DuPage County HMIS Privacy Notice
DESCRIBES HOW INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN
ACCESS THIS INFORMATION.
DuPage County HMIS and the Northeast Illinois Homeless
Management Information System (HMIS)
When you request services from DuPage County HMIS,
information about you and members of your family is entered into a computer
system called HMIS, or Homeless Management Information System. HMIS is a project of DuPage County Community
Services in partnership with many organizations in northeast Illinois that
provide homeless, health care, medical, and social services to persons and
families in need. The information
collected in HMIS will help us coordinate and provide better service, document
the need for additional services, and generate reports such as the number of
persons who are homeless or at risk of homelessness in northeast Illinois.
We intend our policy and practices to align with the Housing
and Urban Development’s (HUD) HMIS Data and Technical Standards and HMIS Data
What is Being Shared
This agency’s staff and the Software Administrators have access to
all data collected in HMIS, and the participating agencies have limited access as
described below and online, dupageco.org/HMIS/Forms. If further information is to be shared and is
not covered by this notice, then a separate authorization will be
Information shared to the participating agencies include:
- Protected Personal information (PPI) - Name,
Date of Birth, and Social Security Number.
PPI is information that allows identification of an individual directly
or indirectly, can be manipulated by a reasonably foreseeable method to
identify a specific individual, or can be linked with other available
information to identify a specific client.
- Demographics – Race, Ethnicity, Gender, Veteran
- Project Enrollments – Project Name, Enrollment
dates, Reason for Leaving a program, and the Housing Destination you left
- Case Manager’s contact information (if one is
How Your Information May Be Used
Unless restricted by law,
the information can be used by:
- Authorized people who work in DuPage County HMIS, HMIS
partner organizations for administrative purposes related to providing and
coordinating services to you or your family, or for billing or funding
- Auditors or others who review the work of DuPage County HMIS
or need to review the information to provide services to DuPage County HMIS.
- The HMIS system administrator(s), DuPage County Community Services
and its designees, and the HMIS developer (WellSky) for administrative purposes
(for example, to assist DuPage County HMIS by checking for data errors and
identifying your potential eligibility for services).
- Individuals performing academic research who have signed a
research agreement with DuPage County HMIS or DuPage County Community Services. Your name, social security number or other
identifying information may be used to match records but will not be used
directly in the research unless you sign a separate consent.
- DuPage County HMIS or the DuPage County Community Services
may use your information to create aggregate data that has your identifying
information removed. Also, DuPage County
HMIS may disclose to a third-party aggregate data so that the third party can
create data that does not include any of your identifying information.
- Government or social services agencies that are authorized to
receive reports of homelessness, abuse, neglect or domestic violence, when such
reports are required by law or standards of ethical conduct.
- A coroner or medical examiner or funeral director to carry
out their duties.
- Authorized federal officials for the conduct of certain
national security or certain activities associated with the protection of
- Law enforcement officials, but the disclosure must meet the
minimum standards necessary for the immediate purpose and not disclose
information about other individuals. A
court order or search warrant may be required.
- Others, to the extent that the law requires a specific use or
disclosure of information. Information may be released
to prevent or lessen a serious and imminent threat to the health or safety of a
person or the public; if the disclosure is made to a person or persons
reasonably able to prevent or lessen the threat or harm, including the target
of a threat.
uses and sharing of your information will be made only with your written
Your Rights Regarding Your Information in HMIS
- You have the right to opt-out of having yours
and your household members’ information shared to partnering agencies in the
Northeast Illinois Homeless Management Information System (HMIS). To do so, you
must request and sign the “Client Data Sharing Refusal Form.” Any information
in the HMIS prior to signing the Sharing Refusal form will continue to be
shared with the agencies as described in this notice.
- You may request a list of current HMIS partner
organizations from DuPage County HMIS or DuPage County Community Services, or
review the current list at suburbancook.org/privacy. DuPage County Community Services may add new
HMIS partner organizations to this list at any time.
- You have the right to inspect and obtain a copy
of your own protected personal information for as long as it is kept in the
HMIS, except for information compiled in reasonable anticipation of, or for use
in, a legal proceeding.
- You have the right to request a correction of
your protected personal information when the information in the record is
inaccurate or incomplete.
Enforcement of Your Rights
If you believe your privacy rights have been violated, you
may send a written complaint to DuPage County HMIS. If your complaint is not
resolved to your satisfaction, you may send your written complaint to DuPage
County Community Services. Addresses are
listed at the end of this Notice. You will not be retaliated against for filing
DuPage County HMIS is required by law to maintain the
privacy of your protected personal information, and to display a copy of the
most recent Notice. DuPage County HMIS
reserves the right to change the Notice from time to time, and if it does, the
change will affect all of the information in the HMIS, not just the information
entered after the change. The revised
Notice will be posted at [Agency Website].
You may request a copy of it from DuPage County Community Services.
DuPage County Community Services
HMIS System Administrator
421 N County Farm Road
Wheaton, IL 60187
- October 2009- Initial Policy was a part of
client consent documents
- October 2012 - Adopted HUD’s baseline privacy
notice and detailed our implied consent disclosure process
- October 2014 – Updated HUD’s baseline privacy
notice to include Suburban Cook County, address the name change of DuPage
County HMIS to Northeast Illinois HMIS, and reflect the changes to the list of
shared data elements.
- January 2021 – Complete reorganization,
re-formatting, deduplication of statements, and adjusted level of language used. Added language around sharing of pre-existing
data after a client refuses to share any new information. Moved to using
Effective data rather than version numbers.