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.
- Scope of Policy
- Personal Information Collection
- How We Use Personal Information
- How We Disclose Personal Information
- Easterseals Affiliate Members
- Links to Other Sites
- Security of Personal Information
- Transmission of Health-Related Information
- Retention of Personal Information
- Your Rights and Choices Regarding your Personal Information
- Cookies
- International Transfers of Personal Information
- Information from Children
- Changes to this Notice
- 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.
- Email: If you are a registered user of easterseals.com, log in to change your email preferences.You may also opt out of certain non-essential marketing email communications using the "unsubscribe" link at the bottom of the email.
- Postal Mail: Opt-out of postal mail solicitations
- List Rental and Exchange: Opt-out of list rental and exchange program
- Disclosure Request: Request disclosure of list rental and exchange practices
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
Easter Seals Oregon
Notice of Privacy Practices
As Required by the Privacy Regulations Created as a Result of the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
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Our Commitment to Your Privacy
If You Have Questions About This Notice
Ways We May Use and Share Your PHI
Use and Disclosure of Your PHI in Certain Special Circumstances
Your Rights Regarding Your PHI
Our Commitment to Your Privacy
Easter Seals Oregon promises to keep your Personal Health Information (PHI) private. When we work with you, we will have to write information down about the treatment and services we provide to you. The law says that we have to keep your health information private. The law also says that we have to give you this notice of what the law says about your personal health information and that we have to tell you how we keep your PHI private. Federal and state laws say that we have to follow the rules that we have in place at the time.
We realize that these laws are complicated, but we must provide you with the following important information:
- How we may use and share your personal health information.
- Your rights to keep your personal health information private
- How we plan to use your personal health information, including who we might have to share it with, and what the law requires us to do.
This notice applies to everything we write down and keep about your PHI. We are allowed to change some of the information in this Notice of Privacy Practices. If we have to change this notice, the new rules will apply to all the information we have about you from the past and any information we might get or keep in the future. We will post a current copy of this Notice in our client waiting area and on our web site (www.or.easterseals.com). We will not mail you a new copy if we change it. You can ask for a copy of the Notice any time you want.
If You Have Questions About This Notice
If you have questions about this notice, please use one of the following methods to contact us:
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Privacy Officer |
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503-370-8990 |
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Click here to send us an email. We will respond with 2-3 business days. |
Ways We May Use and Share Your PHI
The following describes the different ways in which we are allowed to use and share your personal health information without your written permission unless Oregon State law does not allow us to share the information.
- Treatment. We may use your PHI to treat you or for purposes related to your treatment. For example, we may share information with your doctor about your treatment progress or how you are doing. We may share your PHI with others who may help in your care such as another person in your family or the other parent. We may want to tell you about other treatments that are available to you or tell you about health-related benefits or services that might be of interest to you. Examples are support groups, parent education classes, community resources or durable medical equipment.
- Payment. We may use and share your PHI in order to bill and collect payment for the services you receive from us. For example, we may talk to your health insurer to confirm that you are eligible for benefits and what those benefits may be. We may also tell your insurer about details regarding your treatment so your insurance company can decide if they will pay for your treatment. We may use and share your PHI to obtain payment from other people or companies that may be responsible for such costs, such as family members. We may use your PHI to send you a bill for services and items.
- Health Care Operations. We may use and share your PHI to operate our business. Examples of health care operations would be measuring the quality of care you receive from us, using outside professional services, or carrying out cost-management and business planning activities for our practice. We may use and share your PHI to contact you to cancel or remind you of an appointment.
- Disclosures Required By Law. We will use and share your PHI when we are required to do so by federal, state or local law.
Use and Disclosure of Your PHI in Certain Special Circumstances
The following categories describe unique ways in which we may use or release your personal health information without your written permission.
- Public Health Risks. We may share your PHI with public health authorities, including Oregon Department of Human Services, that are allowed by law to collect information for the purpose of:
- Reporting suspected child abuse, neglect or domestic violence.
- Preventing or controlling disease, injury or disability.
- Notifying a person regarding potential exposure to a communicable disease.
- Notifying a person regarding a potential risk for spreading or contracting a disease or condition.
- Reporting reactions to drugs or problems with products or devices.
- Notifying a person if a product or device they may be using has been recalled.
- Health Oversight Activities. We may share your PHI with a health oversight agency. Activities allowed by law can include investigations, inspections, audits, surveys, licensure and disciplinary action. They may also include civil, administrative and criminal procedures or actions, or other activities necessary to monitor our compliance with civil rights laws and the health care system in general.
- Lawsuits and Similar Actions. We may use and share your PHI in response to a court order if you are involved in a lawsuit or similar proceeding. We may share your PHI in response to a subpoena or other lawful process by another party involved in the dispute. However, we will make an effort to inform you of the request prior to sharing the information.
- Law Enforcement. We may release PHI if asked to do so by law enforcement officials:
- Regarding a crime victim in certain situations, if we are unable to obtain the person’s agreement.
- Concerning a death we believe resulted from a criminal act.
- Regarding criminal conduct at our offices.
- In response to a warrant, summons, court order, subpoena or similar legal process.
- To identify/locate a suspect, material witness, fugitive or missing person.
- In an emergency, to report a crime (including the location or victim(s) of the crime, or the description, identity or location of the perpetrator).
- Serious Threats to Health or Safety. We may use and share your PHI to prevent a serious threat to your health and safety or the health and safety of another individual or the public. In this case, we will only make disclosures to a person or agency able to help prevent the threat.
- Inmates. We may share your PHI to correctional institutions or law enforcement officials if you are an inmate or under the custody of law enforcement officials. These disclosures would be necessary: (a) for us to provide health care services to you, (b) for the safety and security of our organization, and/or (c) to protect your health and safety or the health and safety of other individuals.
- Fundraising. We may send you fundraising solicitations for Easter Seals Oregon by mail. If you do not wish to receive such solicitations, you may choose to opt out of these mailings. To opt out, simply give us your name and address and we will kindly remove you from our fundraising list.
Your Rights Regarding Your PHI
- You have the right to request that we communicate with you in a particular manner or at a certain location. For instance, you may ask that we contact you at work, rather than home. Our practice will accommodate reasonable requests. You do not need to give a reason for your request.
- You may ask us to limit our use or disclosure of your PHI for treatment, payment or health care operations. For example, you may request that we share your PHI with only certain individuals involved in your care or the payment for your care, such as family members and friends. We are not required to agree to your request. However, if we do agree, we must honor that agreement except when federal or state law says otherwise, for instance, in emergencies, or when the information is necessary to treat you. You must make your request in writing. Your request must be clear and concise and must include what information you wish restricted. Your request must also include whether you are requesting to limit our practice’s use, disclosure or both and to whom you want the limits to apply.
- You have the right to inspect and obtain a copy of the PHI that has been created by our agency. You may not, however, inspect the following records: psychotherapy notes; information compiled for use in a civil, criminal, or administrative action or proceeding. You must submit your request in writing. Our practice may charge a fee for the costs of copying, mailing and other costs related to your request. Your request may only be for records created by our practice. Our practice may deny your request to inspect and/or copy in certain limited circumstances; however, you may have a right to have this decision reviewed.
- You may ask us to correct your health information if you believe it is incorrect or incomplete, and for as long as the information is kept by or for our practice. Any amendment request must be made in writing. You must provide us with a reason that supports your request for amendment. In certain cases, we may deny your request for an amendment. If we deny your request, you have the right to file a statement of disagreement with us.
- You have the right to receive an accounting of certain disclosures we have made, if any, of your PHI. This accounting applies to disclosures allowed by law for which we are not required to obtain your written authorization. This list will not include the times that information was shared for treatment, payment or health care operations. The list will not include information provided directly to you or family members or information that was shared with your authorization. You must submit your request in writing. All requests for an “accounting of disclosures” must state a time period and may not include dates before April 14, 2003. The right to receive this information is subject to certain restrictions. The first list you request within a 12-month period is free of charge. Our practice may charge you for additional lists within the same 12-month period. Our practice will notify you of the costs involved, and you may withdraw your request before you incur any costs.
- You are entitled to receive a paper copy of our notice of privacy practices. You may also obtain a current Notice from our website (www.or.easterseals.com).
- You have the right to file a complaint. If you believe your privacy rights have been violated, you may file a complaint with our practice or with the Secretary of Health and Human Services. All complaints must be submitted in writing. You will not be penalized for filing a complaint.
- You have the right to provide an authorization for other uses and disclosures. We will obtain your written authorization for uses and disclosures that are not identified by this notice or permitted by applicable law. Any authorization you provide to us may be revoked at any time in writing except to the extent that we have taken action in reliance upon it. After you revoke your authorization, we will no longer use or share your PHI for the reasons described in the authorization. Please note we are required to retain records of your care.
To obtain a form for any of the above requests or if you have any questions regarding this notice or our health information privacy policies, contact us using one of the methods listed under If You Have Questions About This Notice.
