and delete Personal Information we are not legally required or permitted to retain. We do not sell Personal Information and do not share Personal Information for cross-context behavioral advertising.

9. Data Security and Retention

We use industry-standard security measures (e.g., HTTPS encryption, limited access controls, and secure servers) to protect your information. DormHealth stores and processes Personal Information only in the United States. Primary hosting is in Los Angeles, California, with U.S.-based backup and disaster recovery locations. We do not transfer Personal Information outside the United States. However, no system is 100% secure.

Retention: We retain university-regulated operational records only as long as needed for service delivery, accounting, and legal compliance:

  • Account/eligibility records (unique identifier + entitlements): Active term + up to 60 days for reconciliation.
  • Service activity records: Active term + up to 60 days for reconciliation.
  • Backups: Daily snapshots held for 7 days; weekly snapshots held for 30 days.
  • Audit logs: Retained for the active service term to support security and dispute resolution.

Unless you request deletion prior to the conclusion of these periods, university-regulated data is securely deleted or de-identified after these periods, unless a longer period is required by law or institutional request.

Security Incidents: We investigate and respond to security incidents and will provide any notices required by applicable law or contract.

10. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:

  • Access the personal data we hold about you
  • Request correction or deletion
  • Object to or limit certain uses of your data
  • Withdraw consent for marketing emails
  • Request data portability (in some cases)

To exercise these rights, email us at privacy@dormhealth.org, with the subject “Rights and Choices Request”.

11. California Privacy Rights (CCPA / CPRA)

If you are a California resident, you have the following rights:

  • Right to Know: You may request details about the personal information we have collected about you over the past 12 months.
  • Right to Delete: You may request we delete your data, subject to certain exemptions.
  • Right to Correct: You may request we update incorrect personal information.
  • Right to Non-Discrimination: You will not be penalized for exercising these rights.
  • Right to Opt-Out: DormHealth.org does not sell or share data for cross-context behavioral advertising.

To make a request under CCPA, email privacy@dormhealth.org with the subject “CCPA Request.” We will verify your identity by matching at least two data points (e.g., your identifier and a recent service record). You may use an authorized agent with written permission and identity verification. 

12. International Users

DormHealth.org is based in the United States and intended for use only within U.S. jurisdictions. Currently, services are inaccessible from outside the U.S. Should this policy change, our privacy policy will reflect the necessary security policies and measures in full, and users outside of the US will acknowledge that their data will be processed in the U.S. according to this policy.

13. Usage of Artificial Intelligence

DormHealth does not use artificial intelligence or machine learning to provide its services. We do not use automated decision-making to determine eligibility for service or for decisions producing legal or similarly significant effects. If DormHealth adds AI features affecting user enrollment in the future, they will be disclosed as necessary.

14. Institutional Data Ownership

For university programs, the University retains ownership of institutional data considered property of the University and related to its students and operations (e.g. requested university-owned student IDs and student emails). DormHealth processes such data solely to provide the services under the University’s direction.

15. Changes to This Policy

We may update this Privacy Policy occasionally. When we do, we will revise the “Effective Date” at the top of this page. Material changes will be communicated via email or website banner.

16. Contact Us

If you have any questions or requests about this Privacy Policy or our privacy practices, you can contact:

DormHealth.org LLC
611 Wilshire Blvd, Suite 900, PMB #707
Los Angeles, CA 90017
Email: privacy@dormhealth.org
Phone: (424) 291-2012