PRIVACY POLICY

Last Updated: August 1, 2025

Our Commitment to Your Privacy

The Hoʻōla iā Mauiakama Disaster Long Term Recovery Group ("LTRG," "we," "us," or "our") is committed to protecting the privacy and confidentiality of disaster survivors and community members we serve. This Privacy Policy explains how we collect, use, protect, and share your personal information when you use our website, receive our communications, or access our services.

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Information We Collect

Information You Provide Directly

• Contact Information: Name, phone number, email address, mailing address
• Household Information: Family size, ages of household members, special needs
• Disaster Impact Information: Property damage, displacement status, immediate needs
• Service Requests: Types of assistance needed, current living situation, employment status
• Demographic Information: Language preferences, cultural considerations (voluntary)
• Communication Preferences: Preferred contact methods, frequency of updates

Information Collected Automatically

• Website Usage: Pages visited, time spent on site, browser type, IP address
• Email/SMS Engagement: Open rates, click-through rates, delivery status
• Device Information: Mobile device type, operating system (for SMS delivery)

Information from Third Parties

• Partner Organizations: Referral information from FEMA, Red Cross, or other disaster relief agencies
• Public Records: Information necessary to verify eligibility for certain programs

How We Use Your Information

Primary Purposes

• Service Delivery: Coordinate disaster recovery assistance and case management
• Communication: Send updates about available resources, program deadlines, and community events
• Eligibility Determination: Assess qualification for various assistance programs
• Resource Coordination: Prevent duplication of services and identify service gaps
• Program Improvement: Evaluate effectiveness of recovery programs and services

Communications

• Emergency Alerts: Critical safety information and urgent resource updates
• Program Updates: Information about new assistance programs and application deadlines
• Resource Notifications: Updates about housing, financial aid, mental health services, and other resources
• Community Events: Information about support groups, community meetings, and recovery events
• Surveys: Occasional feedback requests to improve our services (participation is voluntary)

Legal Basis for Processing (if applicable under state law)

We process your information based on:

• Legitimate Interest: Providing disaster recovery services and community support
• Consent: For marketing communications and non-essential services
• Legal Obligation: Compliance with grant requirements and disaster relief regulations

Information Sharing and Disclosure

We May Share Information With:

• Service Partners: Other nonprofit organizations providing complementary services
• Government Agencies: FEMA, Hawaii Emergency Management Agency, County agencies (as required for program coordination)
• Funders and Grantors: Aggregate, non-identifying data for reporting requirements
• Service Providers: Technology platforms (Klaviyo, Salesforce) under strict data protection agreements

We Will NOT Share Information:

• For commercial marketing purposes
• With unauthorized third parties
• Without your consent (except as required by law)
• In ways that could compromise your safety or privacy

Required Disclosures

We may disclose information when required by law, such as:

• Court orders or legal process
• Health and safety emergencies
• Grant reporting requirements (using aggregated, non-identifying data)

SMS and Email Communications

Consent and Opt-In

• SMS: By providing your mobile number, you consent to receive text messages from LTRG
• Email: By providing your email, you consent to receive email communications from LTRG
• Frequency: Message frequency varies based on resource availability and emergency situations
• Charges: Message and data rates may apply per your mobile carrier

Opt-Out Instructions

• SMS: Reply STOP to any text message or contact us directly
• Email: Click "unsubscribe" in any email or contact us directly
• Both: Email [contact email] or call [phone number]
• Note: You may still receive critical emergency notifications even after opting out of general communications

Data Security and Protection

Security Measures

• Encrypted data transmission and storage
• Limited access to authorized personnel only
• Regular security audits and updates
• Secure cloud storage with industry-standard protections

Data Retention

• Active Cases: Information retained while services are being provided
• Closed Cases: Information retained for [X years] for follow-up and program evaluation
• Communications: Email and SMS engagement data retained for [X years]
• Deletion: You may request deletion of your information at any time

Your Rights and Choices

You Have the Right to:

• Access: Request a copy of the personal information we have about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Portability: Request transfer of your information to another organization
• Restrict Processing: Limit how we use your information
• Object: Object to certain uses of your information

Hawaii State Privacy Rights (if applicable)

Children's Privacy

We do not knowingly collect personal information from children under 13 without parental consent. If you believe we have collected information about a child under 13, please contact us immediately.

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Website Cookies and Tracking

Our website uses cookies to improve functionality and user experience. You can disable cookies in your browser settings, though this may limit website functionality.

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Third-Party Links

Our communications may contain links to other websites. We are not responsible for the privacy practices of other sites and encourage you to read their privacy policies.

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Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email, SMS, or website posting. Continued use of our services after changes indicates acceptance of the updated policy.

Contact Information

Privacy Questions or Requests:

• Email: support@mauilongtermrecovery.org
• Mail:Hoʻōla iā Mauiakama Disaster Long Term Recovery Group
  Attn: Privacy Officer
  P.O. Box 6285, Kahului HI 96733

General Contact:

• Website: mauilongtermrecovery.org
• Email: support@mauilongtermrecovery.org

Language Accessibility: This privacy policy is available in Hawaiian and Spanish upon request. Contact us for translated versions.

Complaint Process: If you have concerns about our privacy practices, please contact our Privacy Officer. You may also file complaints with [relevant state authority if applicable].

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