Privacy Policy - Help the Homeless Somerset

This notice explains, in plain language, how Help The Homeless - Somerset uses information through its public website and authorized HTHS Portal. It describes the current HTHS portal design and should be reviewed whenever services, technology, or organizational policy changes.

Last reviewed: August 14, 2026

1. Information That May Be Collected

2. Why Information Is Used

• To provide requested assistance, referrals, follow-up, and Resource Center services.
• To operate role-based accounts and limit access to authorized functions.
• To maintain accurate service, time, donation, Knowledge, and administrative records.
• To protect the portal, investigate errors or misuse, and preserve accountability.
• To improve information and workflows through appropriate review of feedback and activity.
• To meet legitimate operational, safety, recordkeeping, and legal responsibilities.

3. Sensitive Information

4. Access and Disclosure

• Portal access is limited by account status, role, and assigned Knowledge access.
• Staff and volunteers should access personal information only when their authorized duties require it.
• Information may be used to make a referral or coordinate assistance when that is part of the service being requested.
• Information may also be preserved or disclosed when required by law, necessary to address an immediate safety concern, or needed to protect the integrity of HTHS systems and records.
• External organizations control their own records and privacy practices.

5. Cookies, Sessions, and External Links

• The portal uses essential session and security mechanisms to maintain sign-in state and protect form submissions.
• The current HTHS portal design does not depend on advertising cookies.
• Links to government agencies, community organizations, payment services, and other external websites are governed by those organizations' own privacy and security practices.
• Signing out and closing a shared browser helps protect an authorized portal account.

6. Security

• Current protections include role-based access, password hashing, secure sessions, request validation, prepared database operations, and audit logging for supported actions.
• HTHS uses HTTPS for the hosted portal and applies administrative and technical safeguards appropriate to its systems.
• No website, transmission method, or storage system can be guaranteed completely secure. Users should protect passwords and report suspected account misuse promptly.

7. Retention and Correction

• Records may be retained for service continuity, follow-up, safety, accountability, reporting, backup, audit, operational, or legal needs.
• Some records can be corrected or archived rather than erased so that the history of assistance and administrative action remains understandable.
• Retention periods may differ by record type and may change as HTHS adopts formal policies.
• You may contact HTHS to ask about correcting account or service information associated with you. HTHS may need to verify identity before discussing or changing a record.
• Optional feedback may be withheld, but declining optional information can limit HTHS's ability to respond personally.

8. Children and Other People's Information

When requesting help for a child, household member, or another person, provide only the information reasonably needed for the request. Do not submit another person's sensitive information through public feedback. Authorized staff should follow applicable role, consent, safety, and recordkeeping requirements.

9. Changes to This Notice

HTHS may revise this notice when the portal, services, or organizational practices change. The review date above should be updated when a material revision is published.

10. Contact HTHS

Contact HTHS with a privacy question, suspected account misuse, or a request to review or correct information. Do not send highly sensitive information in an ordinary email or public feedback comment.