The Village After Foundation, Inc.Family Intake & Support PortalPrivacy & Data Use
Your family’s information should be handled with care and clear permission.
This notice explains what the Foundation collects through this portal, why it is needed, who may access it, how long it may be maintained, and how a parent or legal guardian can ask for help, records, or corrections.
Effective August 23, 2026Information the portal may collect
The portal may collect parent or legal-guardian identity and contact details, household and child information, eligibility answers, information about the parent who died, requested needs, program applications, communication preferences, consent and authorization choices, records requests, and documents a family chooses to upload. It also maintains staff workflow, security, and audit information needed to protect and administer the service.
Why the information is used
Information is used to check initial eligibility, create and maintain a Village Family record, respond to requests, administer programs, communicate using approved preferences, prepare resources and next steps, process records requests, protect the portal, and meet applicable financial, grant, insurance, oversight, legal, and recordkeeping responsibilities.
Who may access or receive it
Access is limited to authorized people who reasonably need the information for Foundation services, administration, review, approved assistance, security, oversight, or required records. An outside referral requires separate authorization and is limited to the information reasonably necessary for that specific referral, unless disclosure is otherwise required by law. The Foundation does not sell participating families’ personal information.
Children’s information
This portal is intended for an adult parent or legal guardian acting for a child. Children do not create their own portal accounts. The Foundation asks only for information reasonably connected to eligibility, requested services, participation, safety, consent, or required records, and does not require graphic details about a death.
Security and abuse protection
The portal uses controlled staff access, individual staff accounts, multifactor verification, secure case storage, attempt limits, temporary lockouts, and other safeguards intended to reduce unauthorized access and automated abuse. No online system can promise absolute security, so families should use the secure upload and records tools instead of sending sensitive documents through ordinary messages.
Retention and deletion
Information is maintained only as reasonably necessary for services and applicable legal, financial, grant, insurance, operational, regulatory, security, and recordkeeping requirements. A parent or legal guardian may request correction, a copy, or deletion review. Some information may need to be retained when a valid requirement prevents immediate deletion.
Your choices
You may update contact information, change communication preferences, stop optional check-ins, withdraw future optional permissions, ask about a Village Family record, request a correction, or request to discontinue services. Withdrawing a future permission does not necessarily reverse a use that was already authorized and completed.
Changes to this notice
The Foundation may update this notice when portal practices or requirements change. The effective date above identifies the current published version.