How we handle your information

This policy applies to people who visit healspringfield.com, submit a housing application, or use our resident and staff portals. It covers information we collect about applicants, residents, family members and professional referrers.

We collect only what we need to evaluate an application and operate our homes:

• Identity and contact details— name, date of birth, address, phone number and email address.
• Recovery information— the answers you provide on the housing application, including your recovery history, treatment participation, support groups and goals.
• Residency records— admission and discharge dates, room assignment, program fees and payments, incident reports, house meeting attendance and drug testing results.
• Signatures— the electronic signature you draw or type when agreeing to house policies and other forms.
• Technical information— basic server logs such as IP address and browser type, used to keep the site secure and available.

Records that identify someone as having applied for or received services for a substance use disorder are protected by federal law under 42 CFR Part 2. In general, we may not tell anyone outside HealSpace Springfield that you have applied to or live in one of our homes, and we may not disclose any information identifying you as having a substance use disorder, unless one of the following applies:

• You give written consent that meets the requirements of the federal rules.
• The disclosure is allowed by a court order that meets those rules.
• The disclosure is made to medical personnel responding to a medical emergency, or to qualified staff for an audit or program evaluation.

Federal law and regulations do not protect any information about a crime committed by a resident either at one of our homes or against any person who works for us, or about any threat to commit such a crime. Federal law and regulations also do not protect any information about suspected child abuse or neglect from being reported under Ohio law to appropriate authorities.

Violation of these federal rules by a program is a crime. Suspected violations may be reported to the United States Attorney for this district.

We use your information to decide whether one of our homes is an appropriate fit, to admit and house you, to collect program fees, to keep the home you live in safe, to coordinate outside care at your request, and to meet our obligations as an ORH Level 2 certified operator.

We do not sell your information, and we do not use it for advertising.

We share information outside HealSpace Springfield only:

• With your written consent — for example, to coordinate with your counselor, treatment provider, probation officer or family member.
• With service providers who host our systems and process payments, and who are bound to protect the information.
• When required by law, court order, or to respond to a medical emergency or a threat of harm, as described above.

You may withdraw a consent at any time in writing, except to the extent we have already acted on it.

Resident and applicant records are held in access-controlled systems, encrypted in transit, and separated so that each organisation’s records are isolated from every other. Access is limited to staff who need it to do their jobs. No system is perfectly secure, and we will notify affected people as required by law if a breach occurs.

We keep applications and resident records for as long as needed to operate our homes and to satisfy legal, funding, accreditation and audit obligations, then dispose of them securely. Applications that do not result in admission are retained for a limited period and then destroyed.

You may ask to see the information we hold about you, ask us to correct anything inaccurate, ask us to restrict a disclosure, or withdraw a consent. Contact us using the details below and we will respond within a reasonable time.

Applying is voluntary. If you choose not to provide certain information we may not be able to evaluate your application.

Our recovery homes serve adults. We do not knowingly collect information from anyone under 18 through this site.

If we change this policy we will update the effective date above and post the revised policy on this page.