Privacy Policy

1. Information We Collect

Live Health Foundation collects personal information only when necessary to deliver our community health programs, process donations, coordinate volunteer activities, and communicate with stakeholders. The types of information we collect vary by context:

Health Screening Participants

During free Community Wellness Screenings, we collect the following information on paper intake forms: first name, last name, date of birth, gender, zip code of residence, primary language spoken, self-reported medical history (current medications, diagnosed conditions, family medical history), and biometric screening results (blood pressure, blood glucose, total cholesterol, BMI, waist circumference). We do not collect Social Security numbers, insurance information, immigration status, financial information, or employment details from screening participants.

Program Enrollment

Participants enrolling in multi-week programs (Diabetes Prevention Workshop Series, Heart Health Initiative, Youth Nutrition Education, Senior Fitness and Falls Prevention) provide their name, contact information (phone number and email address), date of birth, emergency contact, and relevant health information as required for safe program participation (e.g., mobility limitations, dietary restrictions, current medications affecting exercise capacity).

Donors and Supporters

When you make a donation to Live Health Foundation, we collect your name, mailing address, email address, phone number, and payment information necessary to process the transaction. Payment processing is handled by our third-party payment processor; Live Health Foundation does not store credit card numbers, bank account numbers, or other financial account details on our systems.

Website Visitors

Our website (livehealthfoundation.org) uses standard web server logs that automatically record your IP address, browser type, operating system, referring page, pages visited, and date/time of access. The interactive Health Risk Assessment and BMI Calculator on our website perform all calculations entirely within your web browser using client-side JavaScript. No health data entered into these tools is transmitted to our servers, stored in any database, or shared with any third party.

2. How We Use Your Information

We use collected information exclusively for the following purposes: delivering and improving community health programs and services; providing participants with confidential Health Summary Cards documenting their screening results; conducting program evaluation and measuring health outcomes for quality improvement; generating de-identified, aggregated public health data for community health assessment reporting; processing and acknowledging tax-deductible donations; coordinating volunteer scheduling, training, and recognition; communicating program updates, event announcements, and organizational news to subscribers who have opted in; and complying with legal and regulatory requirements applicable to nonprofit organizations in North Carolina.

3. HIPAA-Aligned Practices

While Live Health Foundation is a community-based nonprofit and not a HIPAA-covered entity (we are not a healthcare provider, health plan, or healthcare clearinghouse as defined under 45 CFR 160.103), we voluntarily adopt HIPAA Privacy Rule principles as organizational best practice. This commitment includes: training all staff and volunteers on health information confidentiality and privacy protection; implementing physical safeguards (locked storage, secured transport containers, restricted office access) for paper health records; maintaining technical safeguards (encrypted databases, password protection, role-based access controls) for electronic health data; limiting access to individually identifiable health information to authorized program staff on a need-to-know basis; and establishing and enforcing data retention and destruction policies for health records.

4. Information Sharing and Disclosure

Live Health Foundation does not sell, rent, trade, or otherwise disclose individually identifiable personal or health information to any third party for marketing, commercial, or any other purpose unrelated to our charitable mission. We share information only in the following limited circumstances:

Aggregate Public Health Reporting: De-identified, aggregated screening data (containing no individually identifiable information) is shared with the Mecklenburg County Health Department as part of the triennial Community Health Assessment. This data helps inform county-wide public health planning and resource allocation decisions.

Referral Coordination: When a screening participant provides explicit verbal consent, we may share their name and screening results with a specific primary care provider or clinic to facilitate follow-up care. No referral information is shared without the participant's direct, informed consent given at the time of the screening.

Legal Requirements: We may disclose information when required by law, court order, or government regulation, or when necessary to protect the safety of program participants, staff, or volunteers.

5. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect the confidentiality, integrity, and availability of personal and health information in our custody. Paper screening forms are collected in locked portable filing cases during events, transported by authorized staff in secured vehicles, and stored in locked filing cabinets within a locked office suite. Electronic data is maintained in an encrypted cloud database hosted on SOC 2 Type II compliant infrastructure with role-based access controls, audit logging, and automated backups. Staff access to individually identifiable data requires individual login credentials and is restricted to personnel with direct program responsibilities. Annual information security training is required for all staff and data-handling volunteers.

6. Data Retention and Destruction

Health screening records are retained for a maximum of three years following the date of the screening event, after which paper records are cross-cut shredded and electronic records are permanently deleted. Donor records are retained in accordance with IRS requirements for charitable contribution substantiation. Website server logs are retained for 90 days and then automatically purged. Volunteer records are retained for the duration of active volunteer service plus one year.

7. Your Rights (CCPA and General Privacy Rights)

Although Live Health Foundation is a North Carolina nonprofit and CCPA applies primarily to for-profit businesses operating in California, we extend the following rights to all individuals as a matter of principle:

Right to Know: You may request a summary of the personal information we hold about you and the purposes for which it is used.
Right to Correction: You may request correction of inaccurate personal information in our records.
Right to Deletion: You may request deletion of your personal information, subject to legal retention obligations.
Right to Opt Out: You may opt out of receiving communications from us at any time by contacting our office or using the unsubscribe mechanism in our emails.

To exercise any of these rights, contact our Privacy Coordinator at privacy@livehealthfoundation.org or call (704) 555-0237. We will respond to verified requests within 30 calendar days.

8. Cookies and Tracking Technologies

Our website uses minimal cookies necessary for basic site functionality (session management and form state preservation). We do not use third-party advertising cookies, behavioral tracking pixels, or retargeting technologies. We do not participate in cross-site tracking or sell browsing data to data brokers or advertising networks. Our website analytics consist solely of standard web server access logs processed internally for aggregate traffic analysis.

9. Children's Privacy

Our Youth Nutrition Education program serves children ages 8 – 17. Parental or guardian consent is obtained prior to a minor's enrollment in any program. We collect only the minimum information necessary for safe program participation (name, age, dietary restrictions, emergency contact). We do not collect personal information from children through our website. Our online Health Risk Assessment and BMI Calculator tools are designed for adults and do not target or knowingly collect data from children under 13 years of age.

10. Changes to This Policy

Live Health Foundation reserves the right to update this Privacy Policy to reflect changes in our practices, applicable law, or organizational operations. Material changes will be posted on this page with an updated "Last Updated" date and communicated to active program participants and donors via email notification. We encourage you to review this policy periodically.

11. Contact Information

For questions, concerns, or requests related to this Privacy Policy or our data practices, please contact:

Privacy Coordinator
Live Health Foundation
1840 East Morehead Street, Suite 310
Charlotte, NC 28207
Phone: (704) 555-0237
Email: privacy@livehealthfoundation.org