CharityTracker is a software tool designed to facilitate social services to individuals and families who may need to seek help from multiple agencies. Each agency participating in the local system, along with their employees and volunteers, is required to execute this agreement and to follow the guidelines noted below subject to their individual status as an Agent or Agency Administrator. These guidelines include locally created expectations as well as legal assurances required by the owner of the software program, Simon Solutions, Inc.
CharityTracker contains a wide range of data, including sensitive personal and private information, on individuals and families served by agencies. All such information should be treated carefully, confidentially, and professionally by all who access it. Guidelines for use of CharityTracker include, but are not limited to the following:
1. User IDs and passwords are specific to the person to whom they are assigned and they must be kept secure and confidential. This information should not be shared except to maintain agency password policies and each person accessing the system should only do so through their own specific credentials.
2. Consent by persons served or by their legal guardian, as documented by a Release of Information (ROI) form, is required before entering, updating, editing, printing, disclosing, or sharing identifying or non-confidential service transactions or information with other CharityTracker agencies or their employees or volunteers.
3. Only general, non-confidential information is to be entered in the notes/comments section of the case profile in CharityTracker. Identifying information should be treated as private to the extent possible and each agency can mark information as private within CharityTracker consistent with local service guidelines.
4. Confidential information, such as protected medical or mental health data, obtained while providing services should not be entered into CharityTracker. Agencies should maintain confidential information within their own record-keeping systems and protect that information consistent with legal obligations. Agencies and their employees and volunteers should be familiar with their own confidentiality policies, especially if subject to enhanced confidentiality requirements under state or federal regulations.
5. Participating agencies and their employees or volunteers may only enter or modify data for clients being served by that specific agency.
6. Participating agencies and their employees and volunteers are prohibited from misrepresenting information regarding any client through the deliberate entry of inaccurate information.
7. The agency and its employees and volunteers will treat CharityTracker clients with respect and handle all referrals in a timely and efficient manner.
8. All CharityTracker agents are required to have an annual background check on file with their agency of record due to the confidential information they will be working with in their capacity as a CharityTracker agent. It is the agency's responsibility to make sure this background check is current for all agents.
9. Discriminatory comments based on race, color, religion, creed, national origin, ancestry, handicap, socioeconomic status, marital status, age, gender, and/or sexual orientation are not permitted in CharityTracker. Profanity and offensive language are not permitted in CharityTracker. The CharityTracker community administrator and Simon Solutions, Inc. reserve the right to suspend an account when any terms of this agreement are violated or suspected to be violated. Upon receipt of satisfactory assurances that such violations did not occur, or that such violations have been fully corrected or eliminated, the CharityTracker community administrator or Simon Solutions, Inc. in their sole discretion may resume the account.
10. CharityTracker is to be used for agency purposes only. Transmission of material in violation of any United States Federal or State laws is prohibited, including material that is copyrighted, legally judged to be threatening or obscene, or considered protected as a trade secret. CharityTracker shall not be used to defraud the Federal, State, Local or City government nor any individual entity nor to conduct any illegal activity. Violation of such may result in immediate suspension of your access to CharityTracker and may result in legal action by Simon Solutions, Inc. and/or the CharityTracker community administrator.
11. Any unauthorized access or unauthorized modification to the underlying computer system information within the CharityTracker database or interference with normal system operations will result in immediate suspension of your access to CharityTracker and may result in legal action by Simon Solutions, Inc., and/or the CharityTracker community administrator.
12. Training is required for all new agents (not required for Limited Access users). New agents may complete this training by 1) scheduling a training session with For Evansville staff, 2) an approved Agency Administrator, or 3) completing an online training video. Agents will have limited access until this is complete.
