MedMentor of Greater Cincinnati (MMGC) has done its due diligence in protecting the security of the information you provide us with on our website. Therefore, we have developed this Privacy Policy to capture exactly what you can expect from our organization.

Information Collected and Usage. We collect and use information about you in order to strategically communicate with you about our programs and events. We also collect information to improve your website experience, enroll mentors and mentees, and enable you to make donations to MMGC. We obtain information about you through the following ways:

  • Donate. You outsource our payment processing through PayPal, which requests your contact information and credit card or checking information so they can process your donation. We use this information to customize our communication with you. MMGC will not share or sell your personal information, nor send donor mailings on behalf of non-MMGC organizations.
  • Enrollment. When you enroll online to become a mentor or mentee, you give us personally-identifiable information. If you are under 18 years old, we ask you to have your parent or guardian enroll you.
  • Contact Us Link. If you choose to contact us via our website, you will provide us with your name, address, and email address. Unless you consent, we do not store this information except to respond to your request.
  • Newsletter. When you register for our newsletter, you provide us with your email address so we can add you to our emailing list.

Third Parties. MMGC will not share your personal information with any third parties for their own marketing purposes. We will share this information with service providers we are working with to perform services on our behalf. These organizations may have their own privacy policies that will apply, but these service providers are not authorized by MMGC to use or disclose your information except as necessary to perform the services we have contracted with them to perform or to comply with legal requirements. It is also possible that we will disclose your information to sponsorship partners in order to track and enhance our programs and events.

Links to Outside Websites. The MMGC website may contain links to other websites that operate independently of MMGC. This is done as a courtesy and is in no way implying an endorsement of or responsibility for the accuracy or content of the outside website. As you leave our site, please be aware of the privacy notices for any websites that collect personally identifiable information.

Protected Information. We maintain online and offline safety measures in order to prevent unauthorized disclosure, use, and/or alteration and destruction of your personal information. To protect the security of your credit card information and the data you provide us with during enrollment, we, along with PayPal, use the industry standard for Internet security -- Secure Socket Layer (SSL) technology. You’ll know that you’re in a secure area of our website when the “http” portion of the MMGC website address in your browser changes to “https.” The “s” stands for “secure.” If you prefer not to make a financial donation online, you may also send a check to: MedMentor of Greater Cincinnati, 2917 Vine St., PO Box 19161, Cincinnati, OH 45219.  

In order to comply with industry standards, we use encryption to protect sensitive information transmitted not only online but offline, as well. Only employees who need the information to perform a specific job (for example, donations) are granted access to personally identifiable information.  Also, the computers/servers in which we store personally identifiable information are kept in a secure environment.  

Unsubscribing. Please click on the unsubscribe link at the bottom of our emails or email or call us using the information we have on file for you.

Updating information. Please email or call us using the information we have on file for you.

MMGC can change the terms of this Website Privacy Policy as we see fit. Any changes made to this Policy will be posted in the Privacy Notices area on our website ( If you have any questions, please contact us at (513) 293-4199 or This Policy is effective from February 7, 2017.



This policy describes how your medical information may be used and disclosed as well as how we protect this information. Please review it carefully.

MedMentor of Greater Cincinnati (MMGC) follows the law as mandated in the Health Insurance Portability and Accountability Act (HIPAA). We appreciate you trusting us with your health information and we will do everything in our power to protect the information we receive from you.

Who follows this Policy? All MMGC employees, Board of Directors, volunteers, and contractors.

Handling PHI. We may use and disclose PHI to carry out program operations and for other purposes permitted or required by law. "Protected Health Information" (PHI) is information about you or your minor child, including demo­graphic data such as name, address, phone numbers, race, sex, and other identifying information that may identify you and that relates to your past, present or future physical or mental health and related health care services. Other examples of uses and disclosures are below.

  • Operations. We will use your PHI for matching patient’s child with suitable mentors. Information received during the intake process (either via the website or hard copy) by the patient, the patient’s personal representative, (i.e. parent, legal guardian or any person that has the legal authority to represent the interests of the patient and act on the patient’s behalf), a nurse, doctor, or other healthcare worker will be put into our computer/server record and used to plan and manage your experience in the MedMentor program. We may communicate with and/or provide reports or other information to your doctor or other authorized persons who are involved in your care.
  • Fundraising. We may use information to inform you of fundraising campaigns or other charitable events to raise money for MMGC. You have every right to opt out of receiving fundraising communications and may do so by calling (513) 293-4199 or emailing
  • Marketing. In certain circumstances, we may contact you as part of our marketing efforts. We may use your PHI for marketing purposes without your authorization only when we discuss such purpose(s) with you in-person or if we provided you with a gift of nominal value related to the purpose(s) of our marketing efforts.
  • Law Enforcement. We may disclose your PHI for law enforcement purposes as required by law.
  • Notification. We may use or disclose your PHI to notify a family member or other person involved in your care, including your role within the MedMentor program and general condition, unless you inform us not to do so.
  • To Avoid Harm. We may use and disclose your information in order to prevent a serious threat to your health or safety or the health and safety of the public or another individual.
  • Patient Directory. We may dis­close your name, role within the MedMentor program, and general condi­tion to people who ask for you by name as long as we have not been instructed to do so by you. If provided by you, your religious affiliation may also be given to members of the clergy.
  • Abuse or Neglect. We must disclose your PHI to government authorities that are authorized by law to receive reports of suspected child abuse or neglect involving children or endangered adults.
  • Legal Proceedings. We may disclose your PHI during any judicial or administrative proceeding, in response to a court order, and/or in certain conditions, in response to a subpoena, discovery request, or other lawful process, as permissible by law.
  • As Required by Law. We must disclose your PHI when required by federal, state or local law.
  • For Specific Government Functions. In some situations, we may disclose PHI of military personnel and veterans. We also may disclose PHI for national security activities required by law.
  • Organ Donor Organizations. We may share your PHI with the organ donation agency for tissue or organ donation purposes either in certain circumstances or as required by law.
  • Business Associates. We may share your PHI with outside people or companies who provide services to MMGC, such as identifying appropriate mentor/mentee matches based on our match suitability criteria.
  • Research. With your written permission, we may use your PHI for research purposes or after we receive approval from a special review board, known as an Institutional Review Board (IRB), whose members examine and approve the research project. Depending upon the situation, the IRB may determine your permission is not necessary and issue a waiver. In all other instances, we will obtain your written permission for the disclosure of your PHI for research.
  • Coroners, Medical Examiners, Funeral Directors. We may disclose PHI to these individuals, to the extent allowed by law, so they can fulfill their duties.
  • Communication with family. Unless you inform us otherwise, an employee of MMGC may share your PHI with a member of your medical team, family member, a close personal friend, or a person that you identify, in the event they are involved in your care or in payment for your care.
  • Public Health. We may give your PHI to public health officials who are charged with preventing or controlling disease, injury or disability, or as required by law.

Your Rights Regarding Your PHI. You have the following rights relating to your PHI. You may:

  • Authorize to Use PHI. Unless we are using your information as described above, we will generally obtain your written consent, which you may revoke at any point in time for any reason you see fit.
  • Access PHI. It is within your rights to receive a copy of all paperwork we have on file for you except when the information is being used in a civil, criminal, or administrative action or proceeding or where prohibited by law.
  • Amend PHI. You may request for us to change any information you believe is inaccurate. The request must be in writing and directed to Cole Jackson, Executive Director, at 2917 Vine St., PO Box 19161, Cincinnati, OH 45219, (513) 293-4199.
  • Request PHI be Provided in a Certain Way. You may request we send your information to you in a way that is most convenient to you; however, we are not required to follow your request. We will; however, make a reasonable effort to do so or come up with an alternative solution that meets your needs.
  • Receive an Account of Our Disclosures of PHI. You may receive a list of situations when your PHI has been disclosed to others for reasons other than for operations, national security/intelligence, or to notify persons involved in your care, or as a part of a limited data set, or as authorized by you. The request must be in writing and directed to Cole Jackson, Executive Director, at 2917 Vine St., PO Box 19161, Cincinnati, OH 45219, (513) 293-4199.
  • Limit Our Use of PHI. You may request that we do not use or disclose information for operations, marketing, or fundraising purposes or to individuals involved in your care, unless required by law. While we are not required to follow your request, we will make every reasonable effort to do so or come up with an alternative solution that meets your needs. The request must be in writing and directed to Cole Jackson, Executive Director, at 2917 Vine St., PO Box 19161, Cincinnati, OH 45219, (513) 293-4199.
  • Receive a Paper Copy of this Notice. You have the right to obtain a paper copy upon request.

Other Uses of PHI. Any use or disclosure of medical information that is not covered by this Notice or the laws that apply to such use or disclosure is made only with your written permission. You are free to withdraw your consent at any point in time as long as it is put in writing and submitted to MMGC staff. If you withdraw your consent, we will stop using and/or disclosing your medical information for the reasons covered by your written permission unless we are required to do so by law. We are unable to retract any disclosures that have already been made. Please direct the withdrawal of consent to Cole Jackson, Executive Director, at 2917 Vine St., PO Box 19161, Cincinnati, OH 45219, (513) 293-4199.

MMGC Duties. Federal law requires that we maintain the privacy of your PHI and provide you with this Policy of our legal duties and privacy practices. We are required to notify you following a breach of unsecured PHI. We are required to abide by the terms of this Notice, which may be amended as federal law requirements change. Any changes made to this Policy will be posted in the Privacy Notices area on our website ( If you have any questions, please contact us at (513) 293-4199 or This Policy is effective from February 7, 2017.



MedMentor of Greater Cincinnati (MMGC) is a 501 (c)(3) nonprofit organization whose mission is to provide children facing chronic illnesses with meaningful, professionally supported mentoring relationships that improves their quality of life and leads to the management of their own health and care.

Financial and other information about MMGC’s purpose, programs, and activities can be obtained by contacting Cole Jackson, Executive Director, at 2917 Vine St., PO Box 19161, Cincinnati, OH 45219, (513) 293-4199.

This statement is effective from February 7, 2017.