Privacy Policy
The HFO Staff Portal is an internal application used by employees and directors of Hope For Opelousas ("HFO"), a nonprofit in Opelousas, Louisiana. It is not offered to the public. This policy explains what the portal collects, why, who can see it, and how long it is kept.
1. Who uses the portal
Only HFO staff with an account created by an HFO administrator. There is no self-service sign-up. Accounts are role-based (administrator, director, staff) and are deactivated when someone leaves.
2. What the portal collects
| Data | Why |
|---|---|
| Staff name, HFO email, role, birthday (optional) | Sign-in, permissions, team calendar |
| Time-clock punches, vacation requests and balances | Payroll and time-off management |
| Student roster, attendance, program points, reading progress, optional photos, parent/guardian name and phone | Running HFO's after-school programs |
| Budgets, receipts (including receipt photos and PDFs staff upload or email in), and reimbursement requests | Program budget tracking |
| Bank transactions for HFO's own accounts and organization-issued cards, obtained through Plaid | Matching charges to receipts and budgets |
| An audit log of who changed what, and sign-in records | Accountability and security |
3. Bank connections (Plaid)
Administrators can connect HFO's own bank accounts and organization-issued staff cards through Plaid. When an administrator connects an account, they sign in at the bank inside Plaid Link; HFO never sees or stores bank usernames or passwords. Plaid then provides transaction history (date, merchant, amount) which the portal uses only to reconcile spending against receipts and budgets. HFO requests only Plaid's Transactions product. Plaid's own handling of your data is described in the Plaid End User Privacy Policy. No personal accounts of members of the public, students, parents, or donors are ever connected.
4. Who can see what
Access is limited by role and enforced on every request. Directors see their own class. Administrators see everything, including the Bank page. Personal task lists are private to their owner. Nobody outside HFO has access. HFO does not sell, rent, or share portal data with third parties, except the service providers below who process it on HFO's behalf:
- Plaid — bank connections and transaction retrieval.
- Resend — sending the portal's emails (notifications, sign-in codes).
- Akamai/Linode — the server the portal runs on, in the United States.
- GitHub — encrypted backup storage in a private repository.
5. How it is protected
All traffic is encrypted with TLS. Administrator sign-ins require an emailed one-time code in addition to a password. Plaid access tokens are encrypted at rest. Security updates are applied to the server automatically. Backups are encrypted and kept for 30 days. Every change to financial records is logged with who made it.
6. How long it is kept
Financial records (transactions, receipts, budgets) are kept seven years to meet nonprofit record-keeping requirements. Staff and program records are kept while the person is active with HFO and seven years after. Disconnecting a bank account deletes its Plaid access token immediately. Full details are in the Data Retention and Disposal Policy.
7. Your choices
Staff can change their password and birthday on My Account. Administrators can disconnect any bank account at any time on the Bank page and can ask the Executive Director to remove a connected account or correct their information; requests are handled within 5 business days.
8. Cookies
The portal uses a sign-in session cookie (8 hours) and, if an administrator chooses "Don't ask again on this device," a trusted-device cookie (30 days). Nothing is used for advertising or tracking.
9. Contact
Questions about this policy: info@hopeforopelousas.org · Hope For Opelousas, Opelousas, Louisiana · hopeforopelousas.org