Privacy Policy

Our commitment

SO Health-E does not sell or rent any information we collect, whether you give it to us through our website or through our community-based work. We share information only in the limited ways described below, and only when it is needed to do our work or when the law requires it.

What this policy covers

This policy covers information we collect through sohealthe.org and through our community-based work, including surveys, listening sessions, focus groups, workgroups, trainings, and events. This policy explains what we collect, why, and what choices you have.

Information we collect through our website

Email address, if you choose to sign up for our newsletter or fill out one of our forms. You can unsubscribe any time using the link at the bottom of any newsletter we send.
Anything you send us through a contact form or by email, such as your name, message, and any details you choose to share.
Basic website analytics, such as which pages people visit, what type of device they use, how they found us, and the general region they are in. We collect this through Google Analytics. It is not tied to your name, and we use it only to understand what information is useful to our community and to improve the site.
Cookies, which are small files placed on your device that help the site work and help our analytics count visits. You can turn off or delete cookies in your browser settings, and the site will still work.

Information we collect when you donate

Donations to SO Health-E are received by our fiscal sponsor, the Linn Benton Lincoln Health Equity Coalition, a 501(c)(3) nonprofit organization. Online donations are processed through PayPal and Give Lively. At in person events we may also take donations through Square.

When you donate, the payment platform collects your name, contact information, and payment details. SO Health-E does not see or store your full payment card or bank account number. Each of these platforms has its own privacy policy, and we encourage you to read it.

We and our fiscal sponsor keep a record of your name, contact information, and donation amount and date. We use this to process your gift, send your tax receipt, meet our accounting and reporting obligations, and thank you. We do not publish donor names without permission.

Information we collect through our community-based work

Much of what we collect does not come from our website. It comes from people who take our surveys, join our workgroups, attend our trainings, or talk with us at community events.

Our community priorities surveys are anonymous. We do not ask for your name, email address, or any other information that would identify you. Survey responses cannot be traced back to an individual.

In other parts of our work, we may collect:

Your name and contact information, if you give it to us, for example when you join a workgroup or sign up for a training
Notes from focus groups, listening sessions, and one on one conversations
Demographic information you choose to share, such as race, ethnicity, language, disability, gender identity, sexual orientation, or income level
Photos, video, and audio recorded at our events and trainings

Sharing any of this is voluntary. You can take part in our work without answering any demographic question and without giving us your contact information.

Special care with sensitive information

We know that some of the information people share with us could put them at risk if it were connected to their name. This includes information about immigration status, disability, gender identity, sexual orientation, health conditions, or substance use. This is why our community priorities surveys are anonymous by design.

When we report on community input, we report it in aggregate or with identifying details removed. We do not publish or share individual responses in a way that could identify someone without that person's clear permission.

Photos, video, and recordings at our events

We take photos and video at public events like Medford Pride and at some trainings, and we use them in our newsletter, on social media, on our website, and in reports to funders.

We post visible notice at our large events letting people know that photography is in progress. If you do not want to be photographed, tell any staff member or event volunteer and we will make sure you are not included. If a photo of you has already been published and you want it removed, email us at connect (at) sohealthe.org and we will take it down.

We are especially careful with photos that could reveal someone's identity in a way they did not choose, including at LGBTQ+ events.

How we use information

To send our newsletter and event announcements to people who opt in
To respond when you contact us
To process donations and send tax receipts
To understand community priorities and shape our advocacy and programs
To report to our funders and fiscal sponsor on the reach and impact of our work
To invite people to workgroups, trainings, and events they have expressed interest in

Who we share information with

We never sell or rent your information. We share it only in these situations:

Service providers we use to operate, such as our email platform, our website host, our analytics provider, and our payment platforms. They may only use the information to provide that service to us.
Our fiscal sponsor, the Linn Benton Lincoln Health Equity Coalition, which carries our fiduciary and financial reporting obligations.
Funders, including the Oregon Health Authority, in aggregate or de-identified form. For example, we report how many people attended a training and the demographic makeup of participants, not who they were.
Partners, only when you have asked us to connect you, or with your clear permission.
When the law requires it, such as a valid subpoena or court order. If this happens and we are permitted to tell you, we will.

We do not share information with immigration enforcement, and we do not share information with law enforcement for the purpose of immigration enforcement.

How long we keep information

We keep newsletter sign-ups until you unsubscribe. We keep donation records as long as our fiscal sponsor's accounting and tax rules require. Because our community priorities surveys are anonymous, we keep and use that data indefinitely for research and advocacy without any privacy risk to respondents. Grant records are kept for as long as our funders require.

Your choices

Unsubscribe from our newsletter at any time using the button at the bottom of every email we send, or by emailing us at connect (at) sohealthe.org.
Ask us what information we have about you, and we will tell you.
Ask us to correct or delete information about you. We will do so unless we are required to keep it for legal or grant reporting reasons, and we will tell you if that is the case.
Ask us to remove a photo of you from our materials.
Decline to answer any question, including demographic questions, and still take part in our work.

Children

Some of our work involves youth. We do not knowingly collect information from children under 13 through our website. When young people take part in our programs, we follow the consent practices of the partner organization hosting the activity and seek parent or guardian permission where required.

How we protect information

We limit access to community and donor information to staff who need it for their work. All staff and leaders in our work sign confidentiality agreements to honor community trust. We use password protected accounts and secure platforms. No system is perfectly secure, but we take reasonable steps to protect what you share with us.

Changes to this policy

We may update this policy. If we make a significant change to how we use community information, we will say so in our newsletter.