Privacy Policy

Privacy Policy Nichols Center , Inc. Eective Date: January 2026 1. Introduction Nichols Center , Inc. ("we, " "our , " "us, " or the "Organization") is committed to protecting your privacy and ensuring you have a positive experience on our websites, through our programs, and in our facilities. This Privacy Policy explains our practices regarding the collection, use, disclosure, and protection of your personal information, including protected health information (PHI), in compliance with applicable federal and state laws. This Privacy Policy applies to all personal information collected through our websites, programs, services, facilities, and interactions with our organization, whether online or oine. 2. Information We Collect We may collect various types of information about you, depending on your interaction with Nichols Center , Inc.: 2.1 Personal Information Contact Information: Name, address, telephone number , email address Demographic Information: Age, date of birth, gender , race/ethnicity (where relevant to program services) Financial Information: Payment method, billing address, donation amounts (for donors and clients) Program Information: Information related to program participation, services received, and outcomes 2.2 Health Information When you access health services through Nichols Center , Inc., we may collect: Medical history and health conditions Medications and allergies Immunization records Screening results and assessments Treatment plans and progress notes Insurance information and authorization for treatment 2.3 Website and Technical Information IP address and device identiers Browser type and operating system Pages visited and time spent on site Referring website information Cookies and similar tracking technologies (when applicable) Social media interactions 2.4 Information from Third Parties We may receive information about you from: Healthcare providers and other covered entities Insurance companies and payers Referral sources and partner organizations Government agencies (as required by law) Public records and databases Family members or authorized representatives 3. How We Use Your Information We use the information we collect for legitimate organizational purposes, including: 3.1 Primary Uses Program Services: Providing services, treatment, counseling, and support directly related to your participation Payment and Billing: Processing donations, managing payments, and handling insurance claims Healthcare Operations: Managing medical records, coordinating care, and quality improvement Communication: Sending program updates, newsletters, event invitations, and service-related communications Grant Reporting: Demonstrating program impact and compliance with grant requirements (using de-identied data) 3.2 Secondary Uses Research and Evaluation: Conducting program evaluation, outcomes measurement, and research (with appropriate safeguards and consent) Public Health and Safety: Reporting to public health authorities as required by law Legal Compliance: Meeting legal obligations, responding to subpoenas, and fraud prevention Strategic Planning: Using aggregated, de-identied data for organizational planning and improvement Community Education: Sharing de-identied success stories and program information with community partners 3.3 Marketing and Communications (With Consent) We only use your information for marketing, fundraising appeals, or newsletter subscriptions if you have explicitly consented. You may opt out of these communications at any time. 4. Information Disclosure and Sharing Nichols Center , Inc. does not sell, rent, or trade your personal information for commercial purposes. We only share information as follows: 4.1 Required Legal Disclosures We may disclose information without consent when required by law, including: Public health reporting requirements Court orders and legal proceedings Law enforcement requests Mandatory abuse and neglect reporting Medical emergency situations 4.2 Treatment, Payment, and Operations We share information with: Healthcare providers involved in your treatment Insurance companies for billing and payment Business associates who assist with services (under condentiality agreements) Grant-funded program partners (as authorized) 4.3 With Your Authorization We only disclose information beyond treatment, payment, and operations purposes with your written authorization. 4.4 De-Identied Information We may use and share aggregated, de-identied data for: Program evaluation and outcomes reporting Research and public health surveillance Grant reporting and impact demonstrations Community education and awareness 5. Your Privacy Rights 5.1 Access to Information You have the right to request access to your personal and health information maintained by Nichols Center , Inc. You may request: Copies of your medical records A summary of your information Electronic access to your records (when feasible) How to Request: Submit a written request to our Privacy Ocer . We will respond within 30 days or provide a reason for delay. 5.2 Amendment of Information You have the right to request that we correct or amend inaccurate or incomplete information about you. Submit your request in writing to our Privacy Ocer , and we will notify you of our decision. 5.3 Condentiality Restrictions You may request restrictions on the use or disclosure of your information for treatment, payment, or healthcare operations. While we will consider your request, we are not required to agree if the restriction would interfere with your care or our legal obligations. 5.4 Communication Preferences You may request that we contact you through alternative methods or at alternative locations. We will accommodate reasonable requests. 5.5 An Accounting of Disclosures You have the right to request an accounting of disclosures of your health information. This accounting will include the date, who received the information, and the purpose of the disclosure (excluding certain routine disclosures). 5.6 Opt-Out of Marketing You may opt out of marketing communications, fundraising appeals, and newsletters at any time by: Clicking "unsubscribe" on email communications Calling us at our main oce number Submitting a written request to our Privacy Ocer 5.7 Requesting a Paper Copy of This Policy You may request a paper copy of this Privacy Policy at any time. We will provide one without delay. 6. Data Security and Protection Nichols Center , Inc. implements comprehensive administrative, physical, and technical safeguards to protect your information: 6.1 Administrative Safeguards Written privacy and security policies and procedures Privacy training for all sta and workforce members Condentiality agreements with employees and contractors Regular privacy and security risk assessments Designated Privacy Ocer for handling privacy-related matters 6.2 Physical Safeguards Restricted access to facilities and records Locked storage for paper-based records Sign-in procedures and visitor logs Surveillance systems in appropriate areas Secure disposal of records containing personal information 6.3 Technical Safeguards Password protection and authentication controls Encryption of sensitive data in transit and at rest Firewalls and intrusion detection systems Regular security updates and patches Access controls limiting information to authorized personnel 6.4 Breach Response In the event of a breach of unsecured personal or health information, Nichols Center , Inc. will: Conduct a prompt investigation to determine the scope and nature of the breach Notify aected individuals without unreasonable delay (typically within 30 days) Notify the media if the breach aects 500 or more individuals Notify the U.S. Department of Health and Human Services as required Document the breach and our response procedures 7. Data Retention and Deletion 7.1 Retention Periods We retain your information for as long as necessary to provide services and as required by law: Medical Records: Minimum of 5 years from last service encounter (longer if required by state law) Financial Records: Minimum of 7 years for donor and billing records Program Records: As required by grant agreements and legal obligations Communications: Until no longer necessary for organizational purposes 7.2 Deletion Requests You may request deletion of your personal information, except where we are legally required to retain it. We will comply with deletion requests unless retention is necessary for: Treatment and healthcare operations Legal compliance and regulatory requirements Grant auditing and nancial accountability Active litigation or disputes 8. Children's Privacy Nichols Center , Inc. recognizes that protecting children's privacy is especially important. If we collect information from children (under age 13), we will: Obtain veriable parental consent before collection Use information only for the purpose for which it was collected Provide parents access to their child's information Allow parents to request deletion of their child's information Not condition services on unnecessary disclosure of information For youth programs serving participants ages 13-18, we obtain informed consent from both the youth and their parent/guardian. 9. Third-Party Services and Links Our websites may contain links to third-party websites and services. Nichols Center , Inc. is not responsible for the privacy practices of external websites. We encourage you to review the privacy policies of any third-party services before providing information. When we use third-party service providers (website hosting, email services, fundraising platforms), we: Require condentiality agreements Limit their access to necessary information only Monitor their security practices Remain responsible for their handling of your information 10. Privacy Policy Updates We may update this Privacy Policy periodically to reect changes in our practices, technology, or legal requirements. We will notify you of material changes by: Posting the updated policy on our website Sending a notice to registered users Providing written notice for health services clients Your continued use of our services after updates signies your acceptance of the updated policy. 11. Contact Information and Privacy Rights 11.1 Privacy Ocer Nichols Center , Inc. Privacy Ocer For questions about this Privacy Policy, to request your information, to le a complaint, or to exercise your privacy rights: Mailing Address: [Insert Organization Address] Email: [Insert Email Address] Phone: [Insert Phone Number] Hours: [Insert Oce Hours] 11.2 Filing a Complaint You have the right to le a privacy complaint with: Nichols Center , Inc.: Our Privacy Ocer will investigate and respond to your complaint within 30 days U.S. Department of Health and Human Services, Oce for Civil Rights: If your complaint relates to health information and HIPAA compliance, you may le a complaint at https://www.hhs.gov/ocr/privacy/hipaa/complaints You will not face retaliation for ling a good-faith complaint. 12. Special Notices 12.1 HIPAA Compliance For clients receiving health services, Nichols Center , Inc. complies with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule and Security Rule. This Privacy Policy incorporates the requirements of HIPAA and serves as our Notice of Privacy Practices. 12.2 State-Specic Rights Depending on your state of residence, you may have additional privacy rights under state law, including Colorado, California, or Georgia consumer privacy laws. We comply with all applicable state regulations. 12.3 Donor Privacy We are committed to protecting donor information and maintain strict condentiality of all nancial contributions. Unless you specically request public recognition, we do not disclose donor names or contribution amounts. 13. Acknowledgment Please sign and return the enclosed Acknowledgment of Privacy Policy to conrm you have received and reviewed this policy. If you are receiving services from Nichols Center , Inc., we will request your signed acknowledgment at your rst visit or upon program enrollment. Nichols Center , Inc. This Privacy Policy is eective as of January 2026 and has been adopted by the Board of Directors of Nichols Center , Inc. For questions or to report a privacy concern, please contact our Privacy Ocer using the information provided in Section 11.