RESPITE RETREATS INFORMATION AND PHOTOGRAPHY & MEDIA POLICY
At Respite Retreats, we are deeply committed to protecting the privacy, dignity, and personal information of the individuals and families we serve. We understand that many of our participants are navigating sensitive health journeys, and we treat all shared information with care and respect.
1. Collection and Use of Information
Respite Retreats collects the information necessary to determine program eligibility, communicate with participants, provide appropriate accommodations, administer our programs, and maintain accurate participant records.
As part of our registration process, we request demographic information, such as age, race, ethnicity, veteran status, and other non-medical information. This information is combined with responses from other participants to help us better understand the communities we serve and demonstrate our impact when applying for grants and other funding. The support we receive through these funding sources helps ensure that Respite Retreats can continue offering our programs at no cost to participants. Your individual demographic information is never publicly identified or reported.
2. Confidentiality & Data Protection
Although Respite Retreats is not a healthcare provider and is not a HIPAA-covered entity, we treat health-related information with the highest level of confidentiality and respect.
We protect your information by:
Limiting access to authorized staff and approved volunteers on a need-to-know basis
Storing digital records in password-protected systems
Keeping physical documents in secure locations
Using secure platforms for online registration and communication
Properly disposing of records when they are no longer needed
Diagnosis and treatment information is not shared without your explicit written authorization except as outlined in this policy.
3. Sharing of Information
We may share limited information only when:
Required by law
Necessary to protect the health or safety of a participant or others
With your written authorization
Reporting program outcomes to grant funders or donors using combined, non-identifying information
We do not publicly share diagnosis, treatment information, photographs, testimonials, or other identifying information without your explicit written consent.
4. Data Retention
We retain participant information only as long as necessary to:
Provide programs and services
Meet legal, financial, and grant requirements
Maintain accurate organizational records
Records are securely maintained and properly destroyed when they are no longer required.
5. Your Rights
You have the right to:
Request access to your personal information
Request corrections to inaccurate information
Withdraw consent for future communications
Request removal from marketing and mailing lists
Ask questions about how your information is collected, used, and protected
6. Photography, Testimonials & Media
Respite Retreats may take photographs, videos, or collect testimonials during programs and events.
These materials will only be used:
With your signed Media Release Authorization
For marketing, awareness, fundraising, and promotional purposes
In accordance with the permissions you have granted
Choosing no on our Media Release Authorization will not affect your eligibility to participate in any Respite Retreats program or service.
Questions
If you have any questions about this policy or how your information is used, please contact:
Respite Retreats, Inc.
6021 University Blvd., Suite 175
Ellicott City, MD 21043