General Privacy Policy

Central Texas Birth Fund (CTBF)
Effective Date: January 2026

Central Texas Birth Fund (“CTBF,” “we,” “our,” or “us”) is committed to protecting the privacy, confidentiality, and security of participant information. This Privacy Policy describes how we collect, use, store, and safeguard Personally Identifiable Information (PII) and, where applicable, Protected Health Information (PHI) in compliance with applicable federal and Texas laws, including the Health Insurance Portability and Accountability Act (HIPAA), Texas privacy laws, and Texas Health and Human Services Commission (HHSC) requirements. CTBF complies with all applicable privacy, confidentiality, and data security requirements under the Texas Health and Human Services Commission (HHSC) Thriving Texas Families program.

Information We Collect

CTBF may collect the following types of information in connection with program participation:

Personally Identifiable Information (PII)

Name
Address
Telephone number
Email address
Date of birth
Demographic information
Employment or education information
Emergency contact information

Program-Related Information

Intake and non-medical needs assessment information
Participation in education or workforce programs
Service plans and referral documentation
Attendance records

Protected Health Information (PHI) (When Applicable)

While CTBF provides non-medical services, participants may voluntarily share health-related information during care coordination. When such information is collected or maintained in identifiable form, it is treated as confidential and protected in accordance with HIPAA privacy and security standards.

How We Use Information

Information collected by CTBF is used to:

Conduct intake and non-medical needs assessments
Develop individualized service plans
Provide education, care coordination, and workforce programming
Make referrals to community resources
Comply with reporting requirements under the HHSC Thriving Texas Families program
Improve program quality and outcomes
Ensure participant safety and service integrity

We do not sell, rent, or trade participant information.

Disclosure of Information

CTBF may disclose information only under the following circumstances:

To authorized staff and contractors who require access to perform program functions
To Texas HHSC as required for grant reporting and monitoring
With written participant authorization
As required by law (e.g., court order, mandatory reporting obligations)
To prevent serious and imminent harm to an individual or others

All disclosures are limited to the minimum necessary information required.

Data Security and Safeguards

CTBF maintains administrative, technical, and physical safeguards designed to protect PII and PHI from unauthorized access, use, disclosure, alteration, or destruction.

Security measures include:

Secure, password-protected electronic systems
Role-based access controls
Data encryption where appropriate
Secure document storage
Staff training on confidentiality and privacy practices
Cyber liability coverage and data security protocols

Electronic data systems are selected to comply with HHSC reporting requirements and applicable security standards.

Data Retention

Participant records are retained in accordance with HHSC requirements and applicable state and federal laws. After required retention periods expire, records are securely destroyed.

Participant Rights

Participants have the right to:

Request access to their information
Request correction of inaccurate information
Withdraw consent for certain disclosures (where applicable)
File a complaint regarding privacy practices

Privacy concerns or complaints may be directed to:

Erik Brady, Chief Technology Officer
Central Texas Birth Fund
cto@centraltexasborthfund.org

Participants may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights if they believe their privacy rights have been violated.

Website Data Collection

Our website may collect limited technical information such as:

IP address
Browser type
Pages visited
Date and time of access

This information is used for website functionality, security monitoring, and analytics and does not identify individuals unless voluntarily provided through forms.

Information submitted through website contact forms is transmitted securely and used solely for program-related communication.

Third-Party Services

CTBF may utilize secure third-party service providers for data management, email communication, and reporting systems. These providers are required to maintain appropriate confidentiality and data protection standards.

Updates to This Policy

CTBF reserves the right to update this Privacy Policy as needed to reflect changes in law, program requirements, or operational practices. Updates will be posted on this page with a revised effective date.