Privacy Notice

Home

Privacy Notice

Privacy Notice

Orange County Continuum of Care Homeless Management Information System (OC HMIS)

THIS PRIVACY NOTICE EXPLAINS UNDER WHAT CIRCUMSTANCES WE MAY SHARE AND DISCLOSE YOUR
INFORMATION FROM THE OC HMIS. THIS NOTICE ALSO EXPLAINS YOUR RIGHTS REGARDING YOUR
CONFIDENTIAL INFORMATION.
PLEASE READ IT CAREFULLY.

Our organization collects and shares information about individuals who access our services. The information is confidentially stored in a local electronic database called the Orange County Homeless Management Information System (OC HMIS). The OC HMIS securely records information (data) about persons accessing housing and homeless services in Orange County.

We ask for your permission to share confidential personal information that we collect about you and your family. This confidential information is referred to as Protected Personal Information (PPI). We are required to protect the privacy of your PPI by complying with the privacy practices described in this Privacy Notice.

Why We Collect and Share Information

The information we collect and share in the HMIS helps us to efficiently coordinate the most effective services for you and your family. It allows us to complete one universal intake per person; better understand homelessness in your community; and assess the types of resources needed in your local area.


By collecting your information for HMIS, we are able to generate aggregate statistical reports requested by the Department of Housing and Urban Development (HUD).

The Type of Information We Collect and Share in the HMIS

  • We collect and share both PPI and general information obtained during your intake and assessment,
    which may include but is not limited to:
  • Name and contact information
  •  Social security number
  • Birthdate
  • Demographic information such as gender and race/ethnicity
  • History of homelessness and housing (including current housing status and where and when
    services have been accessed)
  • Self-reported medical history including any mental health and substance abuse issues
  • Case notes and services
  • Case manager’s contact information
  • Income sources and amounts; and non-cash benefits
  • Veteran status
  • Disability status
  •  Household composition
  • Emergency contact information
  •  Domestic violence history
  • Photo (optional)
How Your Personal Information Is Protected in the HMIS

Your information is protected by passwords and encryption technology. Each HMIS user and participating organization must sign an agreement to maintain the security and privacy of your information. Each HMIS user or participating organization that violates the agreement may have access rights terminated and may be subject to further penalties.

How PPI May Be Shared and Disclosed

Unless restricted by other laws, the information we collect can be shared and disclosed under the following circumstances:

  • To provide or coordinate services.
  • For payment or reimbursement of services for the participating organization.
  • For administrative purposes, including but not limited to HMIS system administrator(s) and
    developer(s), and for legal, audit personnel, and oversight and management functions.
  • For creating de-identified PPI.
  • When required by law or for law enforcement purposes.
  • To prevent a serious threat to health or safety.
  • As authorized by law, for victims of abuse, neglect, or domestic violence.
  • For academic research purposes.
  • Other uses and disclosures of your PPI can be made with your written consent.

Providing Your Consent for Sharing PPI in the HMIS

If you choose to share your PPI in the OC HMIS, we must have your written consent. Exception: In a situation where we are gathering PPI from you during a phone screening, street outreach, or community access center sign-in, your verbal consent can be used to share your information in HMIS. If we obtain your verbal consent, you will be requested to provide written consent during your initial assessment. If you do not appear for your initial assessment, your information will remain in HMIS until you revoke your consent in writing.

You have the right to receive services even if you do not consent to share your PPI in the OC HMIS.

How to Revoke Your Consent for Sharing Information in the HMIS

You may revoke your consent at any time. Your revocation must be provided either in writing or by completing the Revocation of Consent form. Upon receipt of your revocation, we will remove your PPI from the shared HMIS database and prevent further PPI from being added. The PPI that you previously authorized to be shared cannot be entirely removed from the HMIS database and will remain accessible to the limited number of organization(s) that provided you with direct services.

Your Rights to Your Information in the HMIS


You have the right to receive the following, no later than five (5) business days of your written request:

  • A correction of inaccurate or incomplete PPI;
  • A copy of your consent form;
  • A copy of the OC HMIS Privacy Notice;
  • A copy of your HMIS records; and
  • A current list of participating organizations that have access to your HMIS data.

You can exercise these rights by making a written request to this organization.

Your Privacy Rights Regarding Your Information in the HMIS

If you believe your privacy rights have been violated, you may send a written grievance to this
organization. You will not be retaliated against for filing a grievance.
If your grievance is not resolved to your satisfaction, you may send a written grievance appeal to the
HMIS System Administrator, 211 Orange County (211OC).

Amendments to this Privacy Notice

The policies in this notice may be amended at any time. These amendments may affect information
obtained by this organization before the date of the change. Amendments regarding use or disclosure of
PPI will apply to information (data) previously entered in HMIS, unless otherwise stated. All
amendments to this privacy notice must be consistent with the requirements of the federal HMIS
privacy standards. This organization must keep permanent documentation of all privacy notice
amendments.

Aviso de Privacidad

Continuidad de Cuidado del Condado de Orange Homeless Management Information System
(OC HMIS)

ESTE AVISO DE PRIVACIDAD EXPLICA LAS CIRCUNSTANCIAS EN QUE PODEMOS COMPARTIR Y REVELAR SU
INFORMACIÓN DISTRIBUIDO POR OC HMIS. ESTE AVISO TAMBIÉN EXPLICA SUS DERECHOS CON RESPECTO A
SU INFORMACIÓN CONFIDENCIAL
POR FAVOR LEA CON CUIDADO

Nuestra organización recolecta y comparte información sobre personas que usan nuestros servicios. La información está almacenado confidencialmente en un base de datos electronica local llamado “the Orange County Homeless Management Information System (OC HMIS).” OC HMIS recolecta información (datos) de manera segura sobre personas que obtienen servicios para la vivienda y la gente sin hogar en Orange County.

Pedimos permiso para compartir información personal y confidencial que recolectamos sobre usted y su
familia. Esta información confidencial se refiere como Información Personal Protegido, o “Protected
Personal Information (PPI).” Estamos obligados a proteger la privacidad de su PPI al complir con las
prácticas privadas que están discutidas en este Aviso de Privacidad

¿Pór qué recolectamos y compartimos información?

La información que recolectamos y compartimos en HMIS nos ayuda a coordinar los servicios más efectivos para usted y su familia. Nos permite completar una evaluación universal por cada persona; entender mejor la falta de vivienda en su comunidad; y evaluar los tipos de recursos necesitados en su área local.

Al recolectar su información para HMIS, podemos generar informes estadísticos y agregados que están solicitados por el Departamento de Vivienda y Desarrollo Urbano (HUD).

El tipo de información que recolectamos y compartimos en HMIS

Recolectamos y compartimos PPI, así como información general obtenido durante su entrada y evaluación que puede incluir pero no limita:

  • Nombre y información de contacto
  • Número de Seguro Social
  • Fecha de nacimiento
  • Información demográfico como género y raza/etnicidad
  • Historia de alojamiento y falta de vivienda (incluyendo estado actual, donde y cuando los
    servicios habían usados)
  • Historial médico autoinformado, incluyendo salud mental y abuso de sustancias
  • Notas de casos y servicios
  • Información de contacto del administrador de casos
  • Fuente de ingresosy cantidades; y beneficios sin efectivo
  • Estatus de veteran
  • Estado de discapacitad
  • Composición de hogar
  • Información de contacto para emergencias
  • Historia de violencia doméstica
  • Fotografía (opcional
Como su información personal está protegido an HMIS

Su información está protegido por contraseñas y tecnologías de cifrado. Cada usuario de HMIS y organización participante tiene que firmar un acuerdo para mantener la seguridad y privacidad de su información. Cada usuario de HMIS or organización participante que viola el acuerdo podría afrontar la terminación del derecho de acceso y estaría sujeto a otras sanciones.

Como se puede compartir y revelar PPI

A no ser que está prohibido por otra ley, la información que colleccionamos puede estar compartido y revelado en las siguientes circunstancias:

  • Para entregar o coordinar servicios.
  • Para pago o reembolso de servicios para la organización participante.
  • Para propósitos administrativos, incluyendo pero no limita administrador(es) del sistema HMIS y
    desarrollador(es), y para funciones legal, de auditores, y funciones de supervision y
    administración
  • Para crear información personal y confidencial de identidad perdida
  • Cuando es
  • When required by law or for law enforcement purposes.
  • To prevent a serious threat to health or safety.
  • As authorized by law, for victims of abuse, neglect, or domestic violence.
  • For academic research purposes.
  • Other uses and disclosures of your PPI can be made with your written consent.

Dar Su Consentimiento Para Compartir Información Personal y Confidencial en HMIS

Si escoja compartir sy Información Personal y Confidencial en HMIS, necesitamos tener su consentimiento escrito. Excepción: En una situación en cual tomamos su Información Personal y Confidencial durante una evaluación por teléfono, encuentro en la calle, o registro en el centro de acceso, su consentimiento verbal podría estar usado para compartir su información en HMIS. Si obtengamos su consentimiento verbal, usted estaría preguntado a dar consentimiento escrito durante su evaluación inicial. Si no

You have the right to receive services even if you do not consent to share your PPI in the OC HMIS.

How to Revoke Your Consent for Sharing Information in the HMIS

You may revoke your consent at any time. Your revocation must be provided either in writing or by completing the Revocation of Consent form. Upon receipt of your revocation, we will remove your PPI from the shared HMIS database and prevent further PPI from being added. The PPI that you previously authorized to be shared cannot be entirely removed from the HMIS database and will remain accessible to the limited number of organization(s) that provided you with direct services.

Your Rights to Your Information in the HMIS


You have the right to receive the following, no later than five (5) business days of your written request:

  • A correction of inaccurate or incomplete PPI;
  • A copy of your consent form;
  • A copy of the OC HMIS Privacy Notice;
  • A copy of your HMIS records; and
  • A current list of participating organizations that have access to your HMIS data.

You can exercise these rights by making a written request to this organization.

Your Privacy Rights Regarding Your Information in the HMIS

Si crea que sus derechos de privacidad hab
If you believe your privacy rights have been violated, you may send a written grievance to this
organization. You will not be retaliated against for filing a grievance.


If your grievance is not resolved to your satisfaction, you may send a written grievance appeal to the
HMIS System Administrator, 211 Orange County (211OC).

Amendments to this Privacy Notice

Las póliza en este aviso puede cambiar en cualquier momento. Estos cambios pueden afectar la
información adquirido por esta organización antes de la fecha del cambio. Las correcciones
Amendments regarding use or disclosure of PPI will apply to information (data) previously entered in
HMIS, unless otherwise stated. All amendments to this privacy notice must be consistent with the
requirements of the federal HMIS privacy standards. This organization must keep permanent
documentation of all privacy notice amendments.