Privacy Notice

Hillsboro Housing Authority

Grand Oaks Apartments

506 West Grand

Hillsboro, KS 67063

Last Updated: August 20206

Our Commitment to Privacy

The Hillsboro Housing Authority respects the privacy of applicants, residents, Commissioners, members of the public, and others who use our website and online services.

This Privacy Notice explains how information may be collected, used, and protected when you visit the Hillsboro Housing Authority website or use online services made available through links on our website.

Information You Provide to Us

The Hillsboro Housing Authority may collect information that you voluntarily provide when you:

• Complete a housing application or pre-application;

• Update an existing application;

• Complete or submit forms;

• Submit documents or verification information;

• Request a reasonable accommodation;

• Submit a maintenance request;

• Contact the Housing Authority;

• Use an applicant, resident, or other authorized portal; or

• Otherwise communicate with the Housing Authority electronically.

Depending upon the service being used, this information may include your name, address, telephone number, email address, household information, income information, identification information, and other information necessary to administer the Public Housing program.

The Hillsboro Housing Authority collects and uses personal information only as necessary to administer its programs, provide services, respond to requests, comply with applicable requirements, and conduct Housing Authority business.

Sensitive Personal Information

Housing applications and program administration may require sensitive or personally identifiable information.

Please do not submit Social Security numbers, financial records, identification documents, medical information, or other sensitive personal information through ordinary email or through areas of the website that are not specifically designated for secure submission.

When the Hillsboro Housing Authority provides a designated secure form or document-upload service, applicants and residents should use that method to submit sensitive documents electronically.

If you are uncertain about how to submit a document securely, please contact the Housing Authority before sending it.

Online Forms and Document Submission

The Hillsboro Housing Authority may use third-party services to provide online forms, electronic signatures, document uploads, or other electronic services.

Information submitted through these services may be processed or stored by the service provider in accordance with its privacy, security, and data-handling practices.

Before submitting sensitive information electronically, users should verify that they are using the form, portal, or submission method provided or authorized by the Hillsboro Housing Authority.

Applicant, Resident, and Commissioner Portals

The Hillsboro Housing Authority may provide restricted online portals for applicants, residents, Commissioners, or other authorized users.

Information available through a restricted portal is intended only for authorized users. Users should protect their login information and should not share passwords, access credentials, restricted links, or confidential documents with unauthorized individuals.

Access to a restricted portal does not authorize a user to access, use, disclose, download, or distribute information belonging to another individual or information that the user is not otherwise authorized to receive.

How Information May Be Used

Information provided to the Hillsboro Housing Authority may be used to:

• Process and administer housing applications;

• Determine or verify program eligibility;

• Manage the Public Housing waiting list;

• Verify income, assets, household composition, and other eligibility information;

• Administer leases, rent, and resident services;

• Respond to maintenance or service requests;

• Process reasonable accommodation requests;

• Communicate with applicants and residents;

• Meet HUD reporting and program administration requirements;

• Conduct Housing Authority operations; and

• Comply with applicable legal, regulatory, recordkeeping, audit, or governmental requirements.

Sharing and Disclosure of Information

The Hillsboro Housing Authority does not make personal information publicly available simply because it was submitted electronically.

Information may be disclosed when necessary for program administration, verification, Housing Authority operations, or compliance with applicable law or HUD requirements.

Information may also be provided to governmental agencies, verification sources, contractors, service providers, auditors, legal representatives, or other authorized parties when permitted or required for legitimate Housing Authority purposes.

Certain Housing Authority records may also be subject to applicable public records laws. Whether a particular record may be disclosed will depend upon applicable law and any confidentiality protections that apply to the information.

Website Usage Information

The Hillsboro Housing Authority website or the services used to host it may automatically collect limited technical information when you visit the site. This may include information such as browser type, device type, general usage information, or other technical data used to operate, secure, and improve the website.

The Hillsboro Housing Authority does not use its public website for the purpose of selling visitors' personal information.

Cookies and Third-Party Services

The website and services linked from it may use cookies or similar technologies necessary for website functionality, security, analytics, authentication, or other service features.

The use of cookies and other technologies by third-party service providers is governed by the policies and practices of those providers.

External Websites

This website may contain links to HUD, other government agencies, and outside organizations.

When you follow a link to an external website, you leave the Hillsboro Housing Authority website. The privacy, security, accessibility, and data-handling practices of the external website will apply.

The Hillsboro Housing Authority is not responsible for the privacy or security practices of websites or services it does not control.

Email Communications

Ordinary email may not be an appropriate method for transmitting confidential or sensitive personal information.

Applicants and residents should avoid sending Social Security numbers, financial account information, copies of identification documents, medical documentation, or other sensitive information through ordinary email unless specifically instructed by the Housing Authority.

Please contact the Hillsboro Housing Authority if you need assistance determining an appropriate method for submitting sensitive information.

Information Security

The Hillsboro Housing Authority takes reasonable administrative and operational measures to protect personal information within its control.

However, no website, email system, internet transmission, or electronic storage method can be guaranteed to be completely secure.

Users are encouraged to use Housing Authority-approved submission methods when transmitting confidential or sensitive information.

Records Retention

Information received electronically may become part of the Hillsboro Housing Authority's official records and may be retained in accordance with applicable HUD requirements, Housing Authority record-retention policies, and other applicable requirements.

Children

The Hillsboro Housing Authority website is intended to provide information about housing programs and services and is not directed toward children for independent use.

Parents, guardians, or other responsible adults should assist minors when information concerning a minor household member must be provided as part of an application, tenancy, or other Housing Authority process.

Changes to This Privacy Notice

The Hillsboro Housing Authority may update this Privacy Notice periodically to reflect changes in its website, electronic services, administrative practices, or applicable requirements.

The date of the most recent revision will be displayed at the top of this page.

Questions About Privacy

If you have questions about this Privacy Notice, the handling of information submitted through the website, or how to securely provide information to the Housing Authority, please contact:

Hillsboro Housing Authority
Grand Oaks Apartments
506 W. Grand
Hillsboro, KS 67063

Phone: (620) 947-2235
Fax: (620) 947-2485
Email: executivedirector@hillsborokshousing.org

For matters involving sensitive personal information, please contact the Housing Authority before sending confidential documents through ordinary email.

Hillsboro Housing Authority • Grand Oaks Apartments • Equal Housing Opportunity