Partner Data-Handling Agreement

01 Each party's role

ProvisionLoop operates the platform and determines how assistance requests are stored and routed. Your organization independently decides eligibility, safeguarding and what assistance to provide, and is a controller of the request data it receives for those decisions.

Where your organization uses ProvisionLoop simply to record what it did, ProvisionLoop processes that record on your instructions. Neither party acts as the other's agent.

02 Minimum-necessary use

You may use assistance and referral data only to evaluate, route, schedule, fulfill and verify the assistance for the specific request it belongs to. Any other use — new programs, research, evaluation studies, fundraising, marketing, membership drives, recruitment, political or religious outreach, resale or transfer — is prohibited without a separate, valid, informed permission from the person the data is about.

03 Confidentiality of assistance data

Request details, contact information and free-text notes are confidential. Notes commonly contain sensitive information — health, disability, immigration, family or religious circumstances — because people describe their situation in their own words. Treat all of it as sensitive.

Do not repost, screenshot, forward outside authorized personnel, publish or discuss identifiable request details, including in newsletters, grant reports, social media or public meetings.

04 No sponsor access

Sponsors, donors, cities and the public never receive identifiable request data — not from ProvisionLoop and not from you. Reporting to any of them must be aggregate or de-identified. Do not connect a named recipient to a named funder.

05 Authorized personnel and role-based access

• Only individuals who need request data to do their job may have access, under named individual accounts.
• No shared logins, shared inboxes as an access route, or shared passwords.
• Your personnel must be bound by confidentiality obligations at least as protective as this agreement.
• Remove access promptly — within two business days — when someone leaves the role or the organization.

06 Reasonable safeguards

Maintain administrative, technical and physical safeguards appropriate to the sensitivity of the data: device locking and encryption where available, strong unique credentials with multi-factor authentication where offered, secure disposal of printouts, and no storage of request data in unmanaged personal accounts, personal devices without protection, or consumer file-sharing services.

07 Incident notice

If you learn of a suspected or actual unauthorized access, disclosure, loss or misuse of assistance or referral data, notify ProvisionLoop without undue delay and, where practicable, within 24 hours of becoming aware. Include what happened, what data and how many people are affected, what you have done, and what you plan to do. Cooperate fully with investigation, containment and any legally required notification.

08 Data subject requests

If a person asks you to access, correct, delete or port their data, or appeals a decision, handle it under your own obligations and tell ProvisionLoop promptly where ProvisionLoop holds the data. Each party will give the other the information and assistance reasonably needed to respond within the legal deadline. Requests reaching ProvisionLoop come through the Privacy Center.

09 Retention and deletion

Keep request data only while it is needed for the assistance and for your own record-keeping or funder obligations, then delete or de-identify it. Do not maintain a parallel permanent database of ProvisionLoop request data. On termination, delete or de-identify identifiable request data received through ProvisionLoop, except what a law, regulator or funder specifically requires you to retain, and tell us what you are retaining and why.

10 Approved processors

You may use your own service providers (case management, email, storage) only where they are bound by written confidentiality and security obligations at least as protective as this agreement, and only where their processing is necessary for the assistance. ProvisionLoop's own processors are listed in the Privacy Policy.

11 Aggregate and de-identified reporting

Both parties may publish aggregate or de-identified figures — meals, neighborhoods, time windows, coverage. Neither party may attempt to re-identify an individual from those figures, or publish an aggregate so small that it identifies someone in practice.

12 Legal process

If either party receives a subpoena, warrant or similar demand for assistance data, it will, where legally permitted, notify the other party promptly and disclose only what is legally required.

13 Audit and cooperation

On reasonable written notice and no more than once a year absent an incident, each party will answer reasonable written questions about its handling of assistance data under this agreement. This is a cooperation obligation, not a right to inspect unrelated systems or client files.

14 No HIPAA representation

ProvisionLoop does not represent that it is a covered entity, a business associate, or that this agreement is a HIPAA business associate agreement, and makes no HIPAA compliance claim. If your organization is a covered entity and intends to route protected health information through ProvisionLoop, stop and contact us first — a separate, counsel-reviewed arrangement would be required and none exists today.

15 Termination and governing law

Either party may end this agreement at any time; ProvisionLoop may suspend access immediately where request data is at risk. Confidentiality, minimum-necessary use, incident notice, retention and deletion survive termination. Texas law governs, consistent with the Terms of Service.