Privacy Policy
At Troopers, protecting the privacy and dignity of all individuals we serve is a top priority. As a New Mexico–based nonprofit organization, we are subject to both federal law (HIPAA) and state regulations governing behavioral health, substance use services, housing, and nonprofit operations. This Privacy Policy explains in detail how we collect, use, protect, and share information. It applies to residents, staff, donors, volunteers, and community partners. Our goal is to ensure transparency, compliance, and trust in all aspects of our work.
1. Scope of Policy
This Privacy Policy applies to every area of Troopers’ work. It governs the collection and protection of information during resident intake, program participation, and healthcare delivery, as well as probation and parole compliance support. It also extends to the handling of donor contributions, volunteer involvement, and staff responsibilities. Any information submitted through our website, online forms, or communication platforms falls under this policy. Additionally, Troopers complies with New Mexico’s requirements for nonprofit financial reporting, data retention, and health information confidentiality, ensuring that every action we take is consistent with both state and federal standards.
2. Information We Collect
Resident Information: Troopers collect identifying details such as names, addresses, phone numbers, emergency contacts, and demographic information. This data is essential for housing placement, daily living support, and program participation. We may also collect documentation related to probation or parole, including compliance reports and legal paperwork, to ensure that residents meet their obligations and remain in good standing with the justice system.
Healthcare Information: In accordance with HIPAA and the New Mexico Mental Health and Developmental Disabilities Code (NMSA 1978, Chapter 43), our internal providers and partner healthcare organizations maintain detailed health records. These include psychiatric evaluations, therapy notes, treatment plans, and nursing or primary care records. All such information is classified as Protected Health Information (PHI) and is handled with the strictest confidentiality to protect the dignity of each resident.
Donor Information: Donors entrust us with personal details such as names, mailing addresses, email contacts, and financial data when contributing to Troopers. We also maintain donation histories, acknowledgment preferences, and requests for anonymity. These records are used only to manage contributions, generate tax-compliant receipts, and uphold the transparency required under the New Mexico Nonprofit Corporation Act.
Volunteer Information: Troopers collects volunteer applications, contact details, and—when legally required—background check results to ensure resident safety. We also maintain schedules and participation logs to coordinate activities. By keeping thorough and accurate records, we are able to provide safe and meaningful volunteer opportunities that support our mission without compromising resident confidentiality.
Technology/Website Data: When individuals interact with Troopers online, we may collect electronic information such as IP addresses, cookies, or form submissions. This data helps us analyze trends, protect against misuse, and improve accessibility to our programs. We comply with the New Mexico Data Breach Notification Act (NMSA 1978, Section 57-12C-1 et seq.), which requires that individuals be notified if their electronic data is ever compromised.
3. How We Use Information
Providing Housing and Services: Resident information allows us to match individuals with safe housing, track attendance in life-skills programming, and provide the daily supports needed for stability. Without these records, Troopers would not be able to deliver effective services or meet Medicaid reporting obligations under 8.321.2 NMAC.
Healthcare Delivery: Healthcare information is used to guide treatment planning, monitor progress, and coordinate care among our staff and partner providers. This ensures that residents receive consistent and comprehensive support, whether it comes from Troopers’ internal clinicians or external providers. Information is shared only when necessary for treatment and always in compliance with HIPAA and New Mexico’s mental health confidentiality laws.
Program Tracking: Participation data, such as engagement in IOP groups or completion of life-skills training, is tracked to measure outcomes and ensure residents are making progress toward recovery. This data also supports quality assurance and is reported as required by Medicaid and state behavioral health oversight.
Probation/Parole Compliance: Resident legal records and progress reports are used to verify compliance with APPO requirements. By maintaining detailed documentation, Troopers can communicate effectively with probation and parole officers, helping residents avoid violations and continue their recovery journey without legal setbacks.
Donor Processing: Donor information is used exclusively to process contributions, provide acknowledgments, and issue IRS- and state-compliant receipts. Donors’ preferences for recognition or anonymity are respected, and their data is never used for commercial purposes.
Volunteer Coordination: Volunteer data is used to organize schedules, assign roles, and evaluate impact. These records help us ensure that volunteers are engaged appropriately, that their time is respected, and that resident safety is always prioritized.
Organizational Improvement: Data collected from online interactions and program outcomes is analyzed to identify gaps in service and strengthen programming. This process supports our responsibility under 8.321.2.9 NMAC to continuously improve quality of care.
4. How We Protect Information
Physical Security: All paper records, including resident intake forms, legal documents, and donor logs, are stored in locked cabinets in restricted areas. Access is limited to authorized staff, and when records reach the end of their retention period, they are destroyed securely through shredding, in compliance with state and federal requirements.
Digital Security: Electronic data, including healthcare and donor information, is encrypted and stored on secure servers. Access requires unique logins and multi-factor authentication. Firewalls and monitoring systems are in place to prevent unauthorized access, in compliance with HIPAA’s technical safeguards.
Access Controls: We follow the “minimum necessary” principle outlined in HIPAA and 8.321.2.15 NMAC, meaning staff only access the specific information required for their role. For example, a life-skills coach may view attendance logs but not psychiatric records.
Staff Training: All staff undergo annual training on HIPAA, New Mexico’s confidentiality statutes, and Troopers’ privacy procedures. Training ensures staff understand the serious responsibilities involved in handling sensitive data. Any violations of privacy policy are addressed with corrective action and, when necessary, disciplinary measures.
Auditing: Troopers conducts internal audits of its records management systems to verify compliance with Medicaid, HIPAA, and nonprofit oversight standards. Audits help identify weaknesses early and allow for corrective measures to be taken before issues escalate.
5. Sharing of Information
With Healthcare Partners: Troopers partners with clinics, hospitals, and licensed providers throughout New Mexico to expand resident access to care. When residents use these services, limited information is shared to coordinate treatment. Such sharing is always necessary, documented, and compliant with HIPAA and NMSA Chapter 43 confidentiality requirements.
With Probation/Parole Officers: Information related to resident attendance, compliance with curfews, and participation in programs may be shared with probation or parole officers. This ensures that residents remain in good standing with the justice system and demonstrates accountability.
With Legal Authorities: If required by subpoena, court order, or applicable law, Troopers will release only the minimum information necessary to comply with legal obligations, consistent with both HIPAA and New Mexico law.
With Partner Agencies: Troopers collaborates with housing organizations, workforce development programs, and educational institutions. With resident consent, information is shared to support long-term stability and reintegration. Consent is documented and can be withdrawn by the resident at any time.
With Donors: Donor names may be recognized publicly in reports or campaigns, but only with prior consent. Donors who request anonymity will always have their wishes respected.
With Auditors and Regulators: To maintain compliance, Troopers may share records with auditors, insurers, and government agencies, such as the New Mexico Human Services Department. All such disclosures are limited to what is required by law.
6. Resident Rights (Under New Mexico Law)
Residents have the right to access their records, including both housing and healthcare information. Access requests are reviewed promptly, and records are provided in compliance with HIPAA and New Mexico state guidelines.
Residents also have the right to request corrections to their records if information is inaccurate or incomplete. Troopers will investigate and amend records as needed to maintain accuracy.
Residents may request restrictions on the sharing of their data, except when disclosure is required by law. For example, a resident may limit what information is shared with partner agencies.
Residents must receive privacy notices explaining how their information is collected, used, and shared, consistent with requirements under 8.321.2 NMAC.
Finally, residents may file complaints if they believe their privacy rights have been violated. Complaints may be made to Troopers’ Privacy Officer, the New Mexico Human Services Department Office of Inspector General, or the New Mexico Attorney General’s Office.
7. Donor Rights
Donors have the right to be informed about Troopers’ mission, vision, and how contributions are applied to support housing and recovery. Transparency is central to nonprofit accountability.
Donors also have the right to receive acknowledgment for every contribution, including IRS- and state-compliant tax receipts. This ensures financial clarity and accountability.
Donors may request anonymity for their gifts, and Troopers will honor this in all public-facing materials, ensuring donor privacy.
Donors have the right to access and update their records, including correcting donation histories or updating personal contact details.
Lastly, donors have the right to expect privacy, meaning their personal and financial information will never be sold, rented, or shared outside Troopers.
8. Volunteer Rights
Volunteers have the right to confidentiality, ensuring their personal data is protected to the same standard as residents and donors.
They have the right to be informed about how their information will be used, such as for scheduling, communication, or background checks.
Volunteers may update or correct their records to ensure accuracy, allowing them to remain connected without miscommunication.
Finally, volunteers have the right to request removal from Troopers’ volunteer database once their service ends, unless retention is required for legal or compliance purposes.
9. Retention of Records
Resident Healthcare Records: Troopers retains healthcare records for at least 10 years, as required under HIPAA and New Mexico state regulations. This ensures continuity of care and supports compliance with audits.
Program Records: Records of resident participation in services, such as life-skills or recovery groups, are retained to demonstrate Medicaid billing accuracy and to meet HSD reporting requirements.
Donor Records: Donor records are retained for a minimum of seven years to comply with IRS and New Mexico nonprofit laws. Retention also supports historical reporting and transparency.
Volunteer Records: Records are kept for the duration of service and are securely removed after unless required for state nonprofit compliance.
10. Partnerships
Troopers believe recovery thrives on collaboration. We partner with healthcare providers, housing agencies, workforce development programs, and educational institutions across New Mexico to ensure residents have access to comprehensive care and long-term opportunities. Information shared with partners is limited, confidential, and always compliant with HIPAA and NMSA Chapter 43. These partnerships allow us to provide a broader safety net than we could deliver alone.
11. Updates to Policy
Troopers may update this Privacy Policy to reflect changes in laws, Medicaid rules, or nonprofit standards. Updates will be posted on our website, added to resident handbooks, and distributed directly when significant. This ensures all stakeholders remain informed about how information is handled.
12. Contact Information
For questions or concerns about this Privacy Policy, or to exercise your rights under HIPAA and New Mexico law, please contact:
Troopers Privacy Officer
Troopers Recovery Homes
Info@Troopers.ngo
