Last updated April 1st, 2025

Purpose

The purpose of this policy is to ensure the privacy and confidentiality of all individuals living or working in HOPE Sober Living (“HOPE”). We are committed to safeguarding personal and sensitive information related to residents, volunteers, and any associated service partners. This policy outlines how information is collected, stored, used, and shared in compliance with recovery housing principles and relevant legal standards.  

What Information We Collect

HOPE collects only the information necessary to provide safe, supportive, and recovery-centered housing. This may include:

·       Full name

·       Mobile phone numbers

·       Consent to receive SMS communications

·       Email address

·       Date of birth

·       Emergency contact details

·       Health-related information (including medication, screening results, or treatment referrals)

·       History of substance use and recovery-related needs

·       Financial information

·       Payment details or financial hardship documentation (if applicable)  

How Information Is Stored

·       Electronic records are stored on password-protected computers or cloud-based systems.

·       Passwords are not to be shared. Only authorized HOPE representatives may access resident information.

·       If any paper records are received, they will be stored in a locked location at HOPE’s designated Ohio entity filing address.

·       Any paper or digital records found unsecured must be reported immediately to a HOPE representative. All issues will be reviewed and addressed promptly.  

Form Submissions via Website

Personal information submitted through HOPE Sober Living’s website (e.g., intake forms, grievance forms, referrals) is transmitted securely and stored on HIPAA-compliant platforms such as Jotform. Submission of these forms constitutes your consent to collect, authorizes SMS communication, and use the information for the purposes stated.   Standard messaging/data rates may apply.

How and When We Share Information

HOPE may share personal information only when necessary and appropriate:

·       With Consent: Written permission is required before sharing with treatment providers, outside agencies, or community supports.

·       Legal Requirements: Information may be disclosed in response to valid legal requests (e.g., subpoena, court order).

·       Emergency Situations: Information may be shared to protect a resident or others in a crisis (e.g., overdose, violence, hospitalization).

·       Service Coordination: Information may be shared internally between HOPE representatives or volunteers for case management or support planning.  

Social Media and Online Sharing

To protect all individuals’ privacy:

·       No resident images, names, or identifying information may be posted to social media or public platforms by staff, volunteers, or other residents without explicit written consent.

·       Residents are asked not to share personal information about other residents or about HOPE Sober Living homes on social media.

·       If a resident is unsure whether something is appropriate to post, they are encouraged to ask a HOPE representative before sharing.  

Consent

By using this website or submitting a form, you acknowledge and accept the terms of our Privacy Policy.   Users consent to receive SMS messages related to their inquiry, housing status, or support needs. Users may opt out at any time by replying STOP.

Policy Review and Updates

This policy may be updated as needed to reflect:

·       Changes to Ohio Recovery Housing standards

·       Revisions to laws related to privacy or confidentiality

·       Internal improvements to security or recordkeeping practices  

A full review will be completed during certification renewal or if new regulations emerge, in line with HOPE’s Practical Compliance Review Model.  

End of Policy