Privacy & Confidentiality Policy

"Whoever can be trusted with very little can also be trusted with much…" — Luke 16:10

Introduction: Why This Matters

As followers of Christ, we are called to be faithful stewards of what has been entrusted to us—including the personal information of those we serve. Our mission at Tree of Life Open Bible Church and Brookline Sprouts is to create a community of love, safety, and dignity for all families, including the most vulnerable among us.

Confidentiality is an act of love and justice (Micah 6:8). Protecting the privacy of our families fosters trust, ensures safety, and reflects our commitment to the biblical call to care for our neighbors (Mark 12:31).

For these reasons, all staff members are required to adhere to the following Privacy & Confidentiality Policy. Violations of this policy will result in disciplinary action, up to and including termination.

1. Types of Information We Handle

We collect and store only the information necessary to provide excellent care and services. This includes:

Personal Information: Names, addresses, financial data, educational records
SNAP & Financial Assistance Records: Used for verifying eligibility for services
Vaccine & Medical Notes: Required for childcare health and safety compliance
Educational Records: Necessary for early learning and intervention

We do not collect or store immigration status.

All records are stored in physical files, locked in a secure office and file cabinet. Only authorized personnel may access these records.

2. Authorized External Access

We share only necessary information with:

Department of Human Services (DHS) representatives (for childcare compliance)
Accrediting agencies (e.g., Keystone STARS)
Child abuse agencies (as required by law)
Greater Pittsburgh Community Food Bank (for food assistance verification)
USDA CACFP program (for meal reimbursements; receives rosters, race/ethnicity, and income data)
Grant agencies (racial demographics provided anonymously)
Early intervention programs (as authorized by parents/guardians)

No other external party is permitted access to sensitive information without prior authorization from the Executive Team.

3. Staff Responsibilities & Confidentiality Expectations

Staff must never discuss or disclose personal or sensitive information about any client or family without explicit authorization.
Any requests for information from external parties (including law enforcement) must be referred to the Executive Team. No staff member is authorized to release information at any time.
Discussions about clients must never take place in public spaces, online, or in casual conversation.
Our Social Media Policy governs how staff may communicate about their work and the families they serve. https://team.godlovesbrookline.com/mw/index.php?title=Social_Media

"A gossip betrays a confidence, but a trustworthy person keeps a secret." — Proverbs 11:13

4. Data Retention & Disposal

We adhere to a written physical document retention policy.

https://team.godlovesbrookline.com/mw/index.php?title=Record_Retention

5. Consequences for Violating This Policy

Breaching this policy is a serious matter. Consequences include:

Verbal or written warnings for minor infractions
Suspension or termination for serious or repeated breaches
Legal consequences if confidentiality laws are violated