Purpose
Natrona Collective Health Trust (“The Trust”) is committed to protecting the privacy of individuals and organizations whose information we collect and use in the course of our work. This Privacy Policy establishes how The Trust collects, uses, protects, and manages personal information across our grant management activities, event programming, SMS and business communications, and website interactions.
This Policy applies to all The Trust staff, contractors, and vendors who handle personal information on behalf of the organization. It supplements any specific disclosures made at the point of data collection and satisfies the documentation requirements associated with The Trust’s 10DLC business SMS campaign registration.
Definitions
Personal Information: Any information that identifies or could reasonably be used to identify an individual, including name, contact details, phone number, email address, and organizational affiliation.
Grant Partner: Any individual or organization that applies for, receives, or reports on funding administered by The Trust.
Event Participant: Any individual who registers for or attends an event hosted or co-hosted by The Trust.
SMS / Text Message: A Short Message Service communication sent to or from a mobile phone number.
GoTo: The Trust’s business phone and messaging platform, used by staff for two-way SMS communications via work phone numbers.
SmartSimple (GMS): The Trust’s grant management system, used to administer grant applications, awards, reporting, and compliance documentation.
10DLC: 10-Digit Long Code; a carrier-registered business SMS system that enables organizations to send and receive text messages through standard 10-digit phone numbers.
Opt-Out: A communication preference model in which individuals may receive communications by default and may request removal at any time.
Authorized User: The Trust staff, contractors, or vendors who access personal information as part of their authorized job responsibilities.
Procedures
- Information We Collect
The Trust collects personal information across the following contexts:
Grant Partners and Applicants (via SmartSimple)
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- Organization name, mailing address, and primary contact information
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- Names, titles, and contact details of organizational representatives
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- Taxpayer identification numbers (EINs) and nonprofit verification information
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- Financial and programmatic information submitted in applications and reports
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- Correspondence and documentation related to grant activities and compliance
Event Participants
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- Name, email address, phone number, and organizational affiliation
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- Registration and attendance records
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- Accommodation preferences (dietary, accessibility, or other needs) voluntarily shared
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- Feedback and survey responses
SMS Communications (via GoTo)
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- Mobile phone number
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- Content of SMS messages exchanged with The Trust staff
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- Message delivery records and opt-out requests
Website and General Contact
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- Name and email address submitted through contact forms or direct email
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- Standard web usage data (pages visited, browser type, IP address) collected automatically
- How We Collect Information
- Directly from individuals when they apply for a grant, register for an event, contact The Trust staff, or engage in communications
- Through SmartSimple when grant partners submit applications, reports, or supporting documentation
- Through GoTo in the course of staff-to-contact SMS and phone communications
- Automatically through standard website technologies when visitors browse The Trust’s website
- From public sources (such as IRS records or state nonprofit registries) to verify organizational eligibility
- How We Use Information
- To administer and manage grant applications, awards, reporting, and compliance
- To communicate with grant partners, applicants, and contacts regarding funding opportunities and program activities
- To coordinate events, convenings, and follow-up with participants
- To send SMS messages and other communications relevant to The Trust programs, events, or community health topics
- To fulfill legal and regulatory obligations
- To improve The Trust’s programs, services, and communications over time
- SMS Messaging and Opt-Out
The Trust staff communicate with community partners, grantees, event participants, and other contacts via SMS through GoTo business phone numbers. SMS messaging is used for two-way communication, appointment and event reminders, program updates, and general organizational outreach.
The Trust operates under an opt-out model for SMS communications. Individuals who have an existing relationship with The Trust — through a grant program, event, or other engagement — may receive SMS messages from The Trust staff as part of that relationship.
To opt out of SMS communications from The Trust at any time:
- Reply STOP to any SMS message received from an The Trust number
- Contact The Trust at [email protected] or 307.243.2160 to request removal
After opting out, one confirmatory message will be sent. No further SMS messages will be sent from The Trust’s business messaging system unless the individual re-engages or affirmatively opts back in. For SMS assistance, reply HELP to any The Trust number.
Message and data rates may apply based on the recipient’s mobile carrier plan.
- Sharing and Disclosure
The Trust does not sell personal information. Personal information, phone numbers, and SMS data are not shared with third parties for marketing or promotional purposes. We are committed to protecting your privacy. Your data will not be transferred to external organizations under any circumstances, including situations where user consent is provided.
The Trust may share information in the following limited circumstances:
- With third-party service providers supporting The Trust operations (including SmartSimple, GoTo, email platforms, and event tools), solely to provide those services
- With professional advisors (attorneys, accountants, auditors) under confidentiality obligations
- With partner organizations when required to administer joint programs, and only to the extent necessary
- As required by applicable law, regulation, or legal process
- In connection with an organizational merger, acquisition, or asset transfer, with prior notice to affected individuals
- Protection of Information
The Trust takes reasonable administrative, technical, and organizational measures to protect personal information from unauthorized access, disclosure, alteration, or loss. Third-party platforms used by The Trust, including SmartSimple and GoTo, maintain their own security standards. Staff access to personal information is limited to Authorized Users with a legitimate need.
No electronic transmission or storage method is fully secure. The Trust cannot guarantee absolute security but is committed to handling information responsibly.
- Retention
The Trust retains personal information for as long as necessary to fulfill the purposes described in this Policy, satisfy legal and regulatory requirements, and support grantmaking and programmatic recordkeeping obligations. Grant-related records may be retained for multiple years in accordance with The Trust’s document retention policy and applicable funder requirements.
- Individual Rights
Individuals may submit requests to The Trust regarding their personal information, including:
- Access to personal information The Trust holds about them
- Correction of inaccurate information
- Opt-out of SMS communications (see Section 4)
- Deletion of personal information, subject to The Trust’s retention obligations
Requests may be submitted to [email protected] or 307.243.2160.
- Policy Updates
The Trust may update this Privacy Policy to reflect changes in practices, technology, or legal requirements. Material changes will be posted on The Trust’s website with a revised effective date. Staff will be notified of updates through standard internal communications channels.
- Contact
Natrona Collective Health Trust
421 S. Center St., Casper, WY 82601
Phone: 307.243.2160
Email: [email protected]