Privacy Policy
Last Updated: November 14, 2024
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:
- Name and email address (voluntarily provided)
- Message content
- IP address and submission timestamp (for security purposes)
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
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
- Government Agencies: As required by law or contractual obligations
- Consent-Based Sharing: With faith communities, family members, or others only with explicit client authorization
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
- Secure communication channels for sensitive information
- 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
8. Website Cookies and Analytics
Our website currently does not use cookies or third-party analytics tools. If we implement such tools in the future, we will update this policy and provide appropriate notice and opt-out options.
9. Third-Party Links
Our website may contain links to partner organizations and resources. We are not responsible for the privacy practices of these external sites. 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.
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