Privacy Policy
Effective Date: March 31, 2026
1. Overview
We are the WNY Coalition Pooled Trusts (“we,” “our,” or “us”) and we are committed to protecting your privacy and handling your personal information with care and transparency. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, contact forms, or services.
By using this website, you agree to the practices described in this Policy.
2. Information We Collect
We may collect the following types of information:
Personal Information
- Full name
- Contact details (email address, phone number, mailing address)
- Information related to trust accounts or benefit-related services
- Documents submitted through forms (such as receipts or requests for distributions)
Usage Information
- Pages visited and actions taken on the website
- Device type, browser, and IP address
- General analytics data to help improve website performance
Communication Data
- Messages submitted through contact forms
- Email or phone correspondence with our team
3. How We Use Your Information
We use your information to:
- Process and review trust distribution requests
- Respond to inquiries and provide support
- Manage documentation related to trust services
- Improve website functionality and user experience
- Maintain compliance with applicable legal and program requirements, including Medicaid-related guidelines where relevant
- Prevent fraud, misuse, or unauthorized access
4. Sharing of Information
We do not sell your personal information.
We may share information only when necessary with:
- Authorized staff and administrators managing trust operations
- Service providers that support website hosting, data storage, or form processing
- Government or benefits-related agencies when required to comply with applicable laws or program rules (including Medicaid-related requirements where applicable)
All third parties are required to protect your information and use it only for authorized purposes.
5. Data Security
We take reasonable administrative, technical, and physical safeguards to protect your information from unauthorized access, loss, misuse, or disclosure.
While we work to protect your data, no system can be guaranteed 100% secure.
6. Data Retention
We retain personal and trust-related information only for as long as necessary to:
- Provide services and manage trust operations
- Comply with legal, financial, and regulatory obligations
- Maintain accurate records of distributions and requests
- Resolve disputes or support audits if required
When information is no longer needed, it is securely deleted or anonymized.
7. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to:
- Improve website performance and user experience
- Understand how visitors use our site
- Remember basic preferences for future visits
You can adjust your browser settings to refuse cookies or alert you when cookies are being used. Some parts of the website may not function properly if cookies are disabled.
8. Your Rights
Depending on your location and applicable laws, you may have the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request deletion of certain data (where legally allowed)
- Withdraw consent for communication where applicable
- Request information about how your data is used
To exercise these rights, please contact us using the details provided below.
9. Children’s Privacy
Our services are not intended for children under the age of 13. We do not knowingly collect personal information from children. If we become aware that such information has been collected, we will take steps to delete it.
10. Third-Party Services
Our website may include links or integrations with third-party services (such as analytics tools, document processors, or payment-related systems).
We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies separately.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services.
When updates are made, the “Effective Date” at the top will be revised. Continued use of the website means you accept the updated policy.
12. Contact Us
If you have any questions about this Privacy Policy or how your information is handled, you can contact us at:
WNY Coalition Pooled Trusts
Address: USA — 438 Main Street, Suite 1200, Buffalo, NY 14202
Email: info@wnypooledtrust.org
Phone: 1-866-362-5081