dWell-KC

1. Who We Are

dWell-KC ("we," "us," or "our") is a housing and case management platform operated in Kansas City, Missouri. We provide software services to housing agencies, property management companies, and the individuals they serve ("clients" or "tenants"). Our contact email is privacy@dwellkc.com.

2. What Information We Collect

We collect information in two ways:

Information you provide directly — name, email address, phone number, date of birth, Social Security Number (encrypted), government-issued ID documents, housing history, income data, health information, and case notes.
Information collected automatically — IP addresses, browser type, pages visited, GPS coordinates during field-mode check-ins, and usage patterns.

3. How We Use Your Information

To provide, operate, and improve the dWell-KC platform
To facilitate case management, housing placement, and tenancy tracking
To verify client identity across participating organizations
To send notifications, messages, and service updates
To comply with legal obligations

4. Protected Health Information (PHI)

Certain data collected through dWell-KC — including diagnosis, disability status, and medical notes — may constitute Protected Health Information under HIPAA. This data is encrypted at rest and at transit. Access is restricted to authorized staff with the appropriate role in your organization. We do not sell or share PHI with third parties except as required to operate the service or comply with law.

5. HMIS Opt-In & Release of Information (ROI)

Before any client data is shared between organizations on dWell-KC, the client must first complete two gating authorizations:

HMIS Opt-In (Privacy Notice consent) — the client's agreement to have their information entered into the regional Homeless Management Information System.
Release of Information (ROI) — the client's authorization for their data to be disclosed to specific organizations or organization types.

The legal language for both the HMIS Opt-In and the ROI is written and administered by the region's HMIS lead agency, not by dWell-KC. dWell-KC records the version of that language presented, the method of consent (electronic, in-person, verbal, or mailed), and the date consent was given or revoked. An active, unrevoked Opt-In and ROI are the baseline gate for all cross-organization sharing — no agency, property manager, or other participating organization can access a client's record through the platform's access-grant system until both are on file. Clients may revoke consent at any time, which halts new sharing but does not retroactively withdraw data already lawfully shared.

6. Sharing Your Information

We do not sell your personal data. Subject to the HMIS Opt-In and ROI gate described above, we may share your information with:

Other organizations you authorize — agencies or property managers granted explicit access through our access-grant system
Service providers — hosting, storage, and infrastructure providers bound by confidentiality agreements
Legal authorities — when required by law, court order, or to protect the safety of any person

7. Data Retention

We retain your data for as long as your account is active or as required by law. Organizations may request deletion of client data after case closure. Deleted records may remain in encrypted backups for up to 90 days.

8. Your Rights

Depending on your location, you may have the right to:

Access a copy of your personal data
Request correction of inaccurate data
Request deletion of your data
Object to or restrict certain processing

To exercise these rights, email privacy@dwellkc.com. We will respond within 30 days.

9. Cookies

We use session cookies required for authentication and platform functionality. We do not use third-party advertising cookies or tracking pixels.

10. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we will update the "Last updated" date above and notify active organizations by email. Continued use of the platform constitutes acceptance of the revised policy.