Privacy Policy

At Rare Impact Agency, your privacy is a core part of how we build trust with our clients. We believe in transparency, consent, and keeping your information safe, private, and in your control.

This Privacy Policy describes our policies and procedures on the collection, use, and disclosure of your information when you use the Service and explains your privacy rights and how the law protects you.

We use your personal data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words with initial letters capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or plural.

Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for you to access our Service or parts of our Service.

Business, for the purpose of the CCPA (California Consumer Privacy Act), refers to the Company as the legal entity that collects Consumers’ personal information and determines the purposes and means of the processing of Consumers’ personal information, or on behalf of which such information is collected and that alone, or jointly with others, determines the purposes and means of the processing of consumers’ personal information, that does business in the State of California.

Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to Rare Impact Agency LLC. For the purpose of the GDPR, the Company is the Data Controller.

Consumer, for the purpose of the CCPA, means a natural person who is a California resident. A resident, as defined in the law, includes (1) every individual who is in the USA for other than a temporary or transitory purpose, and (2) every individual who is domiciled in the USA who is outside the USA for a temporary or transitory purpose.

Cookies are small files that are placed on your computer, mobile device, or any other device by a website, containing the details of your browsing history on that website among its many uses.

Country refers to: United States of America.

Data Controller, for the purposes of the GDPR, refers to the Company as the legal person which alone or jointly with others determines the purposes and means of the processing of Personal Data.

Device means any device that can access the Service such as a computer, a cellphone, or a digital tablet.

Do Not Track (DNT) is a concept that has been promoted by US regulatory authorities, in particular the U.S. Federal Trade Commission (FTC), for the Internet industry to develop and implement a mechanism for allowing internet users to control the tracking of their online activities across websites.

Personal Data is any information that relates to an identified or identifiable individual.

For the purposes of GDPR, Personal Data means any information relating to you such as a name, an identification number, location data, online identifier, or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity.
For the purposes of the CCPA, Personal Data means any information that identifies, relates to, describes or is capable of being associated with, or could reasonably be linked, directly or indirectly, with you.

Sale, for the purpose of the CCPA, means selling, renting, releasing, disclosing, disseminating, making available, transferring, or otherwise communicating orally, in writing, or by electronic or other means, a Consumer’s Personal information to another business or a third party for monetary or other valuable consideration.

Service refers to the Website.

Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used. For the purpose of the GDPR, Service Providers are considered Data Processors.

Third-party Social Media Service refers to any website or any social network website through which a User can log in or create an account to use the Service.

Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

Website refers to Rare Impact Agency’s website.

You means the individual accessing or using the Service, or the company or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Under GDPR, you can be referred to as the Data Subject or as the User as you are the individual using the Service.

What We Collect

When you visit our site, contact us, download materials, or inquire about services, we may collect:

Personal data (see below)
Survey or intake responses
Client or project notes (including Zoom AI summaries, if applicable)
Payment details (processed securely through Stripe, Thrivecart, or PayPal)
Website usage analytics (e.g., Google Analytics)

Personal Data

We may request:

Email address
First and last name
Phone number
Address, State, Province, ZIP/Postal Code, City

Usage Data

Automatically collected usage details like:

IP address
Browser type and version
Pages visited
Date/time of visit
Time spent on pages
Device identifiers
Mobile device details

Tracking Technologies & Cookies

We use Cookies and similar technologies (beacons, tags, scripts) to track activity and improve our Service.

Cookie types included:

Essential Cookies
Cookies Policy / Notice Acceptance Cookies
Functionality Cookies
Tracking and Performance Cookies

You can refuse cookies via your browser.

How We Use Your Info

We use your information to:

Communicate about services and projects
Deliver proposals, reports, and client materials
Send updates or resources (only if you opt in)
Improve website functionality

We may use Personal Data for:

Providing and maintaining the Service
Managing Your Account
Fulfilling contracts
Contacting You (email, SMS, phone, etc.)
Sending news, offers, or information related to services similar to those you already use
Managing requests

We may share your personal information:

With Service Providers
For business transfers
With affiliates
With other users in public interaction areas

Retention of Your Personal Data

We retain Personal Data only as long as necessary for legal, operational, or compliance needs.
Usage Data may be retained longer if required for security or legal reasons.

Transfer of Your Personal Data

Your data may be transferred to computers located outside your region.
By using our Service, you consent to this transfer.

We take reasonable steps to ensure your data is secure and handled in accordance with this policy.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger or acquisition, Personal Data may be transferred.

Law Enforcement

We may disclose data when legally required.

Other Legal Requirements

We may disclose data to:

Comply with legal obligations
Protect the Company’s property
Prevent wrongdoing
Protect users’ safety
Defend against liability

Security of Your Personal Data

We use commercially acceptable measures to protect Your data, but no method is 100% secure

Detailed Information on Processing

Service Providers

These partners have access to data only to fulfill tasks on our behalf.

Analytics

We may use Google Analytics or similar tools.

Opt-out browser addon available at:
https://tools.google.com/dlpage/gaoptout/

More on Google’s privacy policy:
https://policies.google.com/privacy

Communication Preferences

You’ll only receive communications if:

You signed up for a discovery call
You requested resources
You opted into updates
You are an active client

You can unsubscribe at any time.

We may use Flodesk to manage emails:
https://flodesk.com/privacy-policy

We may use Calendly for scheduling:

https://calendly.com/legal/privacy-notice

Payments & Security

We may offer paid services using third-party processors.

We do not store card details.

Payment processor policies:

HoneyBook: https://www.honeybook.com/legal/privacy
Stripe: https://stripe.com/us/privacy
PayPal: https://www.paypal.com/us/legalhub/paypal/privacy-full

GDPR Privacy

Includes:

Legal bases for processing
Your GDPR rights
How to exercise your rights

CCPA Privacy

Includes:

Your rights under CCPA
“Do Not Sell My Personal Information” statements
Consumer rights
Non-discrimination rights
How to exercise these rights

We do not sell personal information.

Do Not Track (CalOPPA)

Our Service does not respond to DNT signals.

California Privacy Rights (Shine the Light Law)

California residents may request information about third-party data disclosures.

California Minor Users

California minors may request removal of posted content.

Links to Other Websites

We are not responsible for third-party sites or their privacy practices.

Updates to This Policy

We may update this Privacy Policy at any time.
The updated version will appear on this page.

Questions?

You can contact us anytime at:
rareimpactagency@gmail.com

Use of AI Tools

As part of our work together, Rare Impact Agency, LLC (“Rare Impact”) may use a secure Artificial Intelligence (AI) writing companion (“the Companion”) to support the Services outlined in your Professional Services Agreement. The Companion helps streamline the drafting of proposals, fundraising materials, and communications while keeping your mission, voice, and priorities at the center. For more details, please see the Frequently Asked Questions below.

What the Companion Does

Rare Impact may use a private Generative Pre-trained Transformer (GPT) tool to assist with drafting materials. We upload only the materials you choose to share with us—such as past proposals, emails, boilerplate language, mission and vision statements, and style guidelines—into a private, secure workspace.

This allows the Companion to generate draft content in your organization’s voice. The Companion is not autonomous. It only uses the information provided directly by you, and all outputs are reviewed and refined by Rare Impact staff before being delivered to you.

Privacy & Data Handling

Your materials are used only for your projects.
All drafts remain confidential, and all final deliverables are fully owned by you.
You may withdraw consent at any time by notifying Rare Impact in writing.
Stored data is protected by passwords and access controls.
Rare Impact will not upload or share any donor, family, or other confidential information in AI tools.
AI use is limited to drafting and refining creative content. No personally identifiable information related to donors, families, or stakeholders will be used with AI tools.

Your Consent

By engaging Rare Impact’s services, you acknowledge and agree that:

Rare Impact may use AI tools to assist in drafting and refining deliverables. Rare Impact remains fully responsible for the accuracy and quality of all work, whether AI tools are used or not.
All content created with AI support is reviewed by Rare Impact staff before being shared with you. Any errors identified will be corrected promptly at no additional cost.
You consent to sharing documents and information with Rare Impact for the purpose of creating your Companion, with the understanding that these materials are used only for your projects and are not used to train public AI models.
You retain full ownership of all final customized deliverables.
You may withdraw consent at any time by notifying Rare Impact in writing. Within five (5) business days of receiving written notice, or upon termination of your Professional Services Agreement, Rare Impact will delete your Companion and all stored content.

Frequently Asked Questions (FAQ)

What platform powers the Companion?
We use a private version of GPT, the same technology behind ChatGPT, running in a secure cloud environment. It is separate from the public ChatGPT system. Your materials are not used to train or improve any public AI models.
How do you keep my information private?
We upload only the materials you provide. These materials are used in isolation to build your organization’s Companion. Your data is not mixed with other clients’ data and is not shared outside Rare Impact. If any materials should not be uploaded, you may inform us at the time of delivery.
How long do you keep my information?
We retain your materials only while actively working on your projects. If you withdraw consent, we will delete your Companion and all stored content within five (5) business days.
Who has access to my Companion?
Only the Rare Impact team members working on your project have access. All drafts generated by the Companion are reviewed by staff before being shared.
What will drafts from the Companion look like?
The Companion acts as a first-draft generator. It can produce strong starting points in your organization’s voice, and Rare Impact staff refine, edit, and fact-check every draft.
What if the Companion gets something wrong?
Because every draft is reviewed by humans, we catch and correct errors before deliverables are shared with you.
What happens if I withdraw consent?
We will delete your Companion and all associated content and discontinue the use of AI tools for your projects. You retain ownership of all your materials at all times.
Will my team get access to the Companion?
The Companion is used internally by Rare Impact. If client access becomes available in the future, we will provide clear instructions and safeguards.
Does this change your fees?
No. The Companion is a behind-the-scenes tool that helps us work more efficiently and focus more time on strategy, storytelling, and funder alignment.

Rare Impact Agency Terms and Conditions

Effective Date:

Welcome to the Rare Impact Agency website (the “Site”). By accessing or using this Site, you agree to be bound by the following Terms and Conditions (“Terms”). If you do not agree to these Terms, please do not use the Site.

1. Use of the Site

This Site is intended for informational and educational purposes related to Rare Impact Agency’s fundraising, communications, and consulting services. You agree to use the Site lawfully and in accordance with these Terms. Unauthorized use or misuse of any content on the Site is prohibited.

2. Intellectual Property

All content on the Site—including but not limited to text, graphics, logos, audio, video, and downloads—is the intellectual property of Rare Impact Agency LLC or its licensors and is protected by applicable intellectual property laws. You may not reproduce, distribute, or exploit any content without prior written consent.

3. User Data and Privacy

Your use of the Site is also governed by our Privacy Policy, which outlines how we collect, use, and protect your personal data. By using the Site, you consent to our collection and use of your data as described therein.

4. Client Services

Any fundraising, communications, strategic consulting, or related services offered via this Site are subject to separate agreements and may require submitted materials, payment, onboarding steps, and additional terms. Results are not guaranteed and depend on a variety of factors including donor engagement, organizational readiness, and external conditions.

5. AI-Generated Materials

Certain client materials may involve the use of artificial intelligence (AI) tools such as the OpenAI API to assist in summarizing meeting notes, generating draft content, or supporting strategic recommendations. These tools are used in accordance with strict privacy protocols and only when applicable. Please see our Privacy Policy for more details.

6. Payment Terms

Payments for services, programs, or products are processed securely via third-party platforms. All payments are final unless stated otherwise in writing. Rare Impact Agency does not store or have access to your payment information. Please see our Privacy Policy for more information about payment security.

7. Disclaimer

All information provided on this Site is for general educational and informational purposes only and does not constitute legal, financial, tax, or medical advice. You are responsible for your own decisions and actions based on the content provided.

8. Limitation of Liability

To the fullest extent permitted by law, Rare Impact Agency LLC shall not be liable for any direct, indirect, incidental, or consequential damages resulting from your use of the Site or any services.

9. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Washington, without regard to its conflict of law provisions.

10. Modifications

We reserve the right to modify these Terms at any time. Changes will be posted on this page and become effective immediately upon posting. Continued use of the Site constitutes your acceptance of the modified Terms.

Contact Information

For questions regarding these Terms, please contact us at: rareimpactagency@gmail.com