Privacy Policy
This document outlines the privacy policies and practices of The Arc of Essex County, Inc., detailing how personal information is collected, used, protected, and shared. It covers the organization’s commitment to safeguarding user data, compliance with legal requirements, and user rights related to privacy.
HIPPA and PHI:
The Arc of Essex County, Inc. is a HIPAA-covered entity and, in some cases, a business associate of other covered entities. We comply with the HIPAA Privacy Rule, including safeguarding Protected Health Information (PHI), limiting use and disclosure, and providing individuals with rights over their PHI.
PHI, as defined by HIPAA, refers to health-related data that can identify an individual and is collected during provision of services. Personal information includes general data such as names, emails, and contact details. Personal information may include identifiers such as device IDs and IP addresses, demographic information, protected classification characteristics (age, race, gender identity, etc.), internet activity, location data, and other voluntarily provided data.
Information Collection
The Arc of Essex County collects personal information when users engage in activities such as donating, registering, placing orders, subscribing to newsletters, applying for employment, or filling out forms. This information may include names, email addresses, mailing addresses, phone numbers, and payment details. Email correspondence content may also be retained with protections equivalent to those for mail and telephone communications. Additionally, the website collects usage information through cookies and server logs, which track aggregate data like visit times and pages viewed without associating data to individuals.
Use of Personal Information
The collected information is utilized to improve the website, enhance customer service, process transactions, and trend data. It also supports research, marketing communications, and compliance with legal obligations.
Protection and Security Measures
The Arc of Essex County implements various security measures to protect personal data. Operational practices limit employee access to confidential information and include regular reviews to ensure compliance with security policies. Users are advised to keep their devices and passwords secure and to notify the organization’s privacy officer at privacyofficer@arcessex.org if they suspect any compromise.
Disclosure and Sharing of Information
Personal information is not sold or traded to outside parties. However, it may be shared with trusted third-party service providers who assist in website operation, business functions, or service delivery, under confidentiality agreements. Disclosure may also occur to comply with legal requirements or to protect rights and safety. Aggregate, non-identifiable visitor information may be shared for marketing or advertising purposes.
Third-party vendors used, including PayPal for payments, Primepoint for HRIS, BMS for health benefit administration, Google Analytics for analytics, Bloomerang for fundraising, and Awards for EHR. These vendors are bound by data protection agreements consistent with the organization’s privacy standards.
We will only send marketing communications with your consent, where required by law. You may opt out of these communications at any time by contacting us.
Cookies and Tracking Technologies
Cookies are used primarily to manage administrative login functions and to collect aggregate data for website optimization and marketing purposes, including third-party services like Google Analytics. Users can control cookie settings through their browser to limit data collection or withdraw consent; cookies do not capture personally identifiable information.
Retention of Information
Personal information is retained as long as there is an ongoing relationship with the user or as required by law. After this period, data is deleted unless needed for legal claims, complaints, or statistical purposes. Different types of information have varying retention periods based on their nature and legal obligations.
User Rights and Access
Users may request access to their personal information maintained by the organization and can seek corrections or deletions by contacting the privacy officer at privacyofficer@arcessex.org. Deletion requests may be denied if retention is necessary for contractual obligations, legal compliance, security, or other legitimate business purposes. The organization commits to responding to verifiable consumer requests within 45 days.
Your Consent
By using our site, you consent to our website’s privacy policy.
Virtual Services and Confidentiality
Users are advised to use caution during remote phone or video calls involving sensitive information, recommending privacy measures such as using headphones, private rooms, and scheduling separate appointments to maintain confidentiality.
Children’s Privacy
Our website is not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have inadvertently received information from a child, we will delete it.
Changes to Privacy Policy and Contact Information
The organization reserves the right to amend the privacy policy and commits to notifying users of significant changes via email or website notices before collecting new personal information. Contact information is provided for privacy-related inquiries: The Arc of Essex County, Inc., 123 Naylon Ave, Livingston, NJ; phone number 973-535-1181; email privacyofficer@arcessex.org.
Use of Materials and Terms
Users are granted rights to download and store website materials for personal use only, with reproduction or editing requiring express written permission.