Site User Privacy Agreement

Access to Confidential Resources

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This site provides resources that support regional housing and related services. Some areas of the site may contain confidential client information maintained by participating agencies and partners.

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Access to confidential information and private resources on this site is restricted. Only individuals who have been explicitly approved by the Chattanooga Regional Homeless Coalition (CRHC), based on their role and responsibilities, will be granted access. Approval is determined on a need-to-know basis to support the work of the CRHC and its partners.

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• CRHC will review and authorize access requests.

• Access may be limited, modified, or revoked at any time.

• Users are prohibited from sharing their access with others, even within the same agency, unless separately authorized.

• Any attempt to gain unauthorized access will be considered a violation of this policy and may result in disciplinary or legal action.

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What Information May Be Present

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Data accessible through this site may include personally identifiable information (PII) or other sensitive details such as names, contact information, client histories, service enrollments, assessment results, identifiers, and other records that support coordinated services, program management, and system planning.

Maintaining the confidentiality and security of this information is essential to protect the individuals we serve and to sustain trust in our coordinated systems.

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Confidentiality & Permitted Use

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• Information available through this site is to be used only for authorized program or administrative purposes consistent with an individual’s consent and applicable policies.

• Access, use, and disclosure must follow the minimum necessary standard.

• Any sharing of information must comply with applicable laws, funding requirements, and organizational policies, including consent procedures.

 

Note: Nothing in this policy replaces legal requirements. Users must follow all applicable federal, state, and local privacy laws and funder rules.

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User Responsibilities and Conduct

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By accessing this site and any connected systems, users acknowledge that they have read, understood, and agree to the responsibilities below:

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• Official use only: I will access information solely for duties related to my role as an authorized CRHC partner.

• Account security: I will use only my assigned credentials, keep them confidential, and never share them. I will enable available security measures where provided.

• Minimum necessary: I will access, view, use, and disclose only the information necessary to perform my job functions.

• Device safeguards: I will use secure devices and networks; I will lock screens, use strong passwords, keep software up to date, and prevent unauthorized access.

• Secure handling: I will not download, copy, or transfer confidential information to unauthorized locations. If download/export is required by my duties, I will store and transmit data securely per policy.

• No public discussion: I will not discuss confidential information in public areas or with unauthorized individuals.

• Data sharing: I will share information only with authorized parties and only in accordance with consent and relevant policies and agreements.

• Records management: I will follow applicable retention and disposal procedures for any records I create or manage.

• Compliance: I will comply with all applicable laws, regulations, grant/funder requirements, data-sharing agreements, and organizational policies related to privacy, security, and confidentiality.

• Incident reporting: I will immediately report suspected or actual security incidents, privacy breaches, or policy violations to the designated contact.
   

Reporting Concerns

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Report suspected breaches or policy violations immediately to: databreach@homelesscoalition.org.

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Consequences of Violation

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Failure to comply with this policy may result in immediate loss of access to provider resources, notification to the user’s supervisor and/or agency leadership, required corrective actions or training, and other remedies permitted by applicable policy, contract, or law.