Privacy Policy

1. Information We Collect

Website Visitors

When you visit our website, we may collect:

• Device and browser information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, navigation patterns)
• Contact information you voluntarily provide through forms

County Partners and Hub Users

For counties, nonprofits, and organizations participating in POP LABS hubs, we may collect:

• Organization contact information
• Staff and coordinator contact details
• Service delivery data as defined in Memoranda of Understanding (MOUs)
• Navigation and referral coordination data
• Participation and engagement metrics

County CRM and Trust Index Data

Our county-level CRM and Trust Index systems may collect:

• De-identified resident service utilization data
• Coordination quality metrics
• Community satisfaction survey responses
• Cross-sector collaboration indicators
• Outcome measurement data as defined in data sharing agreements

2. Data Protection and Compliance

HIPAA and FERPA Compliance

POP LABS infrastructure is designed to support coordination while maintaining compliance with federal privacy laws:

• HIPAA: Protected Health Information (PHI) shared through our systems follows Business Associate Agreement (BAA) requirements
• FERPA: Educational records are protected according to Family Educational Rights and Privacy Act standards
• 42 CFR Part 2: Substance use disorder treatment records receive additional protections as required

Data Minimization

We collect only the minimum data necessary for coordination, reporting, and system improvement. Personally identifiable information (PII) is limited, de-identified where possible, and protected by county-level data governance protocols.

3. How We Use Information

Information collected may be used to:

• Coordinate service delivery across partner organizations
• Generate Trust Index reports and outcome measurements
• Improve hub operations and navigation systems
• Communicate with county partners, nonprofits, and funders
• Respond to inquiries and partnership requests
• Conduct research and evaluation (with appropriate protections)
• Meet legal and regulatory requirements

4. Data Sharing and Disclosure

Within Hub Networks

Data is shared between authorized hub partners only as specified in signed MOUs and data sharing agreements. All partners receive training on privacy protocols and are bound by confidentiality requirements.

County-Level Governance

County leadership maintains governance authority over CRM and Trust Index data collected within their jurisdiction. POP LABS serves as a data processor, not a data owner.

Third-Party Service Providers

We may share information with trusted third-party vendors who assist with technology infrastructure, data analytics, or evaluation services. These vendors are contractually bound to protect data and use it only for specified purposes.

Legal Requirements

We may disclose information when required by law, court order, or government regulation, or when necessary to protect the safety of individuals or the integrity of our systems.

5. Data Security

We implement industry-standard security measures including:

• Encrypted data transmission (SSL/TLS)
• Secure cloud storage with access controls
• Role-based access permissions
• Regular security audits and vulnerability assessments
• Staff training on data protection protocols
• Incident response and breach notification procedures

6. Data Retention

We retain data only as long as necessary for the purposes outlined in this policy or as required by law. County partners may define specific retention schedules in their MOUs. De-identified aggregate data may be retained indefinitely for research and evaluation purposes.

7. Individual Rights

Depending on your relationship with POP LABS and applicable laws, you may have the right to:

• Access your personal information
• Request correction of inaccurate data
• Request deletion of your data (subject to legal and contractual obligations)
• Opt out of certain data collection or communications
• Receive information about how your data is used

To exercise these rights, contact us at privacy@POPlabs.com.

8. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to improve user experience and analyze site usage. You can control cookie preferences through your browser settings. Disabling cookies may limit certain website functionality.

9. Children's Privacy

POP LABS does not knowingly collect personal information from children under 13 through our website. Hub services that involve youth participate in programs with appropriate parental consent and FERPA protections.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the updated policy on this page with a revised "Last Updated" date. County partners will be notified of material changes affecting data sharing agreements.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact: