Privacy Policy

Act Together Ministries, Inc. (“Act Together”) collects certain nonpublic personal information for use in screening volunteers, employees and interns, determining eligibility for assistance, for providing services to clients and for internal records keeping purposes. It is Act Together’s policy to safeguard the confidentiality of nonpublic personal information provided by employees, interns, volunteers or clients or otherwise obtained by Act Together. This Privacy Policy provides basic information about that policy and how it is implemented.

1.  Acquisition of Client Information

Act Together collects nonpublic personal information about its clients from the following sources:

  • Act Together obtains private information directly from clients. Most of the information is obtained when a client completes an application to participate in the Act Together programs and ministries, through interviews and through other documents such as forms, emails and letters. Act Together may request that a client provide a copy for review only of the most recent federal income tax return or other document proving income level. Act Together in some cases may request copies of pay stubs to verify employment or utility bills to verify residence. In addition, Act Together collects report cards from students of its clients. From time to time, depending on the programs and ministries in which the client is participating, Act Together may need to request that the client provide additional information not listed here.
  • Public Sources: Depending upon the particular programs or ministries in which the client is participating, Act Together may request information that is publicly available from other sources.
  • Other Sources. In some circumstances, Act Together may request authorization to conduct background checks or to obtain other nonpublic information. Act Together does not obtain nonpublic information from outside sources without first obtaining the client’s authorization.

2. Acquisition of Employee or Intern Information

Act Together collects nonpublic personal information about its employees and interns from the following sources:

  • Act Together obtains private information directly from employees and interns. Most of the information is obtained when an employee or intern completes an application to work with Act Together in its programs and ministries and through interviews with prospective employees and interns. Act Together may request that a prospective employee or intern provide a copy of his or her driver’s license or license plate/registration number. Act Together may request that a prospective intern provide copies of transcripts, resumes and references.
  • Other Sources. In some circumstances, Act Together may request authorization to conduct background checks or to obtain other nonpublic information. Act Together does not obtain nonpublic information from outside sources without first obtaining the volunteer’s authorization.

3. Acquisition of Volunteer Information

Act Together collects nonpublic personal information about its volunteers from the following sources:

  • Act Together obtains private information directly from volunteers. Most of the information is obtained when a volunteer completes an application to work with Act Together in its programs and ministries and through interviews with prospective volunteers. Act Together may request that a volunteer provide a copy of his or her driver’s license or license plate/registration number.
  • Other Sources. In some circumstances, Act Together may request authorization to conduct background checks or to obtain other nonpublic information. Act Together does not obtain nonpublic information from outside sources without first obtaining the volunteer’s authorization.

4. Disclosure of Nonpublic Information

Act Together’s policy is never to disclose nonpublic information except to the following:

  • Employees of the organization: Offices, directors, employees and interns who need such information in connection with Act Together’s programs and ministries.
  • Ministry Workers: Act Together has volunteers, interns and mission partners who assist with its programs and ministries. Act Together may disclose nonpublic personal information to these individuals if necessary for them to perform programs and ministries, but they would never be given access to tax returns, social security numbers or other nonpublic financial information.
  • Others: Act Together does not disclose nonpublic personal information to outside parties without specific authorization.

5. Disclosure of Information not Considered as Private

Act together does not consider some information to be private, confidential information that is subject to this Policy:

  • The fact of receiving assistance from Act Together or participating in its programs is not treated as nonpublic personal information and is not subject to this Policy. Act Together may disclose this information to donors, agencies or other nonprofit organizations.
  • Act Together does not treat photographs, videos and other recordings of employees, interns, volunteers or clients as nonpublic information, and Act Together may use such photographs, videos or other recordings on its web site or in emails, brochures, flyers or other printed or electronic media for publicity about its programs.

6. Security Arrangements

Act Together maintains physical, electronic and procedural safeguards to guard volunteers’ and clients’ nonpublic personal information and other information, including the following:

  • Tax returns or other documents proving income level may be obtained for verification of income. Such documents are not stored by Act Together but are stored electronically in an on-line database maintained by Document Guard…
  • Paper copies of nonpublic, personal information will be stored in lockable cabinets with access restricted only to persons authorized by the Executive Director.
  • Electronically stored copies of nonpublic personal information may be maintained and accessed only to persons authorized by the Executive Director. Such electronic storage will be password protected. Portable electronic devices containing nonpublic personal information will be safeguarded by maintaining physical custody or control of such devices at all times. When not locked in a secure location, such devices will never be left unguarded.
  • The Executive Director will prepare any necessary written procedures for protection of nonpublic personal information.
  • The Executive Director is responsible for implementing and enforcing this Privacy Policy.

7.  Opt Out Provision

In addition to the policy outlined above against release of nonpublic personal information to outside parties, a client or volunteer may specify that Act Together not release that person’s nonpublic personal information.

Act Together Ministries reserves the right to refuse, modify or terminate services to anyone for any reason at any time.

Adopted by the Board of Directors, July 10, 2012