Privacy Notice

Information we collect

Depending on how you interact with us, we may collect contact details, household and service-area information, the type of help requested, information reasonably needed to review eligibility, donor and gift records, volunteer or partner information, communication preferences, consent and release records, and staff activity records.

Online donation payments are processed by GiveButter and its payment providers. Their privacy and security terms also apply to information submitted through their service.

Please do not send unnecessary sensitive information

Do not submit Social Security numbers, full bank account numbers, immigration status, passwords, or detailed medical diagnoses through our website or email. Staff may request limited supporting information only when it is reasonably needed for review.

How we use information

• Review eligibility and respond to assistance requests.
• Coordinate approved food, meals, supplies, referrals, or direct vendor support.
• Prevent duplicate requests and document fair, consistent decisions.
• Maintain donor, acknowledgment, program, volunteer, financial, legal, and audit records.
• Operate and secure the website, Staff Portal, and organizational systems.
• Evaluate programs and prepare reports using limited or de-identified information when practical.

When information may be shared

We may share limited information with authorized staff, approved volunteers, service partners, vendors, or professional advisers when they need it to perform approved work. We may also share information when you authorize us, when required by law, or when reasonably necessary to protect health, safety, rights, or organizational systems.

We do not publish a participant's name, story, image, voice, or identifiable personal circumstances without documented permission. Read the separate Story and Media Rights policy for publication rules and forms.

Security and retention

We use reasonable administrative, technical, and physical safeguards. Staff Portal access requires an approved account, password, and multifactor authentication. No online service can guarantee complete security, so please use the official website and contact us if something appears suspicious.

Records are retained only as long as reasonably needed for service delivery, donor stewardship, financial reporting, audits, legal requirements, dispute resolution, and organizational accountability. Records may then be securely deleted, destroyed, or de-identified when practical.

Choices, corrections, and minors

You may ask us to correct inaccurate contact or application information, update communication preferences, or ask how information is being used. Some records must be retained to meet legal, accounting, audit, safety, or program-integrity responsibilities.

A parent or legal guardian must provide written permission before we intentionally publish identifiable media involving a minor. The public assistance form is intended for adults submitting for themselves or their household.