HAPA Privacy Policy

Last updated: June 7, 2026

Overview

The Haitian American Pharmacists Association (HAPA Inc.) is a Florida-based 501(c)(3) nonprofit dedicated to advancing health literacy, pharmaceutical education, and advocacy for underserved communities across South Florida and beyond. We deliver programming in English and Haitian Creole, work closely with community partners, and engage healthcare professionals, students, and community members in our initiatives.

This Privacy Policy explains how we collect, use, and protect personal information from members, event participants, donors, volunteers, students, partners, and visitors to our website and online platforms. Our goal is to handle personal data responsibly, in a way that supports our mission while respecting the privacy, dignity, and trust of the communities we serve.

By engaging with HAPA—whether through membership, event registration, donations, or our online presence—you consent to the practices described in this policy.

Collection, Use, and Disclosure of Personal Information

What we collect

Depending on how you interact with HAPA, we may collect:

• Contact information: name, mailing address, email address, phone number.

• Professional information: profession (e.g., pharmacist, pharmacy technician, nurse, physician, student), credentials, employer or institution, license status, areas of practice or study.

• Membership and participation data: membership status and level, event registrations and attendance, continuing education participation, volunteer roles, committee participation, and program feedback.

• Demographic information (optional): language preference, community affiliation (e.g., Haitian, Caribbean, other communities), general location (e.g., county). We use these only to understand and improve how we serve underserved communities.

• Payment information: when you pay membership dues, donate, or register for events, we collect transaction details through secure third-party payment processors. HAPA does not store full credit card numbers.

• Website and online usage data: basic analytics such as pages visited, forms submitted, and device information, collected through our website and online platforms to improve our services.

We do not intentionally collect sensitive health information (such as specific diagnoses or medical records) as part of routine program participation. If health-related stories or information are shared during programs, they are treated as confidential and are not linked to public-facing records.

Why we collect it

We collect personal information in order to:

• Maintain accurate membership and contact records.

• Register you for events, continuing education programs, and community activities.

• Provide certificates and document participation for CE and professional programs.

• Communicate about programs, events, outreach activities, advocacy efforts, and organizational updates.

• Manage donations, sponsorships, and fundraising events, including acknowledgements and receipts.

• Evaluate and improve our health literacy, community outreach, and professional education programs.

• Fulfill reporting and compliance requirements for funders, partners, and regulators in aggregate, non-identifiable form.

We only collect information that is reasonably necessary for these purposes and consistent with HAPA’s mission and grant commitments.

How we use and share personal information

We use personal information primarily for internal organizational purposes aligned with our mission, such as:

• Maintaining membership and contact lists.

• Sending emails and other communications about HAPA’s activities.

• Coordinating community health literacy events, humanitarian efforts, and professional education programs.

• Generating anonymized or aggregated data for grant reporting, evaluation, and strategic planning.

We may share personal information in limited circumstances:

• Service providers and platforms: We use third-party services (such as membership management systems, event registration tools, email platforms, payment processors, and learning management or webinar platforms) to help us operate efficiently. These providers are given only the information necessary to perform their services and are expected to protect it.

• Partners and co-sponsors: For jointly hosted events or programs (e.g., with universities, community organizations, or healthcare partners), we may share participant lists or contact information when necessary for program delivery, certificates, or follow-up, and where appropriate consent has been obtained or notice provided.

• Legal and safety obligations: We may disclose information if required by law, court order, or regulatory authority, or when we believe it is necessary to protect HAPA’s rights, our participants, or public safety.

We do not sell personal data, and we do not share personal information with third parties for their independent marketing purposes.

Safeguarding children’s privacy

HAPA focuses primarily on adults and older students; however, some programs may engage youth or families as part of community education. When working with children or minors:

• We aim to collect personal information from or with the consent of a parent, guardian, or responsible adult whenever possible.

• We explain activities in clear, plain language that children and families can understand.

• We do not knowingly collect or store personal information from children without appropriate consent and safeguards.

If you believe we have collected personal information from a child without proper consent, please contact us so we can review and address the situation.

Giving Consent for Others

In some cases, members or participants may provide personal information on behalf of others—for example:

• Registering a guest, family member, or colleague for an event.

• Listing bundle members, students, or team members under an organizational or group membership.

By submitting someone else’s information, you confirm that you have their permission to do so or that you are authorized (e.g., as a parent, guardian, or organizational representative).

When feasible, HAPA will:

• Inform these individuals (for example, via email) that their information has been added to our system.

• Offer them the opportunity to update their preferences, confirm their contact details, or opt out of certain communications.

We respect each individual’s right to control their own information, regardless of who initially submitted it.

Third-Party Applications and Services

To support our mission and operations, HAPA uses several third-party applications and services. These may include:

• Membership and contact management platforms (such as WildApricot or similar tools).

• Email and communication services.

• Event registration and webinar platforms.

• Payment processors and donation platforms.

• Online survey and evaluation tools.

When we share personal data with these third-party providers, we do so to:

• Process membership, registrations, or payments.

• Deliver event access, CE certificates, or program materials.

• Manage mailing lists and communications.

• Collect feedback and measure program impact.

We expect these third parties to protect personal data, use it only for the purposes we specify, and to support individuals’ rights to access, correct, or request deletion of their information where applicable.

HAPA will respond in good faith to data access or correction requests and will coordinate with third-party providers when needed to honor those requests.

Data Retention, Access, and Your Choices

We retain personal information only as long as necessary to fulfill our mission-related and legal obligations—for example, maintaining membership records, issuing CE documentation, or meeting grant reporting requirements.

You may contact us at any time to:

• Confirm what personal information we hold about you.

• Request updates or corrections to your information.

• Adjust your communication preferences (for example, opting out of certain emails).

• Request that we limit or delete certain information, subject to legal or program requirements (such as CE documentation we must retain).

Because HAPA relies on accurate records for membership, program evaluation, and grant accountability, some data (such as aggregate participation metrics or anonymized evaluations) may be retained even if your active membership ends. In these cases, we aim to remove or de-identify personally identifiable information wherever feasible.

Security

HAPA is committed to safeguarding personal information through reasonable administrative, technical, and physical measures, consistent with our size, resources, and nonprofit mission. These measures may include:

• Role-based access to member and contact lists.

• Use of secure, reputable third-party platforms for data storage and payment processing.

• Periodic review of our systems and practices to align with grant readiness and nonprofit governance best practices.

While no system can guarantee absolute security, we strive to handle all personal data with care and to respond promptly to any suspected issues.

Updates to This Policy

As HAPA’s programs, systems, and legal obligations evolve, we may update this Privacy Policy to reflect changes in our practices or applicable regulations. When we make significant changes, we will update the “Last updated” date and may provide an additional notice on our website or via email.

We encourage members and community partners to review this policy periodically to stay informed about how we use and protect personal information.

Contact Us

If you have questions about this Privacy Policy, your personal information, or how HAPA manages data, please contact us:

HAPA Inc. – Haitian American Pharmacists Association
Email: hapaflorida@gmail.com
Website: www.hapafla.org

We value your trust and partnership as we work together to advance health literacy, strengthen healthcare education, and promote health equity in Florida’s underserved communities.