Privacy policies

Privacy policy

1. Questions about Catholic Charities’ Privacy Policy

This website is owned and operated by Catholic Charities of the Archdiocese of St. Paul and Minneapolis (Catholic Charities). We recognize that visitors to our site may be concerned about the information they provide to us, and how we treat that information. This privacy policy addresses those concerns. If you have any questions about our privacy policy, please contact:

External Affairs
Catholic Charities
1007 East 14th Street
Minneapolis, MN 55404
anthony.baisley@cctwincities.org
612.204.8367

2. Website Information Accuracy

It is the policy of Catholic Charities to present correct and accurate information. If inaccuracies come to our attention, Catholic Charities will attempt to correct them in a timely manner. To report any website inaccuracies, please e-mail web.master@cctwincities.org or call 612.204.8361.

3. Privacy Policy

Catholic Charities seeks to respect and protect the privacy of our visitors and only gathers personally identifiable data, such as names, addresses, zip/postal codes, e-mail addresses, etc., when voluntarily submitted by a visitor. For example, personally identifiable information may be collected in order to complete a donation transaction or a volunteer application.

3.1 Donor Privacy Policy

Catholic Charities does not share donor lists or donor information with any other organizations. See our Donor Privacy Policy for more details.

It is the policy of Catholic Charities to maintain accurate information. If you would like to review information we have about you, please contact us via U.S. mail, e-mail at molly.kvam@cctwincities.org, telephone 612.204.8457. Catholic Charities will correct information that is inaccurate.

4. Opt-Out

Visitors may opt out of having their personal information used by Catholic Charities to send promotional correspondences or information to the visitor, by contacting Catholic Charities via U.S. mail, e-mail at molly.kvam@cctwincities.org, telephone 612.204.8457, or by checking the appropriate box on the online donation form.

5. Disclosure

At times, Catholic Charities may be required by law or legal process to disclose information about you to others. Catholic Charities may also disclose information about you if it believes that disclosure is necessary for the public interest and/or safety.

6. Children

Catholic Charities does not knowingly solicit personal information from children or send them requests for personal information.

7. Security

Our site has industry standard security measures in place to protect the loss, misuse, and alteration of the information under our control. Because we care about the safety and security of your online transactions, we use high-grade encryption and the https security protocol, which is the industry standard security protocol. This makes it difficult for anyone else to intercept the credit card information you send to us. Companies we work with to process credit card transactions also use high-grade encryption and security protocols. Even though Catholic Charities will take all reasonable steps to protect your personal and financial information, it cannot and does not guarantee its confidentiality or security. If you prefer, contributions can be made by calling 612.204.8374, or you can mail your donation to:

Catholic Charities
SDS 12-2961
PO Box 86
Minneapolis, MN 55486-2961

8. Use of “Cookies”

Visitors should be aware that information and data may be automatically collected by Catholic Charities’ website through the use of “cookies.” Cookies are small text files a website can use to recognize repeat visitors, facilitate the visitor’s ongoing access to and use of the site and allow a site to track usage behavior and compile aggregate data that will allow content improvements. Cookies are not programs that come onto a visitor’s system and damage files. Generally, cookies work by assigning a unique number to the visitor that has no meaning outside the assigning site. If a visitor does not want information collected through the use of cookies, there is a simple procedure in most browsers that allows the visitor to refuse cookies. Catholic Charities uses cookie technology only to obtain information from its online visitors in order to improve visitors’ online experience and facilitate their visit within our site.

9. Limitation on Liability

By using Catholic Charities’ website you agree that Catholic Charities, its affiliates, officers, agents, directors and employees are not liable to you for any negligence claims or causes of action arising out of or relating to the use of this website or any information you provide to Catholic Charities. You expressly agree to assume the entire risk of the quality and performance of this website and the accuracy or completeness of its content.

10. Jurisdiction

Our website is governed and interpreted by the laws of the State of Minnesota, United States of America. If you use our website outside of the United States, you are responsible for compliance with any local laws affecting you.

11. Changes to Website and Policies

Catholic Charities may change the content of its website, privacy policy statement or any other statement at any time. We encourage you to revisit the site occasionally to review updated information.

12. Your Acceptance of Policy

By using this site, you signify your acceptance of Catholic Charities’ Internet privacy policy statement. If you do not agree to the contents of this statement, please do not use our website.

Terms and Conditions for Use Statement

Limitation on Liability

Catholic Charities will not be liable for any damages or injury caused by, including but not limited to, any failure of performance, error, omission, interruption, defect, delay in operation of transmission, computer virus or line failure. Catholic Charities will not be liable for any damages or injury, including but not limited to, special or consequential damages that result from the use of, or the inability to use, the materials in this site or a site which is linked to this site, even if there is negligence on the part of Catholic Charities or an authorized representative.

Disclaimer

The materials on this site are provided “AS IS” and without warranties of any kind either expressed or implied, to the fullest extent permissible pursuant to applicable law. Catholic Charities disclaims all warranties or merchantability and fitness for a particular purpose. Catholic Charities does not warrant that the functions contained in the material will be uninterrupted or error-free, that defects will be corrected, or that this site or the server that makes it available are free of viruses or other harmful components. Catholic Charities does not warrant or make any representations regarding the use of or the result of the use of the material in this site in terms of their correctness, accuracy, reliability or otherwise.

Copyright/Trademarks

All materials posted on this site are owned by Catholic Charities and subject to copyright. All rights reserved. The names, trademarks, service marks and logos of Catholic Charities appearing on this site may not be used in any advertising or publicity without Catholic Charities’ prior express written permission.

Jurisdiction

Our website is governed and interpreted by the laws of the State of Minnesota, United States of America. If you use our website outside of the United States, you are responsible for compliance with any local laws affecting you.

Notice of privacy practices

View our notice of privacy practices pertaining to health information below.

Notice of privacy practices

This Notice Describes how Medical Information May Be Used and Disclosed, and How You Can Get Access to this Information. Please review this notice carefully. The privacy of your protected health information is important to us.

Your Protected Health Information

This Notice of Privacy Practices is directed to all our clients. It describes how we may collect, use and disclose your Protected Health Information, and your rights concerning your Protected Health Information.
The privacy of your health information is important and our commitment is to Protect Health Information about you. We are required by federal and state laws to protect the privacy of your health information. We must give you notice of our legal duties and privacy practices concerning your health information, including:

• We must protect information that we have created or received about your past, present, or future health condition, health care we provide to you, or payment for your health care.
• We must notify you about how we protect your health information.
• We must explain how, when and why we use or disclose your health information.
• We may only use or disclose your health information as we have described in this Notice.
• We must abide by the terms of this Notice.

We reserve the right to change the terms of this notice and to make new notice provisions effective for all health information that we maintain. We will post a revised notice in our offices, make copies available to you upon request and post the revised Notice on our website.

Question or Complaints

If you want more information about our privacy practices or have questions or concerns, please contact our Privacy Officer. If you are concerned that your privacy rights have been violated, you may file a complaint with our Privacy Officer. You may also submit a written complaint to the U.S. Department of Health and Human Services. The address is provided at the bottom of this notice.
We support your right to the privacy of your health information. We will not retaliate in any way if you choose to file a complaint with us or with the U.S. Department of Health and Human Services.

Privacy Officer Contact Information

Name: Elizabeth Knight, Catholic Charities Privacy Officer
Address: 1200 Second Avenue South, Minneapolis, MN 55403
Phone: 612.204.8412
Fax: 612.664.8520
E-mail: elizabeth.knight@cctwincities.org
Website: www.cctwincities.org

This notice takes effect October 16, 2013.

Permitted Uses and Disclosures of Protected Health Information

We use and disclose Protected Health Information in a number of different ways. The following are only a few examples of the types of uses and disclosures of your Protected Health Information that we are permitted by law to make without your authorization:

• Treatment – We may disclose your Protected Health Information to health care providers (doctors, dentists, social workers, hospitals, and other caregivers) who request it in connection with your health care treatment. We may also disclose your Protected Health Information to health care providers in connection with preventive health, early detection and disease and case management programs.
• Payment – We may use or disclose your health information to bill and collect payment for the treatment and services provided to you. For example: A bill may be sent to you, or your health plan, or another third party payer. The information on, or accompanying the bill may include information that identifies you, as well as your diagnosis, procedures, supplies used, and other information about your care.
• Health Care Operations – We may use or disclose your health information inside and outside Catholic Charities to allow us to perform necessary business functions. These uses help us operate Catholic Charities and to improve our health care services to you. For example, we may use your health information to help us train new staff and conduct quality improvement activities. We may, also disclose your information to consultants and other business associates who help us with these activities, but not limited to, billing, computer support, transcription services, licensing, legal and accounting services, and other operational and management activities. We will always try to ensure that the medical information used or disclosed will be limited to a “Designated Record Set” and to the “Minimum Necessary” standard, as defined by HIPAA and other Federal laws and regulations.

Specific Other Uses and Disclosures of Your Health Information

• Minors and incapacitated Persons – In most circumstances, we may disclose health care information to a parent or guardian of a minor; and to the guardian or personal representative of an incapacitated person. There are, however, limited circumstances in which a minor may choose to not have certain specific information about them shared with a parent or guardian.
• Emergencies/Other situations – We may release your health care information in a medical emergency when we cannot obtain your consent because of your condition or the nature of the emergency. Under limited circumstances, unless you notify us that you object, we may disclose limited information about you to a personal representative or another person responsible for or involved in your care, in order to notify such person about your current location or general condition. We may also disclose medical information about you to a friend, relative, or any other person you identify, provided that the information is directly relevant to that person’s involvement either directly in your health care or for payment of that care.

Uses and Disclosures Authorized by Law

Under certain other circumstances we are authorized by law to use or disclose your health information without getting a consent or authorization form from you. These may include when the use or disclosure is:

• For public health activities – as permitted or required by law. For example, when reporting to public health authorities the exposure to certain communicable diseases or risks of contracting or spreading a disease or condition, births and deaths.
• For health oversight activities – for example, when disclosing health information to a state or federal health oversight agency so it can appropriately monitor the health care system. For example by conducting audits, investigations and inspections.
• Required by state, federal or local law.
• Related to victims of abuse and neglect.
• For organ donation and transplantation purposes.
• For judicial and administrative proceedings – for example, court order, subpoena, warrant, etc.
• For certain law enforcement purposes – for example, when complying with laws that require the reporting of certain types of wounds or injuries, or in some circumstances, to identify or locate a suspect, or missing person, obtain information about the victim of a crime, or information about a criminal act on our premises.
• To a coroner or medical examiner – to allow them to carry out their duties.
• To avert a serious threat to health or safety – of you, another person or the public.
• Related to specialized government functions – for example, to respond to military and veterans’ activities or national security.
• Related to Workers’ Compensation.
• Related to correctional institutions and other custody situations.
• Military and Veterans – If you are a member of the armed forces, we may release medical information about you as required by military command authorities.
• Business Associates – we may disclose your medical information to our business and program associates (defined as ‘business associates’ under HIPAA) only as needed to help us run our programs. We enter into contracts with these entities requiring them to only use and disclose your information as we are permitted to do so under HIPAA.
• For certain research purposes – under limited circumstances.

Questions & Answers

Q: Will you give my Protected Health Information to my family or others?

A: We may share Protected Health Information about you with a family member or another in two ways:

1. You are present, either in person or on the telephone, and give us permission to talk to the other person; or
2. You sign an Authorization Form.

Q: Who should I contact to get more information or to get an additional copy of this notice?

A: For additional information, questions about this Notice of Privacy Practices, or if you want another copy, please visit the web site at www.cctwincities.org. You may also call or write Secretary of the U.S. Department of Health and Human Services or the Catholic Charities’ Privacy Officer.

Q: What should I do if I believe my privacy rights have been violated?

A: If you think that we may have violated your privacy rights, or you disagree with a decision we made about access to your protected health information, you may either:

1. Call us at (612) 204-8412
2. File a written complaint with our Privacy Officer at: 1200 Second Avenue South Minneapolis, MN 55403
3. Notify the Secretary of the U.S. Department of Health and Human Services (HHS). Send your complaint to:
   Medical Privacy
   Complaint Division Office for Civil Rights
   U.S. Department of Health and Human Services
   200 Independence Avenue SW
   Room 509F, HHH Building
   Washington DC, 20201

We emphasize that we will not take retaliatory action against you if you file a complaint about out privacy practices either with us or HHS.

Your Rights Concerning Your Protected Health Information

We would like you to know that you have additional rights with respect to your protected health information:

• Right to Request Restrictions on Uses and Disclosures of Your Health Information – You have the right to request that we restrict our use or disclosure of your health information. We ask that your request be made in writing. We are not required to agree to your request for a restriction. If we do agree, we will comply with our agreement, unless there is an emergency or we are otherwise required to use or disclose the information.
• Right to Request Confidential Communications – You have the right to request that we communicate with you in a specific way or at a specific location. For example, you may request that we contact you at your work address or by email. Your request must be made in writing, signed and dated. We will make efforts to accommodate reasonable requests.
• Right to Receive Notice of Breach. You have the right to be notified following the discovery of any ‘breach’ of your unsecured protected health information, as defined in the HITECH Act. We will notify you in writing, by first class mail, or alternatively by email if you have previously agreed to receive notices electronically. You will be notified without unreasonable delay, and in no case later than 60 days following the discovery of the breach. In some cases, we have the option to post information relating to the breach on our website.
• Right to Receive a Copy of This Notice – You have the right to receive a paper copy of this Notice at any time.
• Right to Request an Amendment of Protected Health Information – You have the right to request that we amend your health information if you feel that records are incorrect or incomplete. If you wish to have your health information corrected or completed, your request must be made in writing, signed and dated, and explain your reason for the amendment, and identify the record you are requesting be amended. Under limited circumstances we may deny your request. If we do so, you may file a statement of disagreement with us. You may also ask that any future disclosures of your health information include your requested amendment and our denial of your request.
• Right to Request an Accounting of Certain Disclosures – You have the right to request an accounting of certain disclosures we make of your health information. Your request must be made in writing, signed and dated. Certain disclosures, such as those made with your consent and/or for treatment, payment or health care operations, and other disclosures exempted by law, will not be included in the accounting provided to you. Your request must state a time period, which may not be longer than six (6) years and may not include dates before April 14, 2003. The first accounting you request within a 12-month period will be free. For additional accountings, we may charge you for the costs of providing the accounting. We will notify you in advance of the cost involved. Your request should indicate in what form you want the list (for example paper or electronic).

You do not have a right to an accounting of disclosures where such disclosures were made:

• For treatment, payment or health care operations.
• To you about your own health information.
• Incidental to other permitted disclosures.
• Where authorization was provided.
• To family or friends involved in your care (where disclosure is permitted without authorization).
• As part of a ‘limited data set’ where the information disclosed does not include identifying information.

Donor privacy policy

Catholic Charities respects the privacy of all donors and prospects. We believe in safeguarding personal donor information. Donor names, addresses and any other personal information provided will be used only by Catholic Charities to inform donors and prospects of activities including program updates and outcomes, special events, and funding requests. If at any time a donor chooses not to receive these communications, the individual can remove their name from the agency’s mailing list by contacting the Development office.

Catholic Charities may publish a list of the names of donors in an annual report which is available on our website. Donors can choose to remain anonymous and will not be published in this report.

Procedures:

Electronic Personal Records

Donor information is maintained in a secured database, and only authorized personnel have access to this information and only for appropriate business purposes.

Catholic Charities collects and maintains the following types of donor information when it is voluntarily provided to us:

• Contact information such as name, address, telephone number and email address
• Giving information
• Information on events attended, publications received and special requests for program information
• Information provided by the donor in the form of comments and suggestions

Information is collected in multiple ways:

• Face to face conversation with the constituent
• Via paper forms and/or payment methods filled out by the constituent (donation and membership forms, pledge forms, other correspondence, checks, etc.)
• Online (donation forms, e-mails, online e-newsletter sign-ups, volunteer registration, advocate registration)
• Phone calls with the constituent
• Third party data providers and research resources
• News articles and publications

This confidential information is kept on file for IRS purposes. It is also used to analyze overall giving patterns in order to make more accurate budget projections, as well as to understand donors’ interests in our mission and to update them on the organization’s plans and activities. This information is shared with staff, board members, volunteers and consultants only on a confidential and need-to-know basis.

Mailing Lists

Catholic Charities does not rent, sell, give away, or trade its donor lists or any information contained on those lists. Donor information is used by the agency for charitable purposes only as described above and will not be used by any entity outside of the agency, except on agency business. To review personal information collected and/or request changes, the Development office should be contacted by phone at (612) 204-8374.

Authorized Release of Information

Catholic Charities may be legally required to disclose information on occasion. Catholic Charities complies with all applicable legal requirements and standards.

Definitions:

Personal Information – Information that identifies an individual personally, such as name, address, telephone number, email address, etc.

Resources:

The Donor Bill of Rights

Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To ensure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the nonprofit organizations and causes they are asked to support, we declare that all donors have these rights:

I.    To be informed of the organization’s mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.
II.   To be informed of the identity of those serving on the organization’s governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.
III.  To have access to the organization’s most recent financial statements.
IV.   To be assured their gifts will be used for the purposes for which they were given.
V.    To receive appropriate acknowledgement and recognition.
VI.   To be assured that information about their donation is handled with respect and with confidentiality to the extent provided by law.
VII.  To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.
VIII. To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors.
IX.   To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.
X.    To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

Client privacy statement

Catholic Charities values the trust our clients show when they agree to share their story with us. All stories are written with the client’s consent and we talk to them about how their stories and photos will be used. We recognize they are giving us a valuable gift when they share personal information about their journey and we work to honor that gift by telling their story in a dignified and respectful manner. We hope that these stories inspire you to get involved in our organization and to learn more about Catholic Charities.