Easter Seals Disability Services

Easter Seals Online Network Privacy Policy

Notification of Change
The Information We Collect
Opting Out
Your California Privacy Rights
Correct/Update Your Profile
Aggregate Information
Cookies
Security of Your Information
Tell-A-Friend, Ecards and Personal Fundraising Pages
Links to Other Web Sites
Information from Children
Transmission of Health-Related Data

Welcome to the Easter Seals Online Network, the Web site of Easter Seals, Inc. (Easter Seals headquarters) and participating Easter Seals affiliates across the country.

Because Easter Seals values the privacy of constituents visiting the Easter Seals Online Network, users of the Easter Seals Online Network have the right to manage their own personal information.

You can contact Easter Seals for more information related to the privacy of the information you provide online:

Mail:  233 South Wacker Drive, Suite 2400, Chicago, IL 60606.
Phone:  312-726-6200
Online:  Click here to contact Easter Seals via email. Your request will be answered within 2-3 business days.

Notification of Change
Easter Seals reserves the right to change this policy at any time. Easter Seals privacy policy will be kept up-to-date and clearly posted on our Web site.

The Information We Collect
On many pages of the Easter Seals Online Network -- in particular when donating online, completing an action alert, registering for a special event, purchasing a product, or completing various feedback forms -- visitors are asked to list name, address, and other personal contact information. Information collected is specifically and knowingly provided by site visitors and may include name, email address, format preference (HTML vs. text), address, telephone number, interests and other similar information. Collecting this information helps Easter Seals to better provide site visitors with relevant and useful content.

Easter Seals has partnered with Convio, Inc. to power the Web content, email and transaction processing capabilities to serve our constituents and fulfill our mission on the Internet. Convio, Inc. is an Internet software and services company that provides online electronic Constituent Relationship Management (eCRM) solutions for nonprofit organizations and higher education institutions. Convio will not disclose your name or other personally identifiable information (such as your e-mail address or phone number) to any party other than Easter Seals.

Neither Easter Seals nor Convio store sensitive information such as credit card numbers. When an online transaction is completed through the Easter Seals Online Network, such as a charitable contribution, credit card information is used solely for the purpose of completing that specific transaction and is not retained in the Easter Seals or Convio database.

Easter Seals will not sell, share or exchange personal contact information collected from this Web site with other organizations. If a user has a previous relationship with Easter Seals through another channel (i.e., mail, phone), Easter Seals will occasionally rent or exchange those names and addresses with other organizations as a way of providing extra funds to help support services. If you do not want to participate in this program, please let us know.

Visitors to the Easter Seals Online Network are not required to share any personally identifiable information. Users who do not wish to share personal information when visiting the Easter Seals Online Network can still access the Network's Web pages and the valuable information provided.

Opting Out
Easter Seals provides site visitors with the opportunity to opt-out of receiving our online and offline communications.

If you would like to opt-out of receiving email communications please update your user profile. Email unsubscribe requests are processed immediately.

To discontinue the receipt of postal mail, please contact Easter Seals. Shortly, Easter Seals will be adding the capability to remove your name from our postal mailing list online. You'll need to register as user of the Easter Seals Online Network. Please note: there is a 8-12 week lapse period due to the fact that a subsequent mailing may already be in production. If you do receive another mailing, please disregard it.

Your California Privacy Rights
To review a special notice for California residents only per California Privacy Law (SB27): Exchanging, Renting, Reselling Personal Information, please visit the "Your California Privacy Rights" section. 

Correct/Update Your Profile
Easter Seals offers the option to change and modify personally identifiable information. Upon your request, Easter Seals will remove personally identifying information retained in organizational databases. If you are a registered user of this site, you can access your Easter Seals profile and update your contact information and user preferences by clicking here.

Easter Seals reserves the right to maintain information on users who have had their access to the Easter Seals Online Network blocked.

Aggregate Information
Demographic and profile data (i.e., age, gender, browser usage) is also collected via the Easter Seals Online Network. Easter Seals uses such data to improve marketing and promotional efforts, statistically analyze site usage, improve content and product offerings and to customize site content, layout, and services. Additionally, this data may be shared with third parties on an aggregated basis. Easter Seals does not share personally identifying information with third parties, except to a court or governmental agency if required by law and as stated above in the section titled "The Information We Collect."

Cookies
A cookie is a small text file a Web site places on a site visitor’s computer hard drive. Its purpose is to let the site know when a user visits and to perform certain functions such as saving passwords and personal preferences.
 
Cookies help evaluate visitors' use of a Web site, such as what viewers want to see and what they never read. This information allows Easter Seals to better focus online information and to concentrate on information people are using.

Your browser is probably set to accept cookies. If you would like to turn this feature off, you will need to change the settings of your Internet browser.

Security of Your Information
All credit card and personal profile information provided to Easter Seals or our Internet software partner, Convio, Inc., is transmitted using SSL (Secure Socket Layer) encryption using Verisign as a payment gateway. SSL is a proven coding system that allows a browser to automatically encrypt, or scramble, data before it is sent.

Easter Seals also protects account information by placing it on a secure portion of the Easter Seals Online Network that is only accessible by certain qualified employees of Easter Seals. Unfortunately, no data transmission over the Internet is 100% secure. Easter Seals strives to protect your information, however cannot ensure or warrant the security of such information.

Tell-A-Friend, Ecards and Personal Fundraising Pages
If you elect to use the referral service to inform a friend about a page on the Easter Seals Online Network, send an ecard, or raise funds for Easter Seals by soliciting friends and family, you will be asked for the friend's name and email address. Easter Seals will automatically send the friend a one-time email inviting them to visit the site. Easter Seals stores this information to send this one-time email only. In addition, the contact information will be maintained solely for the future convenience of the individual who provided the information -- to send subsequent ecards or fundraising reminders/updates.

Links to Other Web Sites
Easter Seals has links to other Web sites outside of the Easter Seals Online Network. Easter Seals is not responsible for the content of any linked Web site, or any link contained in a linked Web site, or any changes or updates to such Web sites. The inclusion of any link does not imply endorsement by Easter Seals of that Web site.

In addition, please be aware that Easter Seals is not responsible for the privacy practices of such other Web sites. Easter Seals encourages you to read the privacy statements of each and every Web site that requests personal information from you.

Information from Children
Easter Seals does not seek to collect personal information about children through the Easter Seals Online Network. If a child submits information through any part of the Network, and Easter Seals is aware that the user submitting the information is a child, the information is not used for any purpose, nor is it disclosed to third parties. Easter Seals will comply with all regulations set forward by the Children’s Online Privacy Protection Act (COPPA). To learn more about COPPA, visit the Federal Trade Commission.

Transmission of Health-Related Data
Easter Seals understands the sensitivity of collecting and using health-related data. Personally identifiable health-related data collected on the Easter Seals Online Network will not be shared with entities other than Easter Seals, Inc., and Easter Seals affiliates. Any transfer of personally identifiable health-related data between Easter Seals organizations will take place in a secure environment with access allowed only to certain qualified employees of Easter Seals. Easter Seals will comply with all regulations set forward by the Health Insurance Portability and Accountability Act (HIPAA). To learn more about HIPAA, visit the U.S. Department of Health and Human Services Office for Civil Rights.

Notice of Privacy Practices

EASTER SEALS SUPERIOR CALIFORNIA

This notice describes how medical information about you may be used and disclosed and how you
can get access to this information. Please review it carefully.

In this notice we use the terms "we", "us" and "our" to describe Easter Seals Superior California. For more details, please refer to section IV of this notice.

I.  What is Protected Health Information?
II. About Our Responsibility to Protect your PHI
III. Your Rights Regarding Your PHI
IV. Easter Seals Subject to this Notice
V. How We May Use and Disclose Your PHI
VI. All Other Uses and Disclosures of Your PHI Require Your Prior Written Authorization
VII. How to Contact Us About This Notice or to Complain About Our Privacy Practices
VIII. Changes To This Notice
IX. Effective Date of This Notice

Easter Seals Online Network Privacy Policy

I. What is "Protected Health Information?"

Your protected health information (PHI) is health information that contains identifiers, such as your name, Social Security number, or other information that reveals who you are. For example, your medical record number is PHI because it includes your name and other identifiers.

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II. About Our Responsibility to Protect your PHI

By law, we must:

1) protect the privacy of your PHI,

2) tell you about your rights and our legal duties with respect to your PHI, and;

3) tell you about our privacy practices and follow our notice currently in effect.

We take these responsibilities seriously and, as in the past, we will continue to take appropriate steps to safeguard the privacy of your PHI.

In the course of providing health care, we collect various types of PHI from clients and consumers and other sources, including other health care providers. The medical information may be used for example, to provide health care services and customer services, evaluate benefits and claims, administer health care coverage, measure performance (utilization review), detect fraud and abuse, review the competence or qualifications of health care professionals, and fulfill legal and regulatory requirements. The types of PHI that we collect and maintain about clients and consumers include, for example:

• Hospital, medical, mental health and substance abuse records, laboratory results, X-ray reports, pharmacy records and appointment records;
• Information from clients/consumers, for example, through surveys, applications and other forms, and on-line communications; and;
• Information about your relationship with Easter Seals Superior California, such as medical services received, claims history, and information from your benefits plan sponsor or employer about group health coverage you may have.

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III.Your Rights Regarding Your PHI

This section tells you about your rights regarding your PHI, for example, your medical and billing records. It also describes how you can exercise these rights.

Your right to see and receive copies of your PHI

In general, you have a right to see and receive copies of your PHI in designated record sets such as your medical record or billing records. If you would like to see or receive a copy of such a record please write to us at Easter Seals Superior California, Privacy Officer, 3205 Hurley Way, Sacramento, CA 95864. After we receive your written request, we will let you know when and how you can see or obtain a copy of your record. If you agree, we will give you a summary or explanation of your PHI instead of providing copies. We may charge you a fee for the copies, summary or explanation. If we don't have the record you asked for but we know who does, we will tell you who to contact to request it. In limited situations, we may deny some or all of your request to see or receive copies of your records, but if we do, we will tell you why in writing and explain your right, if any, to have our denial reviewed.

Your right to choose how we send PHI to you

You may ask us to send your PHI to you at a different address (for example, your work address) or by different means (for example, fax instead of regular mail). When we can reasonably and lawfully agree to your request, we will. However, we are permitted to charge you for any additional cost of sending your PHI to different addresses or by different means.

Your right to correct or update your PHI

If you believe there is a mistake in your PHI or that important information is missing, you may request that we correct or add to the record. Please write to us and tell us what you are asking for and why we should make the correction or addition. You may contact us at Easter Seals Superior California, Privacy Officer, 3205 Hurley Way, Sacramento, CA 95864. We will respond in writing after receiving your request. If we approve your request, we will make the correction or addition to your PHI. If we deny your request, we will tell you why and explain your right to file a written statement of disagreement. Your statement must be limited to 250 words for each item in your record that you believe is incorrect or incomplete. You must clearly tell us in writing if you want future us to include your statement in future disclosures we make of that part of your record. We may include a summary instead of your statement.

Your right to an accounting of disclosures of PHI

You may ask us for a list of our disclosures of your PHI. Write to Easter Seals Superior California, Privacy Officer, 3205 Hurley Way, Sacramento, CA 95864. The list we give you will include disclosures made in the last six years, unless you request a shorter time or if less than six years have passed since April 14, 2003. For example, if you requested a list of disclosures on April 14, 2005, the list would cover only two years.

You are entitled to one disclosure accounting in any 12-month period at no charge. If you request any additional accountings less than 12 months later, we may charge you a fee.

An accounting does not include certain disclosures, for example, disclosures to carry out treatment, payment and health care operations; disclosures that occurred prior to April 14, 2003; disclosures for which Easter Seals had a signed authorization; disclosures of your PHI to you; or disclosures to persons involved in your care and persons acting on your behalf.

Your right to request limits on uses and disclosures of your PHI

You may request that we limit our uses and disclosures of your PHI for treatment, payment and health care operations. However, by law, we do not have to agree to your request. Because we strongly believe that this information is needed to appropriately manage the care of our clients/consumers, it is our policy to not agree to requests for restrictions.

Your right to receive a paper copy of this notice

You also have the right to receive a paper copy of this notice upon request.

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IV. Easter Seals Subject to This Notice

This notice applies to the Easter Seals Superior California Region which includes all programs and services offered within our 13-county area. This area includes the counties of Alpine, Amador, Calaveras, El Dorado, Nevada, Placer, Sacramento, San Joaquin, Stanislaus, Sutter, Tuolumne, Yolo and Yuba.

To provide you with the health care that you expect, to treat you, and to conduct our operations, such as quality assurance, accreditation, licensing and compliance, Easter Seals Superior California's programs and services may share your PHI with each other.

Our personnel may have access to your PHI either as employees, physicians, professional staff and others authorized to enter information in a Easter Seals Superior California medical record, volunteers or persons working with us in other capacities.

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V. How We May Use and Disclose Your PHI

Your confidentiality is important to us. Our employees are required to maintain the confidentiality of the PHI of our clients/consumers, and we have policies and procedures and other safeguards to help protect your PHI from improper use and disclosure. Sometimes we are allowed by law to use and disclose certain PHI without your written permission. We briefly describe these uses and disclosures below and give you some examples.

How much PHI is used or disclosed without your written permission will vary depending, for example, on the intended purpose of the use or disclosure. Sometimes we may only need to use or disclose a limited amount of PHI, such as to send you an appointment reminder or to confirm that you are a client/consumer. At other times, we may need to use or disclose more PHI, such as when we are providing you medical treatment.

• Treatment: This is the most important use and disclosure of your PHI. For example, our staff involved in your care use and disclose your PHI to diagnose your condition and evaluate your health care needs. Our staff will use and disclose your PHI in order to provide and coordinate the care and services you need. If you need care from health care providers other than Easter Seals, such as community resources to assist with your health care needs at home, we may disclose your PHI to them.
• Treatment alternatives and health-related benefits and services: In some instances, the law permits us to contact you: 1) to describe our services; 2) for your treatment; 3) for case management and care coordination; or 4) to direct or recommend available treatment options, therapies, health care providers, or care settings. For example, we may provide you with educational or health management information.
• Payment: Your PHI may be used to seek payment from your health plan, from other sources of coverage such as an automobile insurer, or from credit card companies that you may request and receive information on dates of service, the services provided and the medical condition being treated.
• Health care operations: Your PHI may be used as necessary to support the day-to-day activities and management of Easter Seals Superior California. For example, information on the services you received may be used to support budgeting and financial reporting, and activities to evaluate and promote quality.
• Business associates: We may contract with business associates to perform certain functions or activities on our behalf, such as payment or health care operations. These business associates must agree to safeguard your PHI.
• Appointment reminders: Your PHI allows us to contact you about appointments for treatment or other health care you may need.
• Communications with family and others when you are present: Sometimes a family member or other person involved in your care will be present when we are discussing your PHI with you. If you object, please tell us and we won't discuss your PHI or we will ask the person to leave.
• Communications with family and others when you are not present: There may be times when it is necessary to disclose your PHI to a family member or other person involved in your care because there is an emergency, you are not present, or you lack the decision-making capacity to agree or object. In those instances, we will use our professional judgement to determine if it's in your best interest to disclose your PHI. If so, we will limit the disclosure to the PHI that is directly relevant to the person's involvement with your health care.
• Disclosure in case of disaster relief: We may disclose your name, city of residence, age, gender, and general condition to a public or private disaster relief organization to assist disaster relief efforts, unless you object at the time.
• Disclosures to parents as personal representatives of minors: In most cases, we may disclose your minor child's PHI to you. In some situations, however we are permitted or even required to deny your access to your minor child's PHI. An example of when we must deny access to parents is when minors have adult rights to make their own health care decisions. These minors include, for example, minors who were or are married or who have a declaration of emancipation from a court.
• Facility Directories: When you are a client/ consumer in one of our facilities, we may create a directory that includes your name and location. This information may be disclosed to a person who asks for you by name. You may object to the use or disclosure of some or all of this information. If you do, we will not disclose it to visitors or other members of the public.
• Public health activities: Public health activities cover many functions performed or authorized by government agencies to promote and protect the public's health and may require us to disclose your PHI. For example, we may disclose your PHI as part of our obligation to report to the public health authorities certain diseases, injuries and conditions. Sometimes we may disclose your PHI to someone you may have exposed to a communicable disease or who may otherwise be at risk of getting or spreading the disease.We may use and disclose your PHI as necessary to comply with federal and state laws that govern workplace safety.
• Health oversight: As a health care provider, we are subject to oversight conducted by federal and state agencies. These agencies may conduct audits of our operations and activities and in that process, they may review your PHI.
• Military activity and national security: We may sometimes use or disclose the PHI of armed forces personnel to the applicable military authorities when they believe it is necessary to properly carry out military missions. We may also disclose your PHI to authorized federal officials as necessary for national security and intelligence activities or for protection of the president and other government officials and dignitaries.
• Marketing: Easter Seals may use and disclose your PHI to contact you about benefits, services, or supplies that we can offer you in addition to your Easter Seals services.
• Newsletters and Fundraising: Easter Seals may use your PHI to send to you informational- newsletters, announcements and information on participating in fundraising opportunities. To decline participation in these types of contact, please write to Easter Seals Superior California, Privacy Officer, 3205 Hurley Way, Sacramento, CA 95864.
• Required by law: In some circumstances federal or state law requires that we disclose your PHI to others. For example, the secretary of the Department of Health and Human Services may review our compliance efforts, which may include seeing your PHI.
• Lawsuits and other legal disputes: We may use and disclose your PHI in responding to a court or administrative order, a subpoena, or a discovery request. We may also use and disclose your PHI to the extent permitted by law without your authorization, for example, to defend a lawsuit or arbitration.
• Law enforcement: We may disclose PHI to authorized officials for law enforcement purposes, for example, to respond to a search warrant, report a crime on our premises, or help identify or locate someone.
• Serious threat to health or safety: We may use and disclose your PHI if we believe it is necessary to avoid a serious threat to your health or safety or to someone else's.
• Abuse or neglect: By law, we may disclose PHI to the appropriate authority to report suspected child abuse or neglect or to identify- suspected victims of abuse, neglect or domestic violence.
• Coroners and funeral directors: We may disclose PHI to a coroner or medical examiner to permit identification of a body, determine cause of death, or for other official duties. We may also disclose PHI to funeral directors.

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VI. All Other Uses and Disclosures of Your PHI Require Your Prior Written Authorization

Except for those uses and disclosures described above, we will not use or disclose your PHI without your written authorization. When your authorization is required and you authorize us to use or disclose your PHI for some purpose, you may revoke that authorization by notifying us in writing at any time. Please note that the revocation will not apply to any authorized use or disclosure of your PHI that took place before we received your revocation.

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VII. How to Contact Us About This Notice or to Complain About Our Privacy Practices

If you have any questions about this notice, or want to lodge a complaint about our privacy practices, please let us know by writing to Easter Seals Superior California, Privacy Officer, 3205 Hurley Way, Sacramento, CA 95864. You may also notify the secretary of the Department of Health and Human Services.

We will not take retaliatory action against you if you file a complaint about our privacy practices.

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VIII. Changes To This Notice

We may change this notice and our privacy practices at any time, as long as the change is consistent with state and federal law. Any revised notice will apply to both the PHI we already have about you at the time of the change and any PHI created or received after the change takes effect. If we make an important change to our privacy practices, we will promptly change this notice and provide you with a new notice and on our Web site at www.easterseals-superiorca.org. Except for changes required by law, we will not implement an important change to our privacy practices before we revise this notice.

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IX. Effective Date of This Notice

This notice is effective April 14, 2003.

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