The Arc of Tri-Cities – Microsoft Forms Privacy & Data Use Statement
Purpose of Data Collection:
The Arc of Tri-Cities uses Microsoft Forms to collect information for legitimate operational, administrative, and program management purposes. These forms are used internally for activities such as employee evaluations, training documentation, incident reporting, volunteer registration, and program feedback. Data collected through these forms supports compliance with state and federal regulations, program quality assurance, and agency improvement efforts.
Type of Data Collected:
Depending on the form’s purpose, the information collected may include:
Employee name, job title, and department.
Performance and training evaluation data.
Program- or service-specific observations and feedback.
Non-sensitive operational information (e.g., schedules, attendance).
No sensitive personal information (such as Social Security numbers, financial account data, or medical records) is collected or stored through Microsoft Forms.
Use and Access:
All collected data is used solely for internal operational and administrative purposes within The Arc of Tri-Cities. Access is restricted to authorized staff, supervisors, and program managers directly involved in the corresponding function (e.g., Human Resources, Program Administration, or Compliance).
Data is not shared externally unless required by contract, audit, or law (e.g., Department of Developmental Disabilities or funding entities).
Data Storage and Security:
Microsoft Forms is hosted within The Arc of Tri-Cities’ secure Office 365 environment. Data is automatically stored in Microsoft’s cloud under our organization’s tenant, protected by Microsoft’s enterprise-grade encryption, authentication, and data protection standards.
Access to form responses is limited through role-based permissions and requires agency-managed credentials (Microsoft 365 accounts). All staff are required to follow The Arc’s internal IT and data security policies.
Retention and Deletion:
Data collected via Microsoft Forms is retained only as long as necessary to fulfill the specific operational or regulatory purpose. Once the retention period expires, records are deleted or archived in compliance with The Arc of Tri-Cities’ Records Retention Policy and Washington State DDA/DSHS requirements.
User Consent and Transparency:
By completing an Arc of Tri-Cities Microsoft Form, respondents acknowledge that the information they provide will be used solely for the stated purpose of the form and managed in accordance with this Privacy Statement.
The Arc of Tri-Cities does not sell, share, or use any information collected through Microsoft Forms for commercial purposes.
Contact:
Questions regarding this privacy statement or data management practices may be directed to:
The Arc of Tri-Cities
1455 Fowler Street, Richland, WA 99352
Email: info@arcoftricities.com
Phone: (509) 783-1131