Client Personal Data Collection Policy

Crisis Cleanup stores primarily property information, rather than personal information. Participating organizations should collect only the minimum amount of personal information necessary to contact the client or prioritize the work order. Needs Assessment forms should be short, for the simple reason that volunteers do not tend to complete long forms.

Assessment Forms may be modified and customized at any time by request. Crisis Cleanup is designed to assist voluntary organizations that directly interact with survivors and perform property cleanup or rebuilding. Consequently, the litmus test for adding new questions to the form is, "Does the new question help a team leader or field worker prioritize, prepare for, or execute a work order?"

In contrast, the following reasons are insufficient (alone) to justify collecting additional data:

  • Gathering statistics for future study
  • Comparing against or combining with data from another database
  • Statistical analysis
  • Tracking or correlating survivor benefits

The following examples illustrate information that should or shouldn't be collected using Crisis Cleanup.

Example Appropriate Explanation
Basic Contact Information OK Basic contact information like phone number, address, and email address are necessary for a worker or team leader to contact the survivor and arrange a time to work.
"Elderly" or "Over 60" OK Many voluntary organizations prioritize the elderly. Asking this question is relevant to prioritize limited resources.
Date or Year of Birth NO In contrast to "Over 60," a date or year of birth is too much information, and irrelevant to a worker on the ground.
Immigration Status NO Immigration status is irrelevant to a property damage or needs assessment, and should NEVER be collected.
Social Security Number NO Never, ever, ever collect a social security number (SSN). Period. SSNs are a massive data protection liability, and impossible to protect within an open system like Crisis Cleanup. Further, an SSN does not assist a worker or team leader to prioritize, prepare for, or execute a work order.
Monthly Rent NO While a person's monthly rent may be very relevant for long term recovery and case management, it is irrelevant to muck out and clean up.
Medical Conditions/ Medication NO Medical information is irrelevant unless the ailment is directly relevant to cleanup work. For example, "Jane is hard of hearing, so she may not hear you the first time you knock at the door. Keep trying."
Insurance OK Whether a person has insurance may help a team leader prioritize the work order.
Financially Independent OK Whether a person has financial means may help a team leader prioritize the work order.
"Annual Income" or "Insurance Amount" NO While a person's ability to help themselves may help a leader prioritize a work order, their actual income or precise insurance figures are too much information.
Race/Ethnicity NO Race or ethnicity have no place in the Crisis Cleanup database, as they are unacceptable criteria against which to prioritize a work order.
Religion NO While membership in an organization may be relevant to prioritization, religion is not.
First Responder OK Some organizations prioritize first responders, who are often busy helping others instead of their own families.
Profession NO In contrast to "First Responder," asking for a person's profession is likely to collect too much irrelevant information.

Policy Effective: November 10, 2013. Last Updated: November 10, 2013

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