Privacy & records policy
The Movement of York treats every person’s information with dignity. We collect only what is reasonably needed to connect households with assistance and operate our programs.
Information we may collect
Name, contact information, address, household size and member names, income range, limited identification details, supporting documents, service requests and private case notes.
How information is used
Information is used to determine program needs, coordinate assistance, prevent duplicate services, maintain required program records and contact the household about requested help. It is not sold.
Who may access it
Only authorized Movement staff with a work-related need may access protected records. Access is limited by role. Owner-only controls govern staff permissions and permanent deletion. Important staff actions are recorded in an activity history.
Client notice and consent
Before creating a client record, staff must explain what is being collected, why it is needed and who may see it. Staff must confirm that the client received this notice and agreed to the collection. A client may decline optional information, although some programs may require documentation.
Corrections and deletion requests
Clients may ask The Movement to correct inaccurate information or delete information that is no longer required. Some records may need to be retained when required by a grant, contract, audit, tax rule, investigation or other legal obligation.
Retention
Records should be reviewed at least annually. Information and documents should be deleted when no longer needed for service delivery or a documented legal, grant or audit requirement. The Executive Director controls permanent deletion.
Security
Protected records require an authorized sign-in. Documents are stored separately from public pages, and public community posts never display exact addresses, income, household-member names or private contact information.
Contact
To ask a privacy question or request a correction or deletion, contact The Movement of York at 717-378-3912 or themovementofyork@gmail.com.