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Page 45 <br />The Agency ma <br />security and privacy laws as information that can be used on its own or in conjunction with other <br />information to identify, contact, or locate a single person, or to identify an individual in context) only <br />when appropriate for the purposes for which the information is obtained or when required by law. The <br />Agency must collect PII by lawful and fair means and, where appropriate, with the knowledge of the <br />individual. The Age <br />building that provides direct services. If services are being provided by phone, the Agency will offer to <br />read the Notice and also will make efforts to provide a written copy of the Notice via mail or other <br />request. Consent of the individual for data collection may be assumed when the Notice is properly <br />displayed according to the Policy. See the attachment or the following link for a copy of the current <br />Policy: https://www.smcgov.org/hsa/san-mateo-county-clarity-hmis-privacy-policy. <br />Licensing <br />When the Agency requests a Clarity license for a new staff member, the Agency director or manager will <br />review with the staff member the confidentiality and security rules regarding Clarity. The staff member <br />will be asked to review and accept the Clarity oath of confidentiality upon their initial login into Clarity <br />and annually thereafter while they retain access to the system. <br />ACCESS TO THE CLARITY SYSTEM AFTER EMPLOYMENT ENDS IS PROHIBITED. If an authorized user <br />separates from employment with the Agency, notification must be made as soon as possible to the HSA <br />Service Desk in advance of the employee leaving. The request will provide a license termination date. <br />If any license goes unused for more than 90 days, that license may be deactivated. The Agency holding <br />the license will be notifiedprior to deactivation of the license and the Agency will have 5 business days <br />to respond with a request if the license is to be continued. <br />System Configuration Change Requests <br />configuration will be evaluated by HSA. For <br />the cost of all Change Requests unique to one or a group of agencies and for non-Core or non-HMIS <br />standard programs, payment shall be made by the requesting agency(ies). <br />User Support <br />If the Agency experiences any technical difficulty with the system,a service <br />request to the Human Services Agency Business Systems Group at hsa_servicedesk@smcgov.org or <br />(650) 802-7573. <br />When the Agency requests a Clarity license for a new staff member, the Agency director or manager will When the Agency requests a Clarity license for a new staff member, the Agency director or manager will <br />ATTY/AGR/2025.134/ CORE SERVICE AGENCY CONTRACT (SMC AND RWC) <br />REV: 06-04-25 VR Page 45 of 48 <br />6.L. - Page 48 of 51 <br />145