Privacy Notice

Financial Hardship Assistance Program

We respect your privacy and are committed to protecting your personal information. This notice explains how we collect, use, and safeguard information submitted as part of your application for financial assistance.

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Information We Collect

When you apply for assistance, we may collect:

• Contact information (name, address, phone number, email)

• Information related to your cancer diagnosis or treatment

• A description of your financial hardship

• Supporting documentation as requested

You are not required to provide income information to apply.

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How We Use Your Information

We use your information only to:

• Determine eligibility for financial assistance

• Assign the appropriate hardship tier

• Administer and distribute grant payments

• Maintain internal records for compliance and reporting

• Improve our programs and services (in aggregate, non-identifiable form)

Your information is never used for marketing purposes.

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Who Has Access to Your Information

Access to applicant information is limited to:

• Authorized volunteers involved in application review

• Board members or advisors when necessary for oversight or compliance

All individuals with access are required to maintain confidentiality.

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Sharing of Information

We do not sell, trade, or rent your personal information.

We may share information only:

• As required by law or legal process

• To prevent fraud or misuse of funds

• With auditors or regulators for compliance purposes

• With your written consent

 

Medical Information

While we may request verification of a cancer diagnosis or treatment status, we collect only the minimum necessary information to determine eligibility. We do not access medical records without your permission.

 

Data Security

We take reasonable administrative, technical, and physical safeguards to protect your information, including:

• Secure electronic storage systems

• Restricted access to applicant files

• Confidential handling of paper records

While we use reasonable safeguards to protect your information, transmission and storage systems cannot be guaranteed to be completely secure.

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Retention of Information

Applicant information is retained only as long as necessary to:

• Administer the assistance program

• Meet legal, tax, and recordkeeping requirements

• Conduct audits or internal reviews

Records are securely destroyed when no longer required.

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Your Rights

You may:

• Request access to your application information

• Request corrections to inaccurate information

• Withdraw your application at any time before funds are distributed

To make a request, please contact us using the information below.

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Changes to This Notice

We may update this Privacy Notice from time to time. The most current version will always be available on our website or upon request.

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Contact Information

If you have questions about this Privacy Notice or how your information is handled, please contact:

Colors of Cancer

2901 Bemidji Ave N

Bemidji, MN  56601

colorsofcancerbemidji@gmail.com

colorsofcancerbemidji.org