Freehotmeals.org Partner Program: Policies and Procedures

1. Introduction
Freehotmeals.org is committed to connecting communities with food resources and support. Our Partner Program allows organizations, food relief services, and meal teams to be featured on our calendar and interactive map. By joining this program, partners help ensure that individuals in need can easily locate food assistance in their area. This document outlines the Policies and Procedures for participating in the Partner Program. All participating organizations must agree to these guidelines to ensure that we maintain a trustworthy and efficient network of food relief services.

2. Eligibility Requirements
To qualify for the Partner Program, partners must meet the following criteria:
Food Relief Focus: Partners must provide food-related assistance, such as free hot meals, food distribution events, food banks, provide ingredients for partner meals, or provide a location that can be utilized for such efforts.
Commitment to Service: Partners must be able to maintain and keep operational dates as agreed to with Freehotmeals.org and the people they are serving. Any change of plans or cancellations must be communicated with all parties in a timely and visible manner.

3. Responsibilities of Partners
As a Partner, you agree to the following responsibilities:
Accurate Information: Partners must provide accurate and up-to-date information about their services, including locations, schedules, and contact details.
Transparency: Partners must notify Freehotmeals.org of any changes to their food relief efforts or service availability as soon as possible.
Compliance: Partners must comply with all local, state, and federal regulations regarding food safety, distribution, and service standards as it relates to disaster relief.
Volunteer Engagement: Partners must be open to using Freehotmeals.org’s volunteer dashboard to recruit volunteers, if applicable, and adhere to any guidelines regarding volunteer management.
Event and Donation Management: Partners must keep their donation links and event pages updated. Freehotmeals.org is not responsible for any financial transactions made through linked donation points.

4. Freehotmeals.org Rights and Responsibilities
Freehotmeals.org retains the following rights:
Approval and Monitoring: Freehotmeals.org reserves the right to approve or deny any organization’s participation in the Partner Program.
Partnership Revocation: Freehotmeals.org has the right to remove any organization from the program at any time, for any reason, including failure to comply with the program’s policies or any other factors deemed inappropriate. Partners will be notified in writing if their partnership is revoked.
Promotion and Representation: Freehotmeals.org will promote participating organizations through the calendar, interactive map, and other resources. However, Freehotmeals.org is not responsible for the actual operation or success of the partner’s food relief services.
Funding and Donations: Freehotmeals.org may offer limited funding opportunities for food events but does not guarantee financial support. All donation links provided by the partner organization will be managed by the partner directly.

5. Code of Conduct
Partners are expected to:
Act Professionally: All communication with Freehotmeals.org, volunteers, and those seeking food relief must be professional, respectful, and focused on the mission of providing food support.
Uphold Integrity: Partners must maintain ethical and transparent practices in their food relief efforts, ensuring that no individuals are discriminated against or excluded from receiving assistance.
Respect Privacy: Partners must respect the privacy of individuals receiving assistance and maintain confidentiality about personal information.

6. Complaint and Dispute Resolution
Freehotmeals.org is committed to maintaining a positive and supportive environment for all partners. In the event of any issues, complaints, or disputes, both Freehotmeals.org and the partner agree to the following process for resolution:
Step 1 – Informal Resolution: Partners are encouraged to first attempt to resolve any issues or complaints directly with the person or department involved. If the issue cannot be resolved informally, the partner may proceed to the next step.
Step 2 – Formal Complaint Submission: If the issue remains unresolved, partners may submit a formal written complaint to Joncrisp@freehotmeals.org. The complaint should include: a description of the issue, any supporting documentation or evidence, and clear explanation of the desired resolution.
Step 3 – Review and Response: Freehotmeals.org will acknowledge receipt of the complaint within 5 business days and will work to resolve the issue as quickly as possible. A formal response will be provided, and if needed, further steps for resolution will be outlined.
Step 4 – Escalation: If a satisfactory resolution cannot be reached, the issue may be escalated to a higher level of Freehotmeals.org leadership for further review.
Both Freehotmeals.org and the partner agree to act professionally, with respect, and in good faith throughout the process to ensure any complaints or disputes are resolved amicably and efficiently.

7. Termination of Partnership
Freehotmeals.org may terminate a partnership for the following reasons:
Failure to Meet Standards: If a partner does not comply with the program’s policies, guidelines, or local regulations.
Violation of Ethical Standards: If a partner engages in any activity that contradicts the mission or values of Freehotmeals.org.
Breach of Privacy: If a partner is found to have violated the privacy rights of individuals, including mishandling or unauthorized sharing of personal data, or failure to comply with applicable privacy laws, including but not limited to the U.S. Privacy Policy and California Consumer Privacy Act (CCPA).
At the Discretion of Freehotmeals.org: Freehotmeals.org reserves the right to terminate a partnership at any time, for any reason, with prior written notice.
8. Opt-Out Clause
Voluntary Withdrawal:
Freehotmeals.org partners have the right to voluntarily withdraw from the Freehotmeals.org Partner Program at any time. To notify us of your decision to withdraw, you may either fill out a form on our website, or send an email to info@freehotmeals.org. Upon receiving the notice, Freehotmeals.org will have 15 days to update the calendar, interactive map, website, social media groups and pages, and other resources to reflect the partner’s withdrawal. It is the partner’s responsibility to ensure that any ongoing events or services are properly concluded and communicated to those who may be affected by the withdrawal. If you choose to withdraw, you will not be automatically excluded from future opportunities, promotions, funding, or support from Freehotmeals.org. We value your participation and, should you wish to rejoin the program in the future, we welcome your return under the applicable terms and conditions at that time.

9.Privacy Policies
U.S. Privacy Policy: Freehotmeals.org is committed to safeguarding the privacy of all individuals and organizations participating in the Freehotmeals.org Partner Program across all U.S. states. This Privacy Policy explains how we collect, use, store, and protect your information.
Information Collection: We collect personal and organizational information that is necessary for your participation in the Partner Program. This may include but is not limited to your contact details, organization name, services offered, and any other relevant information provided during the application process.
Use of Information: The information we collect is used to facilitate your participation in the Partner Program, such as providing updates, program-related communications, and ensuring that our calendar and resources are accurate and up-to-date.
Data Sharing and Disclosure: Freehotmeals.org does not sell, trade, or rent personal data to third parties. We may share data with our trusted partners only to ensure the effective operation of the Partner Program and in compliance with applicable law.
Data Security: We take the security of your information seriously and implement reasonable physical, administrative, and technical measures to protect against unauthorized access, alteration, disclosure, or destruction of your personal data.
Retention of Data: We retain personal data for as long as it is necessary to fulfill the purposes outlined in this Privacy Policy, including maintaining your participation in the Partner Program and complying with our legal obligations.

Your Rights:
Access and Correction: You have the right to access the personal information we hold about you and request corrections if any inaccuracies are found.
Deletion: You have the right to request the deletion of your personal data in accordance with applicable laws.
Opt-Out: If you do not want to receive certain communications from us, you may opt out by contacting us at Joncrisp@freehotmeals.org.
Children’s Privacy: Freehotmeals.org does not knowingly collect personal information from children under the age of 13. If we discover that we have inadvertently collected such information, we will take steps to delete it as soon as possible.

California Privacy Rights (CCPA)
If you are a California resident, you have additional specific rights under the California Consumer Privacy Act (CCPA):
Right to Know: You have the right to request details about the personal information we collect about you, including the categories of personal data, the sources of collection, and the purposes for which it is used.
Right to Delete: You may request the deletion of your personal information, subject to certain exceptions under the CCPA.
Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.
To exercise any of these rights, please contact us at Joncrisp@freehotmeals.org.

10. Acknowledgment of Policies
By participating in the Freehotmeals.org Partner Program, your organization acknowledges that you have read, understood, and agree to adhere to the policies and procedures outlined in this document. If your organization is removed from the program for any reason, no further action will be required, but you will be notified.

11. Contact Information
For questions regarding the policies and procedures, including our privacy practices, please contact us at:
Email: info@freehotmeals.org