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Application

Privacy Policy

Effective from: 15 March 2026

Helios Housing (“Helios,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, apply for residency, or participate in our programs.

We understand the sensitive nature of the information you entrust to us including recovery status, criminal history, and supervision details. We take this responsibility seriously and have implemented measures to protect your privacy to the fullest extent required by applicable federal and Washington State laws.

Please read this Privacy Policy carefully. By accessing our website, submitting an application, or becoming a resident at Helios Housing, you acknowledge that you have read and understood this policy.

1.1     INFORMATION WE COLLECT

We may collect personal information in various ways including when you visit our website, complete an application, communicate with us, or participate in our programs.

1.1.1     Information You Provide Directly

We collect information you voluntarily provide to us, which may include:

  • Full legal name
  • Date of birth
  • Social Security number (for identity verification)
  • Physical address
  • Mailing address
  • Phone number
  • Email address
  • Emergency contact information
1.1.2    Identification Documents
  • Government-issued ID (driver’s license, state ID, passport)
  • Social Security card
  • Birth certificate
1.1.3    Background Information
  • Criminal history and conviction records
  • Incarceration history
  • Current supervision status (DOC, probation, parole)
  • Community Corrections Officer contact information
  • Release papers and court documents
1.1.4    Recovery and Health Information
  • Substance use history
  • Treatment history and providers
  • Current medications and prescriptions
  • Medical conditions relevant to program participation
  • Mental health information relevant to safety and recovery
  • Recovery goals and plans
1.1.5    Financial Information
  • Employment status and history
  • Income sources
  • Banking information for payment processing
  • Rental history
  • References
1.1.6    Program Participation
  • Recovery plan progress
  • Meeting attendance
  • Drug test results
  • House rule compliance records
  • Incident reports
1.1.7    Information Collected Automatically

When you visit our website, we may automatically collect certain information including:

  • IP address
  • Browser type and version
  • Operating system
  • Pages visited and time spent
  • Referring website addresses
  • Date and time of access
  • Clickstream data

This information helps us improve our website and understand how visitors interact with our content.

1.1.8    Information from Third Parties

We may receive information about you from third parties including:

  • Prison counselors and referral sources
  • DOC officers and supervision authorities
  • Treatment providers
  • Family members or advocates
  • Background check services
  • Previous housing programs

1.2    HOW WE USE YOUR INFORMATION

We use the information we collect for various purposes, including:

1.2.1    Eligibility Determination
  • Evaluating your application for residency
  • Verifying your identity
  • Conducting background checks as permitted by law
  • Assessing fit with program requirements
  • Confirming supervision status and requirements
1.2.2    Program Administration
  • Managing your residency and housing assignment
  • Developing and monitoring your recovery plan
  • Conducting drug testing and enforcing house rules
  • Communicating with you about program matters
  • Documenting your progress and participation
  • Ensuring compliance with program requirements
1.2.3   Safety and Security
  • Maintaining a safe environment for all residents
  • Responding to incidents and emergencies
  • Investigating rule violations
  • Coordinating with supervision authorities
  • Preventing harm to residents, staff, or the community
1.2.4   Communication
  • Responding to your inquiries and requests
  • Sending program updates and notices
  • Providing information about resources and referrals
  • Communicating with your emergency contacts as needed
  • Sending administrative messages
1.2.5   Payment Processing
  • Processing rent payments and fees
  • Managing financial accounts
  • Collecting outstanding balances
  • Providing receipts and payment records
1.2.6   Legal Compliance
  • Complying with applicable laws and regulations
  • Responding to legal requests and court orders
  • Cooperating with supervision authorities
  • Fulfilling reporting requirements
  • Protecting our legal rights
1.2.7    Website Improvement
  • Analyzing website usage and trends
  • Improving user experience
  • Troubleshooting technical issues
  • Ensuring website security

1.3    HOW WE SHARE YOUR INFORMATION

We understand the sensitivity of your information and limit sharing to circumstances where it is necessary for your recovery, required by law, or essential for program operation.

1.3.1    Sharing with Consent

With your consent, we may share your information with:

  • Treatment providers and counselors
  • Healthcare providers
  • Family members or support persons
  • Potential employers or educational programs
  • Community resources and referral partners
  • Future housing providers
1.3.2   Sharing Without Consent

We may share your information without consent in the following circumstances:

Supervision Authorities:

We share information with DOC officers, probation officers, and parole authorities as necessary for supervision compliance. This may include:

  • Admission and discharge notifications
  • Rule violation reports
  • Drug test results
  • Progress updates
  • Incident reports
  • Attendance and participation information

Legal Requirements:

We may disclose information when required by law including:

  • Court orders and subpoenas
  • Law enforcement investigations
  • Mandatory reporting requirements
  • Public health requirements
  • Emergency situations involving risk of harm

Emergency Situations:

We may share information in emergencies to prevent:

  • Serious bodily harm or death
  • Imminent threat to safety
  • Medical emergencies requiring intervention

Program Operations:

We share information among Helios Housing staff and volunteers as necessary for:

  • Program administration
  • Safety and security
  • Incident response
  • Coordination of care and support
1.3.3   Service Providers

We may share information with third-party service providers who assist with:

  • Payment processing
  • Background checks
  • Website hosting and maintenance
  • Data analysis
  • Communication services

These providers are contractually obligated to protect your information and use it only for the services they provide.

1.3.4   Aggregated and De-Identified Information

We may share aggregated or de-identified information that cannot reasonably identify you for purposes such as:

  • Program evaluation and improvement
  • Grant reporting
  • Research and statistics
  • Community awareness

1.4    DATA SECURITY

1.4.1    Security Measures

We implement reasonable and appropriate security measures to protect your personal information including:

  • Secure storage of physical documents
  • Password-protected computer systems
  • Encrypted electronic communications where feasible
  • Limited access to information on a need-to-know basis
  • Staff training on privacy and confidentiality
  • Secure disposal of information when no longer needed
1.4.2   Limitations of Security

No method of transmission over the Internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. You provide information at your own risk.

1.4.3   Breach Notification

In the event of a data breach affecting your personal information, we will comply with Washington State data breach notification laws (RCW 19.255.010) and notify affected individuals and relevant authorities as required.

1.5    YOUR RIGHTS AND CHOICES

1.5.1    Access and Correction

You have the right to:

  • Request access to the personal information we maintain about you
  • Request correction of inaccurate or incomplete information
  • Receive a copy of your information in a reasonable format

To exercise these rights, please contact us using the information in Section 11. We may require verification of identity before fulfilling requests.

1.5.2   Consent Withdrawal

You may withdraw consent for certain information uses where consent was previously given. However, withdrawal may affect your ability to participate in the program or receive certain services.

1.5.3   Communication Preferences

You may opt out of non-essential communications by:

  • Following unsubscribe instructions in emails
  • Contacting us directly to update preferences

Important program-related communications (safety notices, rule changes, etc.) cannot be opted out of.

1.5.4   Website Tracking

Most web browsers allow you to control cookies and tracking technologies through browser settings. Disabling tracking may affect website functionality.

1.6    ADDITIONAL PRIVACY PROVISIONS

1.6.1    Confidentiality of Recovery Information

Information about substance use disorders and recovery is particularly sensitive. We:

  • Limit access to recovery information to staff with legitimate need
  • Do not disclose recovery status unless necessary for program operation or required by law
  • Train staff on the sensitive nature of this information
  • Comply with applicable confidentiality laws and regulations
1.6.2   Criminal History Information

We collect and maintain criminal history information as necessary for:

  • Eligibility determination
  • Compliance with supervision requirements
  • Safety and security planning
  • Program matching and support

This information is maintained confidentially and shared only as permitted by Washington State law and fair housing requirements.

1.6.3   Medical Information

Medical information collected is:

  • Used only for program-relevant purposes
  • Maintained separately from other records where practicable
  • Shared only with consent or as required by law
  • Not used for discriminatory purposes
1.6.4   Minor Children Information

We do not knowingly collect information from minor children. If we learn that we have collected personal information from a minor without parental consent, we will delete that information promptly.

1.6.5   Financial Information

Financial information is:

  • Used only for payment processing and program administration
  • Stored securely with limited access
  • Shared only with payment processors under confidentiality agreements
  • Not sold or used for marketing purposes

1.7    COMPLIANCE WITH APPLICABLE LAWS

1.7.1    Washington State Law

We comply with relevant Washington State privacy laws including:

  • Washington State Data Breach Notification Act (RCW 19.255.010)
  • Washington Law Against Discrimination (RCW 49.60) regarding confidential information
  • Washington State public records act exemptions for certain personal information
  • State laws regarding criminal record disclosure in housing
1.7.2    Federal Law

We comply with applicable federal privacy laws including:

  • Fair Housing Act (confidentiality of disability-related information)
  • Americans with Disabilities Act (confidentiality of medical information)
  • Driver’s Privacy Protection Act (protection of DMV information)
  • Federal Trade Commission Act (prohibiting deceptive privacy practices)
1.7.3   Criminal Justice Information

For residents under supervision, we comply with:

  • DOC information sharing requirements
  • Supervision confidentiality rules
  • Criminal justice information handling standards
1.7.4   Substance Use Disorder Confidentiality

While we are not a treatment provider subject to 42 CFR Part 2 (confidentiality of substance use disorder patient records), we apply similar principles of discretion and limited disclosure to recovery information.

1.8    THIRD-PARTY LINKS AND SERVICES

1.8.1    External Websites

Our website may contain links to third-party websites including:

  • Treatment providers
  • Community resources
  • Referral partners
  • Government agencies

We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before providing any information.

1.8.2   Third-Party Services

We may use third-party services for:

  • Payment processing
  • Background checks
  • Email communications
  • Website analytics

These services have their own privacy policies governing how they handle your information.

1.9    CHANGES TO THIS PRIVACY POLICY

1.9.1    Policy Updates

We may update this Privacy Policy from time to time to reflect:

  • Changes in our practices
  • Legal or regulatory requirements
  • Operational needs
  • Technological advancements
1.9.2   Notification of Changes

When we make material changes:

  • The “Last Updated” date at the top of this policy will be revised
  • Current residents will be notified of significant changes
  • Website visitors will see the updated policy upon return
1.9.3   Continued Residency

Your continued residency after changes constitutes acceptance of the updated Privacy Policy. If you do not agree with changes, you may discuss concerns with program leadership.

1.9.4   CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Helios Housing

Email: HeliosHousingLLC@gmail.com

Phone Number: (509) 885-3140

Address: 2603 N. Hogan St. Spokane WA 99207

1.10 COMPLAINT PROCESS

1.10.1 Internal Complaint Process

If you believe your privacy has been violated, you may:

  1. Discuss the concern with the Program Director
  2. Submit a written complaint to the Privacy Officer
  3. Request review by Helios Housing leadership

We will investigate all complaints and respond within a reasonable timeframe.

1.10.2 External Complaints

You may also file complaints with:

  • Washington State Attorney General’s Office
  • Washington State Human Rights Commission
  • Federal Trade Commission
  • Other appropriate authorities

1.11  EFFECTIVE DATE AND ACCEPTANCE

1.11.1  Effective Date

This Privacy Policy is effective as of the date shown at the top of this document.

1.11.2  Your Acceptance

By accessing our website, submitting an application, or becoming a resident at Helios Housing, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

1.11.3  Print and Retain

We encourage you to print or save a copy of this Privacy Policy for your records.