Hopkinton Parks and Recreation
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Privacy Policy

Hopkinton Parks & Recreation Department: Privacy Policy

This Privacy Policy governs the use of information collected regarding the participants who take part in Hopkinton Parks & Recreation Department programs, camps, and events (collectively, “Program”).  Questions concerning this policy may be directed to the Director of Parks and Recreation.

Confidential Information
All participant information is considered confidential, regardless of whether such information is spoken, written, or electronically transmitted.  Participant information includes, but is not limited to, any of the following identifiers of the participants:
  • Name, address, e-mail address, phone number
  • Birthdate
  • Information concerning family members and legal custody
  • Information concerning the participant’s enrollment and involvement in a ProgramInformation concerning the participant’s enrollment and involvement in the Program
  • Medical health information (including health plan information, medical condition, or medical treatment)

Protecting Confidential Information from Inadvertent Disclosure
All Program staff that handle or can access Confidential Information are required to use the following best practices to prevent inadvertent disclosure of Confidential Information.
  • Avoid discussing Confidential Information in a public area
  • Not including Confidential Information in Program social media postings, text messages or emails unless appropriate authorization has been received in advance
  • Protecting data on laptops, tablets, and other portable devices by using passwords
  • Keeping computer login information and passwords private
  • When working with Confidential Information, not leaving workspaces unattended without otherwise securing the Confidential Information (logging out of applications; placing paper files in locked cabinets or desk drawers)

Allowable Use of Confidential Information
Program staff are only permitted to use and share Confidential Information as needed in the following situations:
  • to perform their job duties 
  • to render medical aid
  • to comply with a law, regulation, search warrant subpoena, legal request, or a lawful court order (only after seeking appropriate legal counsel)
  • to cooperate with a law enforcement investigation or when the Program believes it is necessary to share the information to prevent, investigate, or take action regarding suspected fraud, safety threats, or unauthorized activities 
  • when expressly authorized by the participant (if 18 years of age or older) or their custodial parent(s)/legal guardian(s).  
Otherwise, Confidential Information will only be shared with those listed on the Household Account.  Any other use or sharing of the Confidential Information is prohibited.  

Participant Rights
Participants (if 18 years of age or older) or their custodial parent(s)/legal guardian(s) have the right to: 
  • request amendments to Confidential Information that they believe is inaccurate or incomplete
  • request restrictions on how the Program may use and share their information
  • request that the Program communicate information to them in a specific manner