FERTILE GROUND INCORPORATED

CLIENT CONFIDENTIALITY POLICY

Purpose

This policy protects the privacy and dignity of individuals and families receiving services from Fertile Ground Incorporated, including:

• Home repair

• Food access

• Resource navigation

• Workforce support

• Emergency or crisis assistance

1. Confidential Information Includes:

• Name, address, phone number

• Living conditions or home photos

• Financial, health, or employment information

• Personal stories shared during support

• Any identifying details about the client or household

Volunteers and staff must treat all client information as strictly confidential.

2. Information May NOT Be Shared With:

• Other volunteers

• Friends or family

• Other organizations

• Social media or online platforms

• Unapproved contractors

• Community members not involved in the program

Even positive stories require strict boundaries.

3. Permitted Use of Information

Client information may only be used for:

• Scheduling and coordinating services

• Safety planning

• Internal documentation

• Grant reporting in de-identified form only

• Communication with approved partners working on the case

4. Photography & Documentation

Photos may only be taken when:

• They are necessary for repair documentation

• The client has given written consent

• Images avoid showing client faces unless permitted

Photos must never be shared externally without written permission.

5. Breach of Confidentiality

Breaches may result in:

• Immediate removal from volunteer roles

• Termination of contractor relationships

• Reporting to appropriate authorities (if applicable)

• Organizational review

6. Protecting Digital Information

All digital client records must be:

• Password-protected

• Stored in secure, approved systems

• Never saved to personal devices

• Accessed only by authorized staff or directors

7. Mandatory Reporting

If a volunteer or staff member witnesses:

• Abuse

• Neglect

• Unsafe living conditions for a child or elder

They must report it to the appropriate supervisor for guidance on mandated reporting laws.

8. Client Rights

Clients have the right to:

• Privacy

• Respectful treatment

• Control over what information is shared

• Decline to participate in photos or stories

• Request deletion of their personal data

Acknowledgment

I agree to uphold the Client Confidentiality Policy and understand that violation may result in termination of service.