PRIVACY POLICY
From Grass to Grace
Effective Date: 1.13.2024
Last Updated: 6.23.2025
1. INTRODUCTION
From Grass to Grace (“we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of all individuals who interact with our organization. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information from program participants, donors, volunteers, and website visitors.
Our mission is to provide comprehensive transitional support for returning citizens through residential housing, vocational training, and community garden programs. We understand the sensitive nature of the information we handle and are committed to maintaining the highest standards of privacy protection.
2. INFORMATION WE COLLECT
2.1 Program Participant Information
We collect information necessary to provide our services, including:
- Personal Identification: Name, date of birth, Social Security number, government-issued ID
- Contact Information: Address, phone number, email address, emergency contacts
- Background Information: Criminal history, incarceration details, parole/probation status
- Health Information: Medical history, mental health records, substance abuse treatment history
- Employment History: Previous work experience, skills, education background
- Financial Information: Income, benefits, financial assistance needs
- Program Progress: Participation records, assessments, case notes, goal tracking
2.2 Donor Information
- Personal Details: Name, address, phone number, email address
- Payment Information: Credit card details, bank account information (processed securely)
- Donation History: Contribution amounts, dates, designation preferences
- Communication Preferences: Newsletter subscriptions, event invitations
2.3 Volunteer Information
- Contact Information: Name, address, phone number, email address
- Background Check Results: Criminal history screening, references
- Skills and Availability: Areas of expertise, volunteer schedule preferences
2.4 Website Information
- Automatically Collected: IP address, browser type, device information, pages visited
- Cookies: Session data, user preferences, analytics information
3. HOW WE USE YOUR INFORMATION
3.1 Program Services
- Assess eligibility for our transitional housing and support programs
- Develop individualized reentry plans and track progress
- Coordinate with case managers, counselors, and support staff
- Facilitate vocational training and job placement services
- Manage community garden participation and skill development
- Ensure compliance with program requirements and safety protocols
3.2 Legal and Safety Requirements
- Comply with court orders, parole/probation requirements, and legal obligations
- Report to funding agencies and government oversight bodies as required
- Respond to emergencies and ensure participant and community safety
- Conduct background checks for volunteers and staff
3.3 Organizational Operations
- Process donations and maintain donor relationships
- Recruit and manage volunteers
- Improve our programs through data analysis and evaluation
- Communicate about events, fundraising, and organizational updates
4. INFORMATION SHARING AND DISCLOSURE
4.1 Limited Sharing with Consent
We may share participant information with:
- Healthcare Providers: For medical and mental health treatment
- Employers: For job placement and reference purposes (with consent)
- Educational Institutions: For vocational training and certification programs
- Support Services: Other nonprofits and social services agencies
4.2 Required Legal Disclosures
We may disclose information without consent when:
- Court Orders: Subpoenas, warrants, or other legal process require disclosure
- Safety Concerns: Imminent threat to participant or public safety exists
- Child/Elder Abuse: Mandatory reporting requirements apply
- Parole/Probation: Compliance with supervision requirements
- Funding Requirements: Grant reporting and audit obligations
4.3 Third-Party Service Providers
We work with trusted vendors who assist with:
- Payment processing and donation management
- Data storage and IT services
- Background check services
- Program evaluation and research (with anonymized data)
5. DATA SECURITY AND RETENTION
5.1 Security Measures
- Physical Security: Locked filing cabinets, restricted access to offices and records
- Digital Security: Encrypted databases, secure networks, regular backups
- Staff Training: Privacy and confidentiality training for all personnel
- Access Controls: Role-based access, regular password updates, audit logs
5.2 Retention Periods
- Program Records: Maintained for 7 years after program completion or as required by law
- Financial Records: Retained for 7 years for tax and audit purposes
- Personnel Files: Kept for duration of employment plus 3 years
- Donor Information: Maintained indefinitely unless donor requests removal
5.3 Data Disposal
When information is no longer needed, we securely destroy physical documents through shredding and permanently delete digital files using approved data destruction methods.
6. YOUR PRIVACY RIGHTS
6.1 Access and Correction
You have the right to:
- Request access to your personal information in our records
- Request corrections to inaccurate or incomplete information
- Receive copies of your records (fees may apply for extensive copying)
6.2 Communication Preferences
- Donors: Opt out of fundraising communications or event invitations
- Email Lists: Unsubscribe from newsletters and updates
- Phone Communications: Request to be placed on our do-not-call list
6.3 Limitations
Some information cannot be modified or deleted due to:
- Legal requirements for record retention
- Ongoing case management needs
- Safety and security concerns
- Grant and funding compliance obligations
7. SPECIAL PROTECTIONS
7.1 Substance Abuse Treatment Records
Records related to substance abuse treatment are protected under federal regulations (42 CFR Part 2) and require special consent for disclosure.
7.2 Mental Health Information
Mental health records receive additional protection under state and federal laws and are only shared with explicit consent or legal requirement.
7.3 Participant Confidentiality
We do not disclose the identity of current or former program participants without written consent, except as required by law or safety concerns.
8. WEBSITE PRIVACY
8.1 Cookies and Tracking
Our website uses cookies to:
- Remember user preferences and settings
- Analyze website traffic and usage patterns
- Improve user experience and site functionality
8.2 Third-Party Services
We may use third-party services for:
- Analytics: Google Analytics to understand website usage
- Donations: Secure payment processors for online contributions
- Social Media: Integration with Facebook, Twitter, and other platforms
8.3 External Links
Our website may contain links to external sites. We are not responsible for the privacy practices of these third-party websites.
9. CHILDREN’S PRIVACY
Our services are primarily designed for adults. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will promptly delete such information.
10. POLICY CHANGES
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Significant changes will be communicated through:
- Posted notice on our website
- Email notification to participants and donors
- Written notice for substantial policy changes
11. CONTACT INFORMATION
Privacy Officer:
From Grass to Grace
Phone: 410-787-5449
Email: [Email Address]
For Privacy Concerns:
- Email: privacy@fromgrasstograce.org
- Mail: Privacy Officer, From Grass to Grace
Hours:
[Office Hours]
Emergency Contact:
[24-hour contact information for urgent privacy concerns]
12. COMPLAINTS AND GRIEVANCES
If you believe your privacy rights have been violated, you may:
- Contact our Privacy Officer directly
- File a written complaint with our Executive Director
- Contact relevant regulatory authorities
- Consult with legal counsel regarding your rights
We will not retaliate against individuals who file privacy complaints in good faith.
13. ACKNOWLEDGMENT
By participating in our programs, making donations, or using our services, you acknowledge that you have read and understand this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.
From Grass to Grace
Empowering Second Chances, Building Stronger Communities
