Privacy Policy

Granite State Smiles Project ("we," "our," or "the Organization") is a registered New Hampshire non-profit organization. We are committed to protecting the privacy and personal data of our online applicants, donors, and website visitors. This Privacy Policy explains how we collect, use, protect, and store your personal information when you interact with our website and application forms.

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1. INFORMATION WE COLLECT

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To process dental assistance grants and manage donor contributions, we may collect the following information voluntarily provided by you:

• Contact Information: Full legal name, physical address, phone number, and email address.

• Eligibility Data: Verification of New Hampshire residency, household size, and combined household annual gross income.

• Health & Clinical Data: Diagnostic dental treatment plans, itemized cost estimates, the name of your treating dentist, and any relevant intersecting systemic health conditions.

• Donor Information: Name, billing address, and transaction amounts (all secure payment processing details are handled directly through encrypted, third-party processors; we do not store your credit card or bank routing numbers).

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2. HOW WE USE YOUR INFORMATION

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We collect and use your private data strictly for the following purposes:

• To evaluate and score your application using our objective, board-approved grant criteria rubric.

• To contact your listed treating dentist to verify the clinical treatment plan and coordinate direct financial payments.

• To issue official tax-deductible donation receipts to our contributors.

• To comply with federal IRS and state of New Hampshire legal reporting regulations.

We will NEVER sell, trade, rent, or distribute your personal, financial, or clinical health information to outside marketing firms or unauthorized third parties.

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3. DATA PROTECTION AND SECURITY

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We implement rigorous administrative and digital security measures to maintain the safety of your sensitive data:

• Data Minimization: Access to raw application files and health data is strictly limited to authorized members of our board’s designated Screening Committee. General board voting is conducted using anonymized case numbers.

• Encrypted Storage: All digital documents, scan uploads, and electronic form entries are stored behind secure, password-protected cloud servers utilizing multi-factor authentication.

• Emergency Medical Disclaimer: We do not provide medical services or triage active medical emergencies. Applicants experiencing a severe health crisis are explicitly directed to seek immediate care at a hospital Emergency Room.

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4. DATA RETENTION

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To comply with standard accounting, legal audit trails, and IRS guidelines,

all approved and denied application documentation, signed treatment plans, and

proofs of direct payment are held securely in our digital archives for a

minimum period of seven (7) years, after which they are permanently deleted.

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5. YOUR RIGHTS AND CONTACT INFORMATION

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You may request to review, correct, update, or delete your personal contact information at any time by contacting our board.

If you have any questions regarding this Privacy Policy or our digital data handling practices, please reach out to us at:

Granite State Smiles Project Corporate Records

Email: