Privacy Policy


Easter Seals New York
Notice of Privacy Practices


This notice describes how information about you may be used and disclosed and how you may obtain access to this information.  Please review this notice carefully.  If you have any questions, or do not understand any part of this notice, please contact Easter Seals Security and Compliance Officer at:

This notice describes Easter Seals New York’s (Easter Seals) Information Use and Disclosure practices. It describes how the personal and medical information that we collect about you will be used and shared with others. The policies apply to:

·        Everyone in Easter Seals who is authorized to make notes about you or to review information about you

·        All services and departments of Easter Seals

·        All employees and other paid and volunteer Easter Seals personnel

·        Easter Seals service, resource development, clinical and administrative support staff may share information with each other for services, payment, or operations described below

Privacy Policy Pledge:

We understand that information about you is personal and we are committed to protecting your privacy. In our records we maintain data about you, your services, insurance information, etc. We need this information to provide you with services.

By law we are required to:

·        Keep information about you private

·        Provide you with a notice of our duties and policies concerning your personal health information 

·        Comply with the policies protecting information about you

Understanding Your Case Record/Information

Each time Easter Seals provides a service; additions are made to your health record.  This information may be used as:

·        Basis for planning your care, service(s) and treatment

·        Means of communication among the health professionals who contribute to your care

·        Legal document(s) describing the care you received

·        Means by which you, or a third party payee, can verify that services billed were actually provided

·        To collect payment for service(s)

·        For service operations to educate our service staff and employees responsible for your medical care

·        A source of data for medical research

·        A source of information for public health officials charged with improving the health of state and Nation

·        To prevent a serious threat to health and safety

·        Your information may be used in the event of your death

·        We may share your information with federal, state and local law when required to do so 

·        A source of data for facilitating planning and marketing

·        A tool with which we can assess and continually work to improve the care we render, and the outcomes we achieve. 

Other Informational Uses

In the event of circumstances not covered by this notice or the laws that apply to Easter Seals when we might share information about you, we will only do so with your written permission. If you provide us permission to use or disclose information about you, you may revoke that permission, in writing, at any time. If you revoke your permission, we will no longer use or share information about you for the reasons covered by your written authorization. You understand that we are unable to take back any disclosures (sharing of information) we have already made with your permission, and that we are required to retain our records of the service that we provided to you.

o       Ensure its accuracy

o       Better understand who, what, when, where, and why others may access your health information

o       Make informed decisions when authorizing disclosures to others


Your Informational Rights

Your case record is the physical property of the healthcare practitioner or facility that compiled it; however, this information belongs to you. 

You have the right to:

·        Request a restriction on certain uses and disclosures of your information

·        Obtain a paper copy of the notice of information practices upon request

·        Inspect and obtain a copy of your records

·        Request an amendment to your case records

·        Obtain an accounting of disclosures of your health information

·        Request communications of your health information by alternative means or at alternative locations

·        Revoke your authorization to use or disclose health information except if action has already been taken. 

·        Request confidential communications

Easter Seals may deny your request to inspect and copy your records in certain limited circumstances.

If you are denied access to information, you may file a grievance and request that the Easter Seals Privacy and Security Officer, or his or her designee, of the Easter Seals Privacy and Security Team review the denial. The privacy representative conducting the review will not be the person whom originally denied your request.

The Responsibilities of Easter Seals

Easter Seals New York is required to:

·        Maintain the privacy of your health information

·        Provide you with a notice of our legal duties and privacy practices with respect to information we collect and maintain about you

·        Abide by the terms of this notice

·        Notify you if we are unable to agree to a requested restriction

·        Accommodate reasonable requests you may have to communicate health information by alternative means or by at alternative locations

Examples Of How We Will Disclosure Your Information For Treatment, Payment And Health Operations

We will use your health information for treatment.

For example: information obtained by your service provider will be recorded in your case record and used to determine the course of treatment and services that should work best for you. When a team of individuals are involved in your service delivery, with your written permission we will share certain agreed upon components of your record.  This is to ensure that the team can best meet your needs. 

We will use your health information for payment.

For example: A bill may be sent to you or a third-party payer. The information on or accompanying the bill may include information that identifies you, as well as your diagnosis (if applicable), procedures, and supplies used.

We will use your health information for continuous quality improvement agency operations.

For example: Members of the staff, the continuous quality improvement coordinator, or members of the quality improvement team may use information in your case record to assess the care and outcomes in your case and others like it.  This information will then be used in an effort to continually improve the quality and effectiveness of the services we provide.

Supervisors of your service provider may also review your case record as part of the supervisory process of the agency.  We want to ensure that best practice occurs in service delivery.

Business Associates: There are some services provided in our organization through contacts with business associates. Examples include janitorial services, vendors who maintain copy machines, our auditors, our accrediting body, and other contract monitoring bodies.  When these services are contracted, we may disclose your health information to our business associate so that they can perform the job we’ve asked them to do and bill you or your third-party payer for services rendered, or they may have access to your health information due to the proximity of health information to their work.  To protect your health information, however, we require the business associate to appropriately safeguard your information through a business associate agreement.

Notification and Communication with the Family: We may use or disclose information to notify or assist in notifying a family member, personal representative, or another person responsible for your care, your location, and general condition. 

Marketing: We may contact you to provide appointment reminders or information about treatment alternatives or other health-related benefits and services that may be of interest to you.  We may also send your information about our agency such as newsletters, etc.

Fundraising: We may contact you as part of a fund-raising effort.

Workers Compensation: We may disclose health information to the extent authorized by and to the extent necessary to comply with laws relating to workers compensation or other similar programs established by law.

Public Health: As required by law, we may disclose your health information to public health or legal authorities charged with preventing or controlling disease, injury, or disability.

Correctional Institution: Should you be an inmate of a correctional institution, we may disclose to the institution or agents thereof, health information necessary for your health and the health and safety of other individuals.

Law Enforcement: We may disclose health information for law enforcement purposes as required by law or in response to a valid subpoena.

Federal law makes provision for your health information to be released to an appropriate health oversight agency, public health authority or attorney, provided that a work force member or business associate believes in good faith that we have engaged in unlawful conduct or have otherwise violated professional or clinical standards and are potentially endangering one or more patients, workers or the public.

Any use of your protected health information outside of this notice will not occur without your written permission. 

For More Information or to Report a Problem:

If have questions and would like additional information, you may contact the Easter Seals Privacy and Security Officer.

If you believe your privacy rights have been violated, you may file a complaint with Easter Seals. To file a complaint with Easter Seals, follow the grievance procedure and request that your grievance be reviewed by the Easter Seals Privacy and Security Officer, Christine McMahon at: 555 Auburn Street, Manchester, New Hampshire 03103. Submit your complaint in writing. We will not retaliate against you for filing a complaint. 

Some service recipients may also have the right to file a privacy complaint with the United States Secretary of the Department of Health and Human Services.

We may change this Notice

Easter Seals reserves the right to change this notice. We reserve the right to make the revised or changed notice effective for information we already have about you as well as any information we receive in the future. Should our information practices change, we will mail a revised notice to the address you have supplied us, as well as, posting a copy of the current notice at Easter Seals facilities.


The above Consumer Information Use, Disclosure, and Release Notice provides information about how we may use and share protected information about you. You have the right to review the notice before signing this acknowledgement. As provided in our notice, the terms of our notice may change.

My signature below indicates that I understand the above, and I have been provided with a copy of the notice of privacy practices.


Signature of individual, if applicable                               Date


Signature of legal representative, if applicable                Date                   Relationship to individual

Distribution: Original in Easter Seals record; copy to individual or legal representative





Last Updated April 3, 2006

Notification of Change
The Information We Collect
Opting Out
Your California Privacy Rights
Correct/Update Your Profile
Aggregate Information
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 Easterseals Online Network, the Web site of Easterseals, Inc. (Easterseals headquarters) and participating Easterseals affiliates across the country.

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

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

Mail: 141 W Jackson Blvd, Suite 1400A, Chicago, IL 60604
Phone: 312-726-6200
Online: Click here to contact Easterseals via email. Your request will be answered within 2-3 business days.

Notification of Change

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

The Information We Collect

On many pages of the Easterseals 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 Easterseals to better provide site visitors with relevant and useful content.

Easterseals 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 Easterseals.

Neither Easterseals nor Convio store sensitive information such as credit card numbers. When an online transaction is completed through the Easterseals 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 Easterseals or Convio database.

Easterseals 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 Easterseals through another channel (i.e., mail, phone), Easterseals 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 Easterseals Online Network are not required to share any personally identifiable information. Users who do not wish to share personal information when visiting the Easterseals Online Network can still access the Network's Web pages and the valuable information provided.

Opting Out

Easterseals 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 Easterseals. Shortly, Easterseals will be adding the capability to remove your name from our postal mailing list online. You'll need to register as user of the Easterseals 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

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

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

Aggregate Information

Demographic and profile data (i.e., age, gender, browser usage) is also collected via the Easterseals Online Network. Easterseals 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. Easterseals 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."


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 Easterseals 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 Easterseals 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.

Easterseals also protects account information by placing it on a secure portion of the Easterseals Online Network that is only accessible by certain qualified employees of Easterseals. Unfortunately, no data transmission over the Internet is 100% secure. Easterseals 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 Easterseals Online Network, send an ecard, or raise funds for Easterseals by soliciting friends and family, you will be asked for the friend's name and email address. Easterseals will automatically send the friend a one-time email inviting them to visit the site. Easterseals 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.

Easterseals has links to other Web sites outside of the Easterseals Online Network. Easterseals 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 Easterseals of that Web site.

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

Information from Children

Easterseals does not seek to collect personal information about children through the Easterseals Online Network. If a child submits information through any part of the Network, and Easterseals 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. Easterseals 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

Easterseals understands the sensitivity of collecting and using health-related data. Personally identifiable health-related data collected on the Easterseals Online Network will not be shared with entities other than Easterseals, Inc., and Easterseals affiliates. 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.

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