Privacy Policy

Last updated: August 27, 2026

At Aloha State Outreach, we are committed to protecting the privacy and confidentiality of all individuals we serve and those who contact us. This Privacy Policy explains how we collect, use, protect, and share information.

1. Our Commitment to Privacy

Aloha State Outreach operates with the highest standards of confidentiality and ethical care. We understand that trust is essential to the work we do, especially when serving vulnerable populations experiencing homelessness, housing insecurity, and health challenges.

2. Information We Collect

Website contact form:

• Your name and email address, and your phone number if you choose to give one
• The subject you select and the content of your message
• Technical details recorded with the submission for security and to help us respond: IP address, submission timestamp, browser user-agent, the page the form was sent from, and the referring website
• Campaign parameters (such as utm_source) if you arrived through a link that carried them, so we can understand which outreach efforts bring people to us

Contact form submissions are stored on our own website server, in the United States, and are emailed to our team. We keep them for as long as we need them to respond and to maintain a record of our correspondence, and we delete them when they are no longer needed.

Donations:

Donations are processed by Givebutter, a third-party fundraising platform. Payment details are entered on Givebutter's systems and are never received by, or stored on, our website. Givebutter shares with us the donor information you provide to them, such as your name, email address, and donation amount, so that we can acknowledge your gift and meet our record-keeping obligations. Givebutter's own privacy policy governs their handling of your information; please review it at givebutter.com/privacy.

Client services information:

When individuals receive services from Aloha State Outreach, we collect information necessary to provide care and connect them with appropriate resources, including:

• Basic demographic information
• Contact information (when available and with consent)
• Health and social service needs assessments
• Service utilization and referral documentation
• Follow-up and outcome information

3. How We Use Information

Website contact information:

• To respond to inquiries and requests
• To provide information about our services
• To facilitate partnership and collaboration opportunities
• To protect the form against spam and abuse, and to keep our website secure

Client services information:

• To assess needs and provide appropriate care and resources
• To coordinate with partner organizations and service providers
• To ensure continuity of care and follow-up
• To comply with contractual requirements with healthcare partners (Medicaid CIS contracts)
• To improve our services and track outcomes
• To meet regulatory and legal obligations

4. HIPAA Compliance and Protected Health Information

Aloha State Outreach is committed to compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws. All client service information is documented and stored using Pear Suite, a HIPAA-compliant platform designed for community health workers and care coordination.

We maintain strict policies and procedures to protect Protected Health Information (PHI), including:

• Secure electronic documentation systems
• Limited access to client information on a need-to-know basis
• Encrypted data transmission when sharing information with partners
• Regular staff training on privacy and confidentiality
• Signed authorization forms for information sharing where required

5. Information Sharing

We only share information when necessary to provide services and when permitted by law or with explicit consent:

• Healthcare partners: With authorized Medicaid plans and health systems for care coordination
• Service providers: With organizations such as Partners In Care, health centers, and social service agencies when making referrals and coordinating care
• Technology providers: With the vendors that operate our website, email, donation processing, and documentation systems, strictly so they can provide those services to us
• Government agencies: As required by law or contractual obligations
• Consent-based sharing: With faith communities, family members, or others only with explicit client authorization

We do not sell personal information, and we do not share it for advertising purposes.

6. Data Security

We implement appropriate technical, administrative, and physical safeguards to protect personal information from unauthorized access, disclosure, alteration, or destruction. This includes:

• Use of HIPAA-compliant platforms for all client documentation
• Encrypted (HTTPS) connections across our website
• Secure communication channels for sensitive information
• Access controls on the systems that store contact form submissions
• Regular security assessments and updates
• Limited access to information based on role and necessity
• Secure disposal of physical and electronic records

7. Your Rights

If you are a client receiving services from Aloha State Outreach, you have the right to:

• Access your information and request corrections
• Request restrictions on how your information is used or shared
• Receive confidential communications
• Receive a copy of this privacy policy
• File a complaint if you believe your privacy rights have been violated

If you have sent us a message through our website, you may ask us for a copy of it or ask us to delete it. Email us at alohastateoutreach@gmail.com and we will respond as promptly as we can.

8. Cookies and Analytics

Our website uses one essential cookie. When you use the contact form, we set a short-lived session cookie so we can verify that the submission genuinely came from our website and protect the form against automated abuse. It carries no advertising or profiling data and expires when you close your browser.

We do not use advertising cookies, and we do not run third-party analytics or tracking pixels on our website. If we introduce analytics in the future, we will update this policy and provide appropriate notice.

Our donation pages embed Givebutter's donation widget. When that widget loads, Givebutter may set its own cookies and receive your IP address and browser information in order to operate and secure the donation process. This is governed by Givebutter's privacy policy.

9. Third-Party Services and Links

We rely on a small number of third-party services to run our website and our fundraising, including Givebutter for donation processing and our web host and email provider for delivering your messages to us. Our website may also contain links to partner organizations and resources. We are not responsible for the privacy practices of these external services and sites, and we encourage you to review their privacy policies.

10. Children's Privacy

Our website is not directed to children under 13. We do not knowingly collect personal information from children through our website. When providing services to families with children, we follow all applicable laws regarding minors' privacy and obtain appropriate parental or guardian consent.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a new “Last updated” date.

12. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how your information is handled, please contact us:

Aloha State Outreach
Email: alohastateoutreach@gmail.com
Website: alohaoutreach.org

Aloha State Outreach is committed to serving our community with compassion, dignity, and respect for the privacy and confidentiality of all individuals.