I. Purpose

A. The Virtual Village is an interactive digital space designed to support connection, education,

empowerment, and healing for all platform users. This Virtual Village space facilitates secure

access to L.I.F.E. Groups, coaching, mentorship, resource sharing, live events, and more. These

policies ensure user safety, privacy, data protection, and cultural participation across all Virtual

Village spaces.

II. Eligibility and Consent

A. Platform Access:

1. The Virtual Village is accessible to platform users who complete registration and agree to

these terms and conditions.

B. Adult Consent Required:

1. For any user age 14 or under, a parent, guardian, or authorized adult (18 or older) must

provide consent and approval before any purchase or participation. A digital

acknowledgment checkbox is required at the time of sign-up or purchase.

C. User Agreement:

1. All users must acknowledge and agree to these policies and confirm their understanding of

how their data, participation, and communication will be managed within the platform.

III. Code of Conduct

A. All platform users, staff, and partners agree to:

1. Treat others with respect, cultural sensitivity, and dignity.

2. Avoid hate speech, bullying, harassment, or discriminatory behavior.

3. Refrain from sharing or posting violent, explicit, or harmful content.

4. Maintain professionalism and adhere to confidentiality at all times.

5. Report safety concerns or violations immediately to platform administrators.

B. Zero Tolerance for Sexual Misconduct

1. Sexual misconduct in any form—including inappropriate comments, grooming behaviors,

suggestive content, exploitation, solicitation, or sexual harassment—is strictly prohibited.

2. Any direct or indirect violation involving sexual misconduct will be:

a) Investigated thoroughly

b) Grounds for immediate removal from the platform without refund

c) Reported to legal authorities

d) Prosecuted to the fullest extent of the law

3. This policy applies to all users on platform

IV. Privacy & Confidentiality Policy

A. The Village complies with all applicable privacy laws and standards, including:

1. Health Insurance Portability and Accountability Act (HIPAA) – Protects personal health

information and sets national privacy standards.

2. Health Information Technology for Economic and Clinical Health Act (HITECH Act) –

Strengthens enforcement for data protection and supports electronic data systems.

3. Family Educational Rights and Privacy Act (FERPA) – Safeguards the privacy of educational

and academic records.

4. State of Florida Data Privacy Regulations – Protect personal and identifying information with

legal consequences for breaches.

B. Protected Information Includes:

1. Names, profiles, contact details, service records

2. Health disclosures, wellness screenings, and digital interactions

3. Participation logs, chat transcripts, attendance history

C. All information is confidential and only accessible to authorized personnel.

V. Permissible Use of Information

A. User data may be used:

1. Internally by approved staff for coaching, coordination, or service delivery

2. To measure engagement and improve user experience

3. For compliance with legal requirements (e.g., mandatory reporting)

4. With user consent for program referrals or collaborative support

B. Unauthorized access, sharing, or misuse of user information is strictly prohibited and subject to

disciplinary or legal action.

VI. Data Collection and Analytics

A. What We Collect:

1. Name, email, phone, user preferences

2. Participation metrics and session attendance

3. Self-assessment and wellness inputs

4. Device, location (approximate), and usage behavior

B. Why We Collect:

1. To tailor experiences and ensure relevant service delivery

2. To generate outcomes data and impact reports

3. To identify trends and potential support needs

VII. Storage & Security:

A. All information is stored in HIPAA-compliant systems

B. Access is controlled through role-based permissions

C. Regular cybersecurity reviews and encryption standards are upheld

VIII.Participant Protection

A. Risks:

1. Emotional discomfort during wellness sessions

2. Virtual fatigue or screen-related stress

B. Safeguards:

1. Trauma-informed facilitators and licensed support staff

2. Real-time access to de-escalation and support tools

3. Encouragement to take breaks or leave sessions when needed

4. Digital monitoring for crisis language or harmful expressions

IX. Consent and Withdrawal

A. Platform users may withdraw consent and discontinue services at any time.

B. Users may request access to their data, make corrections, or request deletion in accordance with

HIPAA, FERPA, and state privacy law.

C. Withdrawal or non-participation will not result in penalty, though re-access may require re-

enrollment.

X. Termination of Access and Non-Refund Policy

A. The Virtual Village reserves the right to:

1. Immediately suspend or terminate any user account for misconduct, harassment, breach of

terms, or other disruptive behavior—with or without warning.

2. Remove individuals involved in any illegal or unethical activity, including but not limited to

sexual misconduct, threats of harm, and data tampering.

3. No refunds will be issued in cases of removal due to violation of community guidelines or

terms of service.

XI. Reporting and Oversight

A. All users are encouraged to report inappropriate behavior, suspected abuse, or policy violations

using the secure reporting system inside the platform. Reports will be reviewed confidentially,

and appropriate action will be taken by Support in accordance with safety laws and

organizational protocol.

XII.Training and Compliance

A. All facilitators, staff, and partners complete:

1. Annual HIPAA, sexual misconduct, and digital ethics training

2. Trauma-informed care and cultural humility courses

3. Emergency response and virtual safeguarding certification

XIII. Legal Disclosures and Organizational Changes

A. Information may be released:

1. In compliance with legal processes (e.g., court orders or subpoenas)

2. To prevent risk of imminent harm

3. During organizational transitions such as mergers, provided data protections remain enforced

and clearly communicated to users

XIV. Updates to Policies

A. These terms are subject to updates. Users will be notified of substantive changes, and continued

use of the platform after notice constitutes acceptance of new terms.

B. Contact Information:

1. The Virtual Village: Tallahassee, FL 32303; Email: [email protected]