Privacy in plain words
Case Pilot collects only what it needs to decide financial eligibility and process gifts — household size, income tier, insurance status, and the service a family needs. We never ask for Social Security numbers, never see diagnoses or treatment records, delete eligibility documents 90 days after a decision, and never sell, rent, or share donor information. This page is the whole policy, written to be read. If anything is unclear, ask us and we'll answer plainly.
What we collect
We collect the minimum needed to do our two jobs: reviewing financial eligibility and receiving gifts. Nothing on either list is ever used for anything else.
From families and referrers
Household size, income tier, insurance status, the service category requested, a short description of the hardship, and whether a court deadline makes the request urgent. That's what our written criteria score — so that's all we ask for.
From donors
Name, email, and gift details — amount, date, and any designation. Enough to receipt the gift, thank you properly, and report our finances honestly. Nothing more.
What we never collect
Most privacy policies list what an organization takes. Ours starts with what we refuse to take. Case Pilot reviews financial eligibility — it does not deliver treatment — so whole categories of sensitive information simply have no place here.
No Social Security numbers
The application has no SSN field. We decide financial eligibility without one, so we never ask.
No diagnoses
We fund a category of service — never a diagnosis. What brought a family to care is not ours to know.
No treatment records
Case Pilot is not a health care provider. Applying here never creates a treatment record, and we never hold one.
You'll notice we don't claim HIPAA compliance. That's deliberate, not an oversight: HIPAA governs organizations that hold treatment records, and Case Pilot never does. Your treatment records live with your licensed provider, protected by the health-privacy laws that apply to them.
What we never see
What happens in care stays between your family and your provider. Case Pilot coordinates the care; licensed providers — Family Advocacy Center, Connections Counseling, and other qualified providers — deliver it, and the room stays theirs. To pay for care, we need to know only two things: that you enrolled and that sessions happened. Providers confirm enrollment and invoice by award ID, under a release you sign when the scholarship is awarded. That release covers attendance and billing — never session content, never clinical notes, never what was said. No one at Case Pilot can look up why a family sought care, and no one ever will be able to, because the information never enters our systems.
How stories are shared
Family stories move donors, and we tell them carefully or not at all. A story is shared only when the family signs a separate narrative consent — never as a condition of receiving a scholarship, and never assumed from the application. Before anything publishes, the family reviews the exact words and images and can change or cut anything. And consent is never permanent: a family can revoke it at any time, and we take the story down. If a family prefers silence, their scholarship is exactly the same. The award never depends on the telling.
Donor privacy
We never sell, rent, or share donor information — not with other organizations, not with marketers, not with anyone. Your gift is between you and the families it helps. What donors receive is aggregate impact: how many awards, which service categories, what outcomes the ledger shows. Donors never see family-level data — no names, no applications, no individual awards. That line protects families, and it also protects the honesty of what we report: the numbers we publish are the same numbers everyone sees.
Data retention in plain words
Eligibility documents — the pay stubs, benefit letters, and hardship details a family submits — are deleted 90 days after a decision, whether the answer was yes or not yet. They exist to support one review, and then they're gone. Award records — who was awarded what, when, and which provider was paid — are kept as long as accountability to donors and funders requires, because they are how we prove every dollar went where we said it would. Short memory for the personal, long memory for the public.
How to reach us
Questions about your information, a consent you want to revoke, or a document you want confirmed deleted — email info@familyadvocacyservices.org and a person will answer in plain words.
Effective date: pending founder review. The date this policy takes effect will be posted here when it is adopted. Curious who qualifies for help? Read the written criteria.