Our Commitment to Privacy

We understand that the information you disclose to the COVID Grief Network (the “Network”) may be personal and sensitive in nature. As an entirely volunteer-based organization, we have created this privacy policy in order to demonstrate our commitment to protecting the privacy of your personal identifying information by using our best efforts not to disclose information collected from you other than as described in this policy. This policy will detail how we collect, use, and destroy identifying information. By engaging with the COVID Grief Network or its services, you are consenting to the conditions outlined below.

Definitions

Identifying Information: Also known as personally identifiable information, is information that, when used alone or with other relevant data, can identify an individual.  

Participants: any individual who voluntarily engages with COVID Grief Network services. This term generally refers to Volunteers and Supportees.

Program Coordinator: an individual who has been designated by the COVID Grief Network as part of a core team of service coordinators and facilitators.

Supportee: any individual who completes and submits a Request-for-Support Form.

Volunteer: any individual who completes and submits a Volunteer application form.

Pod Facilitator: volunteers who also provide support and group facilitation to a group of 10-15 Volunteers. 

Support groups: Virtual support groups of up to 12 Supportees of the COVID Grief Network, facilitated by Program Coordinators and Volunteers who have experience facilitating grief spaces. 

Portal: Web tool linked to the Network database for Volunteers to keep track of the relevant information related to the Supportees with whom they are actively providing grief support. Supportees have access to the portal as well to see information about their Volunteer and Sessions.

Privacy Policy

We will only use the identifying information you provide us according to the terms outlined in this document.

In order to participate in the COVID Grief Network, both Volunteers and Supportees must provide a limited amount of information so that Program Coordinators can appropriately match and connect Volunteers with Supportees and coordinate support groups.  

Participant information held by the Network will be stored by the Network until it is no longer required to conduct program operations, or until a Participant withdraws by notifying the Network that they no longer wish to receive services or participate in the Network. The Network is not responsible for the use of information disclosed between the Volunteer and Supportee.

We WILL NOT provide your personal identifying information (e.g., name, contact information or volunteer information) to third parties or use this information for commercial or marketing purposes. There are limited instances when your information may be shared with an external party, namely if a volunteer perceives an urgent medical or mental health need, information may be disclosed to emergency services for the purposes of maintaining immediate safety. Additionally, vendors used by the Network for email, database, and and web services may have access to personal information that is shared electronically with the Network by Participants. The use of vendors and third party forums, such as Facebook groups for members of the Network, is subject to their additional terms and privacy policies and the Network does not make any guarantees about data use or privacy relating to use of these vendors, forums, or groups. 

While we make every effort to ensure the security of our network and systems, we cannot guarantee our security measures, and we do not accept liability for unintentional or unauthorized disclosure.

Collection of Information

The application process requests certain basic information such as demographics, contact information, and professional background (for Volunteer applicants). This information is collected and stored electronically in the Network’s database. Application data will be collected and viewed by Program Coordinators. Once a Volunteer is accepted into the Network, the Program Coordinators will send relevant information from their application to their assigned Pod Facilitator. Once the Network matches a Volunteer to a Supportee, the Volunteer and Pod Facilitator will receive relevant information about the Supportee that the Supportee provided in their application. This information is shared with Volunteers and Pod Facilitators via the Network’s online portal, a web tool to help Volunteers keep track of the information on the Supportees to whom they are providing grief support. 

While we strongly encourage and promote reasonable confidentiality practices, information disclosed between a Volunteer and Supportee, or shared among Supportees within a support group, is outside the control of the Network and thus, the Network is not liable for any disclosure or misuse of said information.

Use of Information

Requests for Support applications and Volunteer applications will be used to match and connect a Volunteer to a Supportee, or a Supportee to a support group. This information will only be accessed by Program Coordinators on a need-to-know basis, and the Network will make reasonable effort to adhere to a “minimum necessary” standard of information disclosure during the course of conducting program operations. For example, information from a care request may be processed by a small group of Program Coordinators and transferred to the Volunteer. 

Volunteers and their assigned Pod Facilitators have access to relevant information about the Supportees with whom they are matched via the Network’s online portal. This information is used strictly for the purposes of providing support to participants.

We will not use Participant information for promotional, marketing, or advertising purposes. 

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer and any use or disclosure made by the Volunteer or Supportee thereafter.

COVID Grief Network Coordinators and Volunteers may disclose your personal information in the good faith belief that such action is necessary to:

  • To protect the personal safety of users of the Network or the public
  • To comply with a legal obligation to protect and defend the rights or property of the Network
  • To prevent or investigate possible wrongdoing in connection with the Network
  • To protect against legal liability

Destruction of Information

The Network will take reasonable action to destroy identifiable information from Participant information once it is no longer required for program operations. For instance, identifying information from a Request for Support application will be destroyed if a Supportee withdraws from the Network by notifying the Network that they no longer wish to participate in any further activities or services with the Network.

Once a Volunteer is no longer actively providing grief support to a Supportee, Volunteers will not have access to the Supportee’s personal information in the Network’s portal. 

Your Access to and Control Over Information

You can do the following at any time by contacting us via the email address given below:

  • See what data we have about you, if any.
  • Change/correct any data we have about you.
  • Have us delete any data we have about you.
  • Express any concern you have about our use of your data.

Updates

We may update this information from time to time without notice by posting revisions to this site. You can determine when this privacy notice was last revised by checking the Last Updated date below.

Please submit any privacy-related questions to covidgriefnetwork@gmail.com

Updated 2/22/21