Data Security in GoEngage: Protecting Family Information with Confidence

In today’s digital world, protecting sensitive data—especially Personally Identifiable Information (PII) and Protected Health Information (PHI)—is more important than ever. At GoEngage, we understand the trust families place in Head Start programs, and we are committed to ensuring that all types of sensitive information, including health and wellness records, are protected with the highest standards of security.

Why Data Security Matters

PII—such as names, addresses, and financial records—and PHI—including immunization records, medical conditions, and mental health data—must be protected from unauthorized access, breaches, and misuse. Families trust your agency to safeguard both their personal and health-related information, and it’s your responsibility to ensure they feel confident about how their data is collected, used, and stored.

GoEngage’s Commitment to Data Security

At GoEngage, we’ve built a state-of-the-art secure platform with the following key elements:

• End-to-End Encryption: All data is encrypted during transmission, but only sensitive data (PII/PHI) is encrypted at rest, ensuring that only authorized users can access it.

• Role-Based Access Control (RBAC): Our RBAC system ensures that only authorized staff can view or manage sensitive information, minimizing risk.

• Secure Cloud Storage: GoEngage uses industry-leading cloud infrastructure with built-in redundancy, firewalls, and real-time monitoring.

• Regular Security Audits: We conduct regular audits to identify and mitigate any potential vulnerabilities, ensuring compliance with FERPA, HIPAA, and Head Start Program Performance Standards.

• Multi-Factor Authentication (MFA): Agencies can enable MFA for an extra layer of protection, ensuring that only verified users can access the system.

Transparency with Families: Creating a Privacy Statement

Families have the right to understand how their data is handled. Agencies can create a privacy statement outlining:

• What data is collected (e.g., names, addresses, income, health records, etc.)

• What documents are collected (e.g., birth certificate, immunization records, tax forms, W-2, paycheck stubs, SNAP, etc.)

• Why the data is collected (e.g., eligibility and enrollment, service tracking, etc.)

• How the data is stored and protected

• Who has access to the data (e.g., authorized staff)

With GoEngage’s Quick Forms, agencies can easily create and share privacy statements with families for electronic signatures, ensuring that all parties are informed and in agreement.

Sample Privacy Statement for Agencies Using GoEngage

Privacy Statement

[Agency Name] is committed to safeguarding your privacy and ensuring the highest level of security for your personal information. We securely collect, store, and manage your data through GoEngage, a platform designed specifically for Head Start programs with state-of-the-art security measures. Your information is accessible only to authorized staff who have undergone thorough nationwide background checks and is never shared without your consent.

We collect necessary documents to determine eligibility for services in accordance with the Office of Head Start compliance standards. All data is encrypted, securely stored, and protected under Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and Head Start Program Performance Standards (HSPPS). For questions, contact [Agency Contact Information].

This statement can be customized and shared with families via GoEngage Quick Forms for electronic signatures.

Technical Details for Non-Technical People

• Data Encryption: Safeguards your data during transmission and while stored (at rest).

• Role-Based Access Control: Limits access to only what each user needs for their role.

• Cloud Security: Hosted on secure, redundant cloud infrastructure with continuous monitoring.

• Compliance Standards: Adheres to Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and Head Start Program Performance Standards (HSPPS).

• Audit Logs: Tracks all user actions for transparency and to maintain accountability.

• Disaster Recovery: Regular backups ensure data recovery in emergencies, including PII and PHI.

Empowering Agencies with GoEngage

GoEngage provides tools to help agencies maintain data security while also enhancing operational efficiency. By using features like Quick Forms for digital privacy statements, agencies can ensure that families are informed about the security of their information.

For more details on how GoEngage protects your agency’s data, contact us today or schedule a demo.