Harvey Transportation Assistance Foundation

Privacy Policy

Effective Date: set on publication

This Privacy Policy explains how Harvey Transportation Assistance Foundation ("HTAF"), a Tennessee-based 501(c)(3) public charity (EIN 41-5115030), collects, uses, shares, and protects information in connection with its website, harveytransportationfoundation.com, and its transportation-assistance application process.

1. Who We Are

HTAF is a charitable organization that helps eligible individuals access transportation for healthcare, employment, education, and other essential needs. HTAF's mailing address is 1617 Lebanon Pike, Nashville, TN 37210.

HTAF is a separate legal entity from Harvey Taxi Service LLC, a for-profit transportation company. HTAF currently uses technical infrastructure (such as website hosting and database services) that is shared with Harvey Taxi Service LLC. Sharing infrastructure does not mean the organizations share governance, and it does not give Harvey Taxi Service LLC unrestricted access to HTAF application information. Section 7 describes how access to application information is limited.

2. Scope of This Policy

This policy applies to HTAF's website and application process. It does not apply to Harvey Taxi Service LLC's own website, apps, or services, which have their own policies, or to websites operated by other organizations that HTAF links to, such as a donation provider's hosted page.

3. Information We Collect

Information you provide in an application. When you submit a transportation-assistance application, we collect:

  • Name, email address, phone number, county, and city;
  • The program category requested (for example, medical, employment, education, or community);
  • Pickup city, destination, and requested date;
  • A description of the transportation need; and
  • Optional household information: applicant type (for example, self, parent or guardian, caregiver, or case worker), household size, and monthly household income.

Supporting documents. HTAF does not currently collect supporting documents through the online application. Do not upload documents through this application. If supporting documentation is needed, HTAF will contact you with instructions for submitting it securely.

Communications. Information you provide when you contact HTAF by email, phone, mail, or the contact form on this website. Contact-form messages (your name, organization, email, optional phone number, topic and message) are delivered to HTAF by email and are not stored in HTAF's application records.

Text-message choices. Whether you chose to receive HTAF text messages on the application (the box is optional and unchecked unless you check it), with the date and time, the form it came from, and the version of the consent wording shown, and any STOP, START, or HELP replies you send to HTAF's text number. HTAF does not keep the content of those replies. See Section 15.

Information stored on your device. The application page can save a draft of your application and your display preferences (such as larger text) in your own browser's storage so you can return to them. A saved draft stays on your device and is not sent to HTAF unless you submit the application.

Technical information. When you visit the website, our hosting systems automatically receive technical information such as your IP address, browser type, and the pages requested, which is used to operate and secure the website.

HTAF's website does not use advertising or remarketing tags, and the application does not collect precise real-time location or payment-card information.

4. How We Use Information

  • To review applications and determine eligibility for HTAF's programs;
  • To contact applicants, and any named representative, about an application;
  • To arrange approved transportation assistance;
  • To keep records needed for legal, accounting, grant-reporting, and nonprofit compliance obligations;
  • To operate, secure, and improve the website and HTAF's programs, including by reviewing program needs in aggregate; and
  • To respond to questions, corrections, complaints, and accommodation requests.

Submitting an application does not guarantee assistance. Applications are reviewed by HTAF personnel.

5. How We Share Information

Provider data-sharing disclosure: pending counsel review

HTAF may share the minimum trip information necessary to arrange approved transportation with independent transportation providers. Harvey Taxi Service LLC is a separate for-profit company and may receive trip information only when selected to provide or coordinate an approved trip.

When an approved trip is arranged, the information shared is limited to what the provider needs to complete it: name, contact details, pickup and destination addresses, scheduling details, and any accessibility needs relevant to the trip. Before HTAF shares application information with a transportation provider, HTAF intends to have a written agreement in place that limits the provider's use of that information to providing the approved trip.

HTAF may also share information:

  • With service providers that operate HTAF's systems on its behalf (Section 6);
  • With a representative you name in your application, such as a case worker or caregiver, to process your application;
  • When required by law or legal process, or to protect the safety of any person; and
  • With your consent.

HTAF does not sell applicant information and does not share it with advertisers or data brokers.

All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties.

6. Service Providers

HTAF uses service providers for database hosting, website hosting, email delivery, website font delivery, and hosted donation processing, and works with independent transportation providers to arrange approved trips. Service providers may use information only to perform services for HTAF. The current list is published on the Service Providers page.

7. Who Can Access Your Information

HTAF limits application access to authorized administrators and designated personnel who require access to operate or support the transportation-assistance program. HTAF is working to enforce more granular technical access controls between its charitable program and affiliated or supporting systems.

Board members do not have routine access to individual applications. Volunteers, if any, are given access only if they are authorized, trained, and bound by confidentiality. Transportation providers receive only the minimum information described in Section 5.

8. Health-Related Information

HIPAA and healthcare-data language: pending counsel review

Some applications describe a medical appointment or other health-related transportation need. HTAF is not a healthcare provider, health plan, or healthcare clearinghouse, and is not a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Please provide only the minimum health-related information needed to describe your transportation request. Do not include diagnoses, medical records, or insurance or TennCare identification numbers in your application.

9. Donations

Donor privacy disclosure: pending counsel review

Online donations are processed on the payment provider's hosted site. HTAF does not receive or store complete payment-card or bank-account credentials. The payment provider's own privacy policy applies to information you give it. HTAF's online donation providers are Zeffy and PayPal.

Through its Zeffy account, HTAF receives a donor's name, email address, the amount and date of each gift, and any answers the donor gives on the donation form. HTAF uses this information to process and acknowledge gifts, keep its financial and tax records, and answer donors' questions.

HTAF does not sell, rent or trade donor information, and does not share it with Harvey Taxi Service LLC. HTAF sends fundraising emails only to people who have agreed to receive them, and every such email explains how to stop receiving them. A sponsorship inquiry sent through HTAF's website is emailed to HTAF and is not stored on the website.

10. Data Retention

Retention schedule: pending counsel review

HTAF's retention schedule is:

  • Approved applications: 7 years;
  • Denied or withdrawn applications: 3 years;
  • Support messages: 2 years; and
  • Verification records: only the minimum needed to show that verification occurred.

Future procedure: if HTAF introduces an approved secure process for submitting supporting documents, sensitive documents received through that process will be deleted within 90 days, unless a legal, audit, or dispute requirement applies. This procedure does not apply today because the online application does not collect documents.

Information subject to a legal hold, audit, or dispute is kept until that matter is resolved, even if its normal retention period has ended.

11. Security

HTAF uses reasonable administrative, technical, and physical safeguards designed to protect application information. No method of transmission or storage is completely secure, and HTAF cannot guarantee absolute security.

12. Your Rights and Choices

You may ask HTAF to:

  • Give you access to the information you submitted;
  • Correct inaccurate information;
  • Delete your information, subject to the retention obligations in Section 10;
  • Withdraw your application; or
  • Tell you how your information has been shared.

Send requests to WillieHtaf@harveytransportationfoundation.com or call 615-636-6201. HTAF may need to verify your identity before acting on a request, and will respond within 45 days. Optional information, such as household income, may be left blank, although that may limit HTAF's ability to review eligibility.

13. Children Under 18

Minor-applicant provisions: pending counsel review

HTAF does not accept applications directly from individuals under 18. A parent, legal guardian, or adult caregiver authorized by the parent or legal guardian must submit the application on the child's behalf. Children under 18 may be considered for transportation assistance, subject to HTAF's eligibility requirements.

14. Changes to This Policy

HTAF may update this policy when its programs, service providers, or legal obligations change. The updated policy will be posted on this page with a new effective date.

15. Text Messages (SMS)

HTAF sends text messages only to applicants who choose to receive them by checking the optional text-message box on the application. The box is unchecked by default, and you can apply for and receive assistance without agreeing to texts.

HTAF's texts come from (844) 795-0299 and cover application updates, transportation scheduling, pickup reminders, service changes, and support. HTAF does not send marketing texts. Message frequency varies. Message and data rates may apply.

Reply STOP at any time to stop receiving texts; HTAF will send no further texts to that number unless you reply START. Reply HELP for help, or contact HTAF using the details in Section 16.

HTAF keeps a record of your text-message choices (your opt-in, with its date, source, and wording version, and any opt-out) so that it can honor them and show that consent was given. Text messaging originator opt-in data and consent are not shared with any third parties. These are HTAF's own messages: Harvey Taxi Service LLC does not send texts on HTAF's behalf and does not receive HTAF's text-message consent records.

16. Contact Us

Harvey Transportation Assistance Foundation
1617 Lebanon Pike, Nashville, TN 37210
Email: WillieHtaf@harveytransportationfoundation.com
Phone: 615-636-6201