Privacy Policy

Last Updated January 1, 2025

Easter Seals, Inc. (an Ohio not-for-profit company hereinafter referred to as "Easterseals," "we," "our," or "us") understands that data privacy and the protection of personal information is important to you. This Privacy Policy explains how we collect, use and share your personal information, and your rights and choices regarding the personal information we collect about you. 

Please read this Policy carefully to understand our policies and practices regarding your personal information and how we will process it. You can also click on the links below to navigate to a specific section. 

  1. Scope of Policy
  2. Personal Information Collection
  3. How We Use Personal Information
  4. How We Disclose Personal Information
  5. Easterseals Affiliate Members
  6. Links to Other Sites
  7. Security of Personal Information
  8. Transmission of Health-Related Information
  9. Retention of Personal Information
  10. Your Rights and Choices Regarding your Personal Information
  11. Cookies
  12. International Transfers of Personal Information
  13. Information from Children
  14. Changes to this Notice
  15. Contact Us

1. Scope of Policy

This Privacy Policy applies to all donors, members, website visitors, business partners, employees, job applicants, and individuals who otherwise interact with Easterseals whom we collect personal information from. We often refer to your interactions with us as using our "services" throughout this Notice. 

2. Personal Information Collection

We collect a variety of information as part of our operations, including personal information and other information. "Personal information" is any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with an identifiable individual. 

a. How We Collect Personal Information

Easterseals collects information, including personal information, from and about its donors, event attendees and program participants, individuals who interact with our affiliate members, employees and job applicants, individuals who visit our website and other individuals who choose to interact with us. We collect information from or about you in the following ways:

  • Directly from You: We collect information directly from you when you make a donation, create a user profile on our website, attend an event or program we are offering, apply for employment or gain employment with us, when you visit our website, and when you otherwise voluntarily submit or provide information to us.
  • Automatically: When you visit and interact with our website, we collect information automatically through cookies. For more information about cookies on our website, please visit the section below titled "Cookies."
  • From Easterseals Affiliate Members: We rely on our affiliate members to provide us with information about the individuals they provide services to and interact with so that we can understand the impact of our and our affiliate members' programs and services, yield actionable insights, and drive future-forward decision making to ensure that our services and programs make the most impact in the communities we serve.
  • From Other Sources: We may collect information about you from other sources and we may combine information from other sources with information we collect through our services or interactions with you. Examples of the other sources we most frequently collect information from include national donor databases and registries and companies that compile mailing lists about individuals.

b. Types of Personal Information We Collect

The types of personal information we collect depend on how you interact with us, including whether the interaction is through one of our affiliate members or directly with us. In many cases, the personal information we collect will be apparent from the context in which you provide the information.

We collect the following types of personal information from you depending on how you interact with us (e.g., donor, employee, etc.).

Categories of Personal Information

Contact Information: This includes your name, mailing address, email address, social media handle, or other similar identifiers. Relevant individuals: Donors, Employees and job applicants, Website visitors, Event attendees, Program participants, Individuals who interact with our affiliate members, Easterseals affiliate member users.

Identification Information: This includes your SSN, driver's license number, passport number, or similar legal identification information. Relevant individuals: Employees and job applicants.

Profile Information: This includes information about your activity and interactions with us, including your donor tendencies and donation history, information you voluntarily provide to us or that we collect from other sources regarding your interests, preferences, and characteristics. We compile this information we collect about you to better understand you. Relevant individuals: Donors, Website visitors, Event attendees, Program participants, Individuals who interact with our affiliate members, Easterseals affiliate member users.

Health Information: This is information about your health, disability, or medical condition which may include "Protected Health Information" (PHI). Relevant individuals: Event attendees, Program participants, Individuals who interact with our affiliate members, Employees and job applicants (if you choose to participate in our group health plan).

Financial Information: This includes information about your wealth and financial status, income, credit card, bank account, or payment information. Relevant individuals: Donors, Employees and job applicants, Individuals who interact with our affiliate members.

Location Information: This includes information about your location. Relevant individuals: Donors, Website visitors, Easterseals affiliate member users.

Professional or Employment-Related Information: Current or past job history or performance evaluations. Relevant individuals: Employees and job applicants, Affiliate clinical and non-clinical service providers.

Internet or Other Similar Network Activity: Browsing history, search history, information on your interaction with a website, application, or advertisement. Relevant individuals: Website visitors, Donors, Easterseals affiliate member users.

Interaction Information: This includes information about your attendance at events we host or programs we sponsor, as well as information about correspondence with us and other ways you interact with us. Relevant individuals: Donors, Event attendees, Program participants, Website visitors, Individuals who interact with our affiliate members, Easterseals affiliate member users.

Sensitive Personal Information: We may collect certain sensitive personal information including race, gender, and age information. This information is collected in aggregate form. Relevant individuals: Employees and job applicants, Individuals who interact with our affiliate members, Easterseals affiliate member users.

We may not collect all the above categories of information from each category of individual who interacts with us. Please note that if you voluntarily provide us with additional information when you interact with us that does not fit one of these categories of information or individuals set forth above, we will collect the information and use it for the purposes you direct or that we disclose to you.

In certain circumstances, we may also inadvertently receive "Protected Health Information." "Protected Health Information" ("PHI") is individually identifiable health information. While we never intentionally collect PHI from an individual, we sometimes collect aggregated PHI when we gather information about the effectiveness of our programs in order to understand whether a program that we or our affiliate members offered resulted in improved outcomes for the individuals or communities our programs are designed to serve.

3. How We Use Personal Information

We use personal information for our legitimate business purposes to further our mission and for other purposes disclosed to you at the time data is collected. More specifically, we use personal information in the following ways:

  • Provide our services, programs, and events to the communities and individuals we serve.
  • Send you confirmations about event or program registration, or donations.
  • Process donations and gifts made to Easterseals or our Affiliate members.
  • Understand our donor base and potential donors.
  • Measure the effectiveness of our services, programs, and events, including services, programs, and events offered by our Affiliate members.
  • Communicate with you about our services, programs, events, happenings, and news.
  • Respond to your comments, inquiries, and customer service requests.
  • Market our events, services, programs, and potential donor opportunities to you. You may opt-out of marketing communications at any time.
  • Provide you with employment, or consider you for employment with Easterseals.
  • Process payroll and other benefits afforded to our employees.
  • Improve and personalize our content and services.
  • Monitor and analyze trends regarding our services, programs, and events, including services, programs, and events offered by our Affiliate members.
  • Protect against and prevent fraud, unauthorized transactions, and manage risk exposure.
  • Enforce our legal rights and agreements.
  • Comply with applicable legal requirements.
  • Carry out any other purpose you consent to, that we disclose to you at the time your data is collected, or that you direct us to.

We may aggregate and de-identify personal information we collect from you to understand the effectiveness of our programs, services, and offerings, as well as to understand our donor base and donor trends. When we aggregate or de-identify information, it is no longer personally identifiable.

4. How We Disclose Personal Information

Easterseals may share your personal information in the following circumstances, and as otherwise described in this Notice:

  • Affiliate Members: We share information with our Affiliate members in order to understand and improve the impact of our and our affiliate members' programs, services, and offerings. Please see the section below titled "Easterseals Affiliate Members" for more information.
  • Service Providers, Vendors, and Consultants: We rely on third-parties to perform functions on our behalf. Some of these service providers include marketing service providers, payment service providers who help us process donations and pay our employees, cloud storage providers, website hosting platforms, client relationship management providers, HR or employee benefits providers, and content providers. We endeavor to ensure written agreements are in place with all service providers, vendors, and consultants where feasible and appropriate. All service providers, vendors, and consultants are required to use the information we disclose to them at our direction and only for the purpose(s) for which it was disclosed to them, and they are required to adhere to security and confidentiality measures.
  • List Rental and Exchange Program: We may share certain information about our donors with national donor registration and list service providers in order to grow our donor base and more effectively reach current and prospective donors. If you do not wish for your information to be shared with these third parties, you may opt-out by contacting us via a method set forth in the "Contact Us" section below or by visiting our website and contacting us through a means listed on our website. If you would like to know which third parties participate in the list rental and exchange program, you may also contact us via one of the methods listed below.
  • Law Enforcement Agencies, Courts, Regulators, Government Authorities, or Other Third Parties: We may disclose your information: 1) to apply with a legal obligation or court order; 2) when we believe in good faith that the law requires it; 3) at the request of governmental authorities conducting an investigation; 4) to verify or enforce our policies, procedures, terms of service, and other agreements, or to protect the rights, property, safety, and security of Easterseals, our members, vendors, business partners, service providers, affiliate members, website visitors, or the public; 5) to respond to an emergency; or 6) when we believe it is necessary or appropriate to prevent physical harm or financial loss, or in connection with an investigation of suspected or actual illegal activity.
  • Successor Entities, Buyers, Transfers and Mergers and Acquisitions: We may disclose your information to a buyer, potential buyer, successor in interest, or to an organization in connection with a bankruptcy, transfer, merger or acquisition, or other transfer of some or all of Easterseals' or an affiliate's assets, which may include your information. If this occurs, we will endeavor to ensure that the successor entity uses your personal information in accordance with this Privacy Notice or provides you with notice and a choice about future use of your personal information.

5. Easterseals Affiliate Members

Easterseals has a number of Affiliate members throughout the United States who interact directly with the populations we serve by bringing Easterseals' mission and work directly into the community in which the affiliate member operates. While our Affiliate member organizations are associated with and use Easterseals branding, they may have their own practices regarding how they collect, use, share, and retain information when you interact with them.

As described above, Affiliate members share information with us, and we share information with our Affiliate members. This information sharing occurs so that we can understand the impact of our and our Affiliate members' programs and services, yield actionable insights, and drive future-forward decision making so that we can continue to further the Easterseals' mission.

6. Links to Other Sites

Easterseals' website may contain links to other sites, including to our Affiliate members, as well as links to non-affiliated third parties, such as social networks or business partners. These linked sites may have personal information collection, use, and disclosure practices that differ from Easterseals' practices. We encourage you to review the privacy policies of websites that you visit before sharing your personal information with them. Please also be aware that if you disclose personal information, PHI, or other sensitive information through public forums, at an event, or on online message boards, this information may be used by others. We take no responsibility for the content, security, or confidentiality of any information posted on or conveyed in these public spaces.

7. Security of Personal Information

Easterseals knows that information security is of the utmost importance to our donors, affiliate members, website visitors, and individuals whose information we collect. We maintain reasonable technical, administrative, physical, and organizational safeguards in proportion to the sensitivity of information we collect that are designed to prevent unauthorized access, use, and disclosure of personal information.

However, no electronic data transmission or processing of personal information is completely secure, so we cannot guarantee the security of personal information. We encourage you to assist us with securing your personal information by using a strong password and not disclosing your login credentials, where applicable, to anyone. If we become aware of an incident that affects your personal information, we will investigate and comply with all reporting obligations.

8. Transmission of Health-Related Information

Easterseals understands the sensitivity of collecting and using health-related data. It is not Easterseals' intent to collect personally identifiable health-related information or PHI. If we do collect personally identifiable health-related information or PHI, it will not be used by or shared with entities other than Easterseals or our affiliate members, unless the information is de-identified. Any transfer of personally identifiable health-related data between Easterseals organizations will take place in a secure environment with access allowed only to certain qualified employees of Easterseals. Easterseals 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.

9. Retention of Personal Information

We will retain your information only for as long as necessary to achieve the purpose for which it was collected. This may mean that we will continue to retain certain information even after we stop providing our services directly or indirectly to you, after you delete your user profile, or cease interacting with us, as required by law or for our legitimate business purposes. We may also retain de-identified, aggregated, or anonymous information that does not identify a particular individual. In all cases where we retain data, we do so in accordance with limitation periods and record retention obligations that are imposed by applicable law.

10. Your Rights & Choices Regarding Your Personal Information

Easterseals offers various rights that are consistent with state consumer privacy laws. Easterseals offers the option to access, correct, and delete your personal information. If you are a registered user of our website, access your Easterseals profile and update your contact information and user preferences. Upon your request, we will delete, aggregate, or de-identify personal information related to you that is retained in our organizational databases, unless we are required to continue to retain the information in an identifiable format. To exercise your right to deletion, or to modify or correct your information other than through the link above, please contact us via a method set forth in the below "Contact Us" section.

You can also change your communication preferences and opt-in or opt-out of marketing communications from Easterseals. To opt-out of receiving email communications, postal mail or from participating in the list rental and exchange program, or to request a disclosure of list rental and exchange information, please follow the directions below.

We will endeavor to fulfill all requests within a reasonable timeframe.

11. Cookies

Our website uses or may use cookies, web beacons, pixel tags, and similar technologies (collectively, "cookies"). Cookies are small text files stored directly on a website visitor's computer or mobile device that automatically collect certain information from users such as browser type, IP address, time spent online, pages visited, referring URL, and additional aggregated website traffic data. We also rely on partners to provide features of our services, which may involve using cookies.

We use cookies for the following purposes:

  • Functionality: These cookies are necessary for us to ensure that the website functions properly.
  • Security: These cookies are necessary for us to mitigate the risk of data breaches and similar attacks by ensuring that requests are submitted to our website from proper domains.
  • Authentication: These cookies allow us to authenticate user requests and to maintain session information related to users.
  • Preference. These cookies allow our website to remember which events you have signed up or registered for, the products you place in your shopping cart, and to recognize your device.
  • Advertising: These cookies allow us to provide you with more relevant advertisements.
  • Analytics: These cookies enable us to learn more about how users and visitors interact with our website, including pages visited, how much time is spent on each pages, and similar information. We use this information in aggregate.
  • Third-Party: These cookies are placed by third parties such as Google and social media networks. These cookies track and monitor how you interact with our services and other websites, provide us insight into how you interact with our website (such as analytics), facilitate account registration and login, and also enable the sharing of content from our services to these third parties. We do not control the data use or sharing practices of these third parties. If you do not wish to accept third party cookies, we encourage you to update your browser settings accordingly.

The use of cookies has become standard among website operators. Most browsers are initially set to accept cookies. You can usually set your browser to refuse cookies that are not necessary or to indicate when a cookie is being set. To understand your options regarding cookies, you can visit the help section of your web browser.

If you refuse cookies, you may not be able to use certain functions on our website and our website may not function as smoothly as it does when cookies are enabled.

12. International Transfers of Personal Information

Easterseals and all of its Affiliate members are located in the United States, and all programming offered by Easterseals and its Affiliate members occurs in the United States. Because of the global nature of the internet, the Easterseals website may be accessible from jurisdictions other than the United States, even though Easterseals does not operate, provide, or market its services outside of the United States. If you access the Easterseals website outside of the United States, your information will be transferred to and processed in the United States. Since the data protection laws of various countries differ, information transferred to the United States may not be subject to the same level of protection as the jurisdiction in which you reside. If you choose to access our website from a jurisdiction outside the United States, we rely on your consent to transfer the data to the United States. To the extent you do not consent to data transfers to the United States, please do not provide us with your personal information or visit our website.

13. Information from Children

Our website is not directed towards children under the age of 13. We do not knowingly collect personal information from anyone under the age of 13 through our website without parental consent. If you become aware that we have collected personal information from an individual under the age of 13 through our website without parental consent, please let us know so that we can take appropriate action.

14. Changes to this Notice

We may update this Privacy Notice from time to time. If we make material updates to this Notice, we will endeavor to provide you notice by placing a prominent notice on this website and/or sending an email notification of the change. We will also update the "last updated" date at the top of this policy. Any changes will be effective immediately on posting unless otherwise indicated. Continued use of our services after updates to our Notice will be deemed consent to the changes.

15. Contact Us

If you have any questions about this Notice or our information practices, please contact us or write to us at:

ATTN: Privacy Manager

Easter Seals, Inc.
141 W. Jackson Blvd
Suite 1400A
Chicago, IL 60604

Health Privacy

In accordance with the Health Insurance Portability and Accountability Act (HIPAA), this notice describes how medical information about individuals served by the Easter Seals Rehabilitation Center may be used and disclosed, and how individuals can get access to their own information. If you receive services from the Easter Seals Rehabilitation Center, or are the legal guardian of someone who does, please review the policy carefully.

I. The Easter Seals Rehabilitation Center has a legal duty to protect the privacy of your information. We call this information "Protected Health Information" or "PHI" for short. It includes information that we have created or received about your past, present, or future health or condition, information about how we provide services to you, and information related to payment of these services. We are required to give you this notice about our privacy practices that explains how, when and why we use and disclose your PHI. We are legally required to follow the privacy practices described in this notice.

We reserve the right to change the terms of this notice and our privacy policies at any time. Any changes will apply to the PHI we already have. Before we make an important change to our policies, we will change this notice and post a new notice in the main lobby of our facility. You can request a copy of this notice by calling 812-479-1411.

II.  How we may use and disclose your protected health information: We use and disclose health information for many different reasons. For some of these uses or disclosures, we need your prior consent or specific authorization. The following is a description of the different types of uses and disclosures and examples.

A.  Uses and Disclosures relating to treatment, payment, or health care operations that do NOT require your prior written consent. We may use and disclose your PHI WITHOUT your consent for the following reasons:

1. For treatment: We may disclose your PHI to therapists, students, physicians, and other health care personnel who are involved in your care. For example, if you are an Occupational Therapy client, your therapist may consult with a Speech Therapist to help determine if a speech delay should be addressed.

2.  To obtain payment for treatment: We may use or disclose your PHI in order to bill and collect payment for the treatment and services provided to you. For example, we may provide portions of your PHI to our billing department and your health plan to get paid for the services that we provided to you or for prior authorization for services. We may also provide your PHI to our claims processing companies and others that process our health care claims ("Business Associates"). In addition, your billing statement is sent to the responsible party indicated on the account and includes information on all family members listed on that account.

3.  For health care operations. We may disclose your PHI in order to operate the Easter Seals Rehabilitation Center. For example, we may use your PHI in order to evaluate the quality of services that you received or to evaluate the performance of the health care professionals who provided services to you. We may also provide your PHI to our accountants, attorneys, consultants and others in order to make sure we are complying with laws that affect us. For example, we may review your Medical Record to determine whether or not we follow up as suggested. (A follow-up is recommended in 1 year following an orthopedic evaluation. We would check to be sure that we contact you to schedule an appointment at the end of that year.)

Appointment reminders: We may use and disclose PHI to contact you as a reminder that you have an appointment for treatment or medical care.

Treatment alternatives: We may use and disclose PHI to tell you about or recommend possible treatment options or alternatives that may be of interest to you.

Health-reated benefits and services: We may use and disclose PHI to tell you about health-related benefits or services that may be of interest to  you.

Fundraising activities: We may use and disclose PHI to contact you in an effort to raise money for the Easter Seals Rehabilitation Center and its operations. We would only release information such as your name, address and phone number and the dates you received treatment or services at the Easter Seals Rehabilitation Center.

Individuals involved in your care or payment for your care: Unless you object, we may release certain limited PHI about you to a friend or family member who is involved in your medical care. We may also give information to someone who helps pay for your care.

The above examples are not all inclusive of the situations when we may use and disclose PHI for treatment, payment and operations.

B. Other uses and disclosures that do NOT require your consent. We may use and disclose your PHI WITHOUT your consent or authorization for the following reasons:

1.  Public health: We may disclose PHI to public health authorities as required by law. This may include the following:

To prevent or control disease, injury or disability;

To report births and deaths;

To report child abuse or neglect;

To report reactions to medications or problems with products;

To notify people of recalls of products they may be using;

To notify a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition;

To notify the appropriate government authority if we believe a Client has been the victim of abuse, neglect or domestic violence.

2.  Health oversight activities: We may disclose PHI to a health oversight agency for activities authorized by law such as audits, investigations and inspections and reviews for licensure purposes.

3.  Abuse and neglect: The Easter Seals Rehabilitation Center is required to report any suspicion of abuse or neglect of a child or dependent person. We are permitted to disclose PHI to government authorities authorized by law to receive reports of child abuse or neglect. We may also disclose your PHI in situations of domestic abuse or elder abuse.

4.  Legal proceedings: We may disclose PHI in the course of a judicial or administrative proceeding in response to a court order.

5.  Law enforcement: We may disclose PHI for law enforcement purposes in response to state or federal law, to identify a suspect, fugitive, material witness or missing person; about criminal conduct that may occur at the Easter Seals Rehabilitation Center, and in emergency circumstances to report a crime, location of the crime or victims, or the identity of the person who committed the crime.

6.  To prevent harm: In order to avoid a serious threat to the health or safety of a person or the public, we may provide PHI to law enforcement personnel or persons able to prevent or lessen such harm.

7.  Miltary activity and national security: We may use or disclose the PHI of individuals who are Armed Forces personnel and we may disclose medical information about you to authorized federal officials so they may provide protection to the President, other authorized persons or foreign heads of state, or conduct special investigations.

8.  Workers' compensation: We may release PHI to workers' compensation or similar programs.

C.  All other uses and disclosures require your prior written authorization. In any situation not described in this Privacy Notice, we will ask for your written authorization before using or disclosing any of your Health Information. If you choose to sign an authorization to disclose your Health Information, you can later revoke that authorization in writing to stop any future uses and disclosures.

III.  YOUR RIGHTS REGARDING YOUR PROTECTED HEALTH INFORMATION: You have the following rights regarding your Health Information:

1.  The right to request limits in uses and disclosures of your Protected Health Information. You have the right to ask that we limit how we use and disclose your PHI. We will consider your request but are not legally required to accept it. If we accept your request, we will put any limits in writing and abide by them except in emergency situations. You may not limit the uses and disclosures that we are legally required or allowed to make.

2.  The right to choose how we send information to you. You have the right to ask that we send information to you at an alternate address (for example, sending information to your work address instead of your home address) or by alternate means. If you make this request in writing, we must agree to your request so long as we can easily provide it in the form you requested.

3.  The right to view and obtain copies of your Health Information. In most cases, you have the right to view or obtain copies of your PHI. You must make this request in writing. We will respond to you in writing within 30 days after receiving your written request. If we deny the request, we will tell you in writing our reasons for the denial of your request, and your right to have the denial reviewed. If you request copies of your PHI, we will charge appropriately by the number of pages you are requesting. Instead of providing the PHI you requested, we may provide you with a summary or explanation of the PHI.

4.  The right to obtain a list of the disclosures we have made. You have the right to get a list of instances in which we have disclosed your Health Information. The list will not include uses and disclosures for...

5.  The right to correct or update your Personal Health Information. If you believe there is a mistake in your PHI or a piece of important information is missing, you have the right to request that we amend the existing information or add the missing information. You must provide the request and your reason for the request in writing. We will respond within 60 days of receiving your request. We may deny your request stating the reasons for the denial and explain your right to file a written statement of disagreement with the denial.

IV.  HOW TO COMPLAIN ABOUT PRIVACY PRACTICES: If you feel we may have violated your Privacy Rights or you disagree with a decision we made about access to your PHI, you may file a complaint with the Privacy Officer (see Section V below). We will take no retaliatory action against you if you file a complaint about our privacy practices.

V. PERSON TO CONTACT FOR INFORMATION ABOUT THIS NOTICE OR TO COMPLAIN ABOUT OUR PRIVACY PRACTICES: If you have any questions about this notice or any complaints about our privacy practices or would like to know how to file a complaint with the Secretary of the Department of Health and Human Services, please contact HIPAA Privacy Officer, Easter Seals Rehabilitation Center, 3701 Bellemeade Avenue, Evansville, IN 47714, or telephone 812-479-1411, or send an email to: hipaa@evansvillerehab.com.

VI. EFFECTIVE DATE OF THIS NOTICE: This notice is effective April 14, 2003.

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