• May 27, 2024

Introduction

At Community Senior Services (CSS), we recognize the importance of privacy for our members and are committed to protecting the personal information of our users. This Privacy Policy outlines the types of information we collect, how it is used, and the steps we take to ensure it remains secure. It also explains the rights you have concerning your personal information and how you can contact us with any questions or concerns. By using our services, you agree to the collection and use of information in accordance with this policy. This document is designed to help you understand our practices and how they affect you as a user of communityseniorservices.org.

Information Collection

Community Senior Services (CSS) collects various types of information to provide and improve our services. Understanding the specifics of what we collect helps ensure transparency and builds trust with our users. Here, we detail the types of information we collect, categorized into personal, non-personal, and sensitive data, and the methods by which we collect this information.

Types of Information Collected

Personal Information:

  • Identifying Information: This includes names, addresses, email addresses, and telephone numbers, which are typically gathered when users register for services, subscribe to newsletters, or participate in our events and surveys.
  • Health Information: Particularly relevant to senior services, this may include health data provided by users to better tailor our services to their needs.

Non-Personal Information:

  • Usage Data: Information on how services are accessed and used, such as the user’s Internet Protocol (IP) address, browser type, browser version, the pages of our site visited, the time and date of the visit, the time spent on those pages, unique device identifiers, and other diagnostic data.
  • Cookies and Tracking Data: Used to track the activity on our service and hold certain information. Cookies help us to improve our services and enhance user experience by enabling us to monitor which pages users find most useful.

Sensitive Information:

  • We may collect sensitive information about your health to provide more personalized services. This collection is always done with your explicit consent and in compliance with legal requirements.

Methods of Collection

Direct Collection:

  • When you interact directly with our website or customer service, through registration forms, contact forms, and direct communications.

Indirect Collection:

  • Through your interaction with our services, such as usage data and cookies collected automatically as you navigate through the site.

Third-Party Collection:

  • We may receive data from third-party partners and service providers who enhance our ability to provide our services, such as analytics providers or advertisers.

Understanding these collection methods helps us ensure that we are transparent about what we collect and how. Ensuring data privacy is a critical aspect of our commitment to our users.

Use of Information

At Community Senior Services (CSS), the information we collect serves multiple purposes, each aimed at enhancing the services we provide to our users and ensuring an efficient and personalized experience. Below, we outline the key ways in which we utilize the information collected through our website and services.

Service Provision and Management

  • Personalizing Services: Information, especially health and personal identifiers, allows us to tailor our offerings to meet the specific needs of our seniors, enhancing their quality of life.
  • Service Administration: We use information to manage user registrations, handle inquiries, and deliver services such as newsletters, health advice, and community updates that are integral to our mission.

Communication

  • User Support: Personal information such as contact details are crucial for responding to inquiries and providing support where necessary.
  • Feedback: We encourage feedback to continually improve our services. Information collected during surveys and feedback forms helps us understand user experiences and needs.

Improvement of Services

  • Analytics and Performance Monitoring: Non-personal and usage data help us analyze the effectiveness of our services and identify areas for improvement.
  • Research and Development: Data collected is also used to develop new services and features that meet the evolving needs of our senior community.

Legal Compliance

  • Regulatory Requirements: We process personal information to comply with legal obligations, such as maintaining records for health services and adhering to safety regulations.

These uses of information are guided by our commitment to maintaining the highest standards of privacy and data protection. By understanding the needs and preferences of our users, we can provide better, more personalized services, ensuring that our community members receive the most relevant and supportive care.

Information Sharing and Disclosure

Community Senior Services (CSS) takes the confidentiality and security of your personal information seriously. We only share your information when it is necessary for providing services, complying with the law, or improving our offerings. Below are the specific scenarios in which your information might be shared and the parties with whom it may be shared.

Circumstances for Sharing Information

Service Providers:

  • We engage various service providers, contractors, and third-party companies to perform functions on our behalf, such as data analysis, payment processing, delivering mail and email, providing marketing assistance, and providing customer service. These entities have access to personal information needed to perform their functions but are contractually obligated to maintain the confidentiality of the information and are prohibited from using it for any other purpose.

Legal Requirements and Law Enforcement:

  • CSS may disclose your personal information if required to do so by law or in the good faith belief that such action is necessary to: comply with a legal obligation, protect and defend the rights or property of CSS, act in urgent circumstances to protect the personal safety of users of CSS or the public, or protect against legal liability.

Business Transfers:

  • In the event of a merger, acquisition, reorganization, bankruptcy, or other similar event, your personal information may be part of the transferred assets. You will be notified via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

Types of Third Parties With Whom Information May Be Shared

Affiliates:

  • Your information may be shared within our family of affiliated companies for internal business purposes, like customer support and service improvements.

Marketing Partners:

  • With your prior consent, we may share your information with selected partners who offer services that we believe may interest you. This sharing is conducted under strict confidentiality agreements, ensuring your data is handled according to our privacy standards.

Public Forums:

  • Any information that you disclose in public areas of our website or on other public forums becomes public information. You should exercise caution when deciding to disclose your personal information in these areas.

CSS’s approach to information sharing and disclosure is designed to respect your privacy and protect your data, while still enabling us to provide comprehensive senior services.

Data Security

Community Senior Services (CSS) is committed to protecting the security of your personal information. We employ a range of technical, administrative, and physical security measures designed to protect your data from unauthorized access, use, or disclosure. Below we detail the measures we take and the ongoing efforts to maintain the integrity and security of the information we collect.

Security Measures

Technical Safeguards:

  • Encryption: We use encryption technology to secure data transmissions between your device and our servers as well as data at rest. This helps to protect your personal information, including sensitive data like health information, from unauthorized access.
  • Secure Servers: Our servers are configured with security measures to protect against unauthorized access and unexpected events. They are regularly updated to tackle new security vulnerabilities.
  • Firewalls and Intrusion Detection Systems: We deploy firewalls and intrusion detection systems designed to detect and block malicious traffic and potential breaches.

Administrative Safeguards:

  • Access Controls: Access to personal information is strictly limited to personnel who need access to perform their job functions. We enforce a minimum privilege policy and regularly review access permissions.
  • Training: All employees receive training on the importance of privacy and how to handle and secure personal information properly.

Physical Safeguards:

  • Secure Facilities: Physical access to our premises where personal information is stored is secured with access control mechanisms. Only authorized personnel are allowed access to these secure areas.
  • Document Shredding: Physical records containing personal information are disposed of securely through shredding to prevent unauthorized collection and use.

Risk Management

Regular Audits:

  • To ensure the effectiveness of our security measures, we conduct regular audits and checks. These help identify and rectify any potential vulnerabilities in our system.

Incident Response Plan:

  • In the event of a data breach, CSS has a formal incident response plan designed to quickly assess the situation, contain the impact, mitigate any threats, and inform affected users and regulatory bodies as required by law.

Continuous Improvement:

  • Our security policies and procedures are continually assessed and updated as necessary to address new security challenges and technological changes.

CSS understands that security is a critical aspect of trust and privacy. We are dedicated to ensuring that our protective measures are robust and meet high standards of data security. Our goal is to protect your personal information against any unauthorized access and misuse, while providing you with secure and effective senior services.

User Rights and Choices

Community Senior Services (CSS) acknowledges the importance of your rights to your personal information. We provide various options that allow you to access, control, and manage your information effectively. This section outlines the rights you have regarding your personal information and how you can exercise these rights.

Access and Control of Personal Information

Right to Access:

  • You have the right to request a copy of the personal information that CSS holds about you. This allows you to understand exactly what information we have collected and how it has been used.

Right to Correction:

  • If any personal information we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it.

Right to Deletion:

  • You can request that we delete your personal information from our records if there is no compelling reason for its continued processing. This is also known as the “right to be forgotten”.

Right to Restrict Processing:

  • You have the right to request that we restrict the processing of your personal information, which means that the information can be stored but not used or processed further.

Right to Data Portability:

  • You have the right to obtain a copy of your personal data in a commonly used and machine-readable format, and you have the right to transmit that data to another controller.

Right to Object:

  • You have the right to object to the processing of your personal information, particularly where it is done for direct marketing purposes or based on public or legitimate interest.

Managing Preferences and Consent

Cookies and Tracking Technologies:

  • CSS provides you with the choice to manage your cookie settings, allowing you to opt out of non-essential cookies and other tracking technologies that we use on our site.

Marketing Communications:

  • You have the choice to opt-out of receiving marketing communications from us at any time. Each email we send contains a link that allows you to unsubscribe from future emails.

Consent Withdrawal:

  • Where we rely on your consent to process personal information, you have the right to withdraw that consent at any time, though this will not affect the lawfulness of the processing before your consent was withdrawn.

How to Exercise These Rights

To exercise any of these rights, please contact our Data Protection Officer (DPO) using the contact details provided in the last section of this policy. We will respond to your request in accordance with applicable law, typically within 30 days.

CSS is committed to upholding your rights and providing easy methods to manage and control your personal information. We encourage you to review and manage your privacy preferences regularly to stay informed about how your data is being used.

Cookies and Tracking Technologies

Community Senior Services (CSS) utilizes cookies and other tracking technologies to enhance user experience, analyze site traffic, and improve our website. This section explains what cookies are, how we use them, and how you can manage your preferences.

Understanding Cookies and Trackers

What are Cookies?

  • Cookies are small data files stored on your device (computer or mobile device) that help websites remember information about your visit. They can enhance your experience by saving browsing preferences and enabling personalized functionalities.

Types of Cookies Used:

  • Essential Cookies: Necessary for the basic functionality of our website and cannot be switched off in our systems. They are set in response to actions made by you, such as setting your privacy preferences, logging in, or filling in forms.
  • Performance and Analytics Cookies: Collect information about how you use our website, which pages you visit, and any errors you might encounter. These help us improve our website’s performance and your experience.
  • Functional Cookies: Enable enhanced functionality and personalization, such as remembering your preferences (like your language or the region you are in).
  • Advertising Cookies: Used by advertising companies to serve ads that are relevant to your interests.

Managing Cookie Preferences

You have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

How to Manage Settings:

  • Browser settings: You can set your browser to alert you about attempts to place cookies on your computer, limit the types of cookies you allow, or refuse cookies altogether. The help menu on most browsers will tell you how to manage your cookie preferences.
  • Third-party tools: Various third parties offer tools that can help you manage cookies, including tools to opt out of performance cookies and advertising cookies.

Impact of Not Accepting Cookies

If you choose to decline cookies, some parts of the site may not work as intended or may not work at all, affecting your user experience.

CSS is committed to transparently explaining how we use cookies and providing you with choices about what data is collected. By managing your cookie preferences, you can control the level of monitoring and data collection that occurs during your interactions with our site.

Policy Updates and Contact Information

Updates to This Policy

Community Senior Services (CSS) may update this Privacy Policy periodically to reflect changes to our information practices. We will notify you of any significant changes by posting the new policy on our website or by sending a notification directly to you. We encourage you to periodically review this page for the latest information on our privacy practices.

Contact Information

If you have any questions or concerns about this Privacy Policy or our data handling practices, or if you would like to exercise any of your rights, please contact us at:

  • Email: [email protected]
  • Phone: 909-621-9900
  • Mailing Address: Community Senior Services
    141 S. Spring Street
    Claremont, CA 91711

Our Data Protection Officer is committed to addressing any concerns you may have and to assisting you with managing your personal information.