The EAP Website & Data Collection Policy

Effective December 1, 2007

Our Commitment To Privacy

Your privacy is important to us. We provide this notice explaining our online information practice so that you can decide on the type and extent of personal information that you choose to share with the EAP and its parent organization, Greater Cincinnati Behavioral Health Services. To make this notice easy to find, we make it available on every page of the website.

You must read the Privacy and Data Collection Policy and the Terms & Conditions of Website Use prior to using any portion of the website (the “Site”). By using the Site, you agree to all terms of this Privacy and Data Collection Policy. If you do not agree with the terms of this Privacy and Data Collection Policy, you may not use any portion of the Site.

We reserve the right to modify this policy at any time, and without prior notice, by posting amended terms on this Site. We encourage you to review this policy periodically for updates or changes.

Website Links

The Site contains links to other Web sites on the Resources page. This Privacy and Data Collection Policy applies solely to information collected on or submitted to the Site. The EAP is not responsible for the privacy practices of other sites linked to the Site. The EAP encourages users to read the privacy policies of websites when they connect to them through this Site.

The Information We Collect

This notice applies to all information collected or submitted through the EAP website. On the Ask the EAP page, there is an opportunity to conduct email exchanges with the EARN staff requesting information or guidance. These email exchanges may contain personal information about you or a person close to you. A separate Terms & Conditions for the Ask the EAP email system is provided in that section.

The types of personal information collected at these pages are:
  • Name
  • State
  • Employer
  • Email address
  • Phone number
  • Description of your question or health problem

Our Commitment To Data Security

All personal information sent through the Ask the EAP service is maintained in a secure system until your questions have been answered. To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information that we collect online. Users should keep in mind, however, that no internet transmission is ever 100% secure or error-free. Likewise, computer hard drives often indefinitely retain an electronic memory of emails and other sensitive information. Those wishing to avoid these risks should phone the EAP at 513-733-3800 instead of sending an email.

The Way We Use Information

Unless required (see Required Disclosures below), personal information that you choose to share with us through these emails – including your email address, health interest, and your questions about our program and your health status – is used only for communication and record purposes, and in an aggregate form, to analyze and improve our website and/or business practices.

We use return email addresses to answer the email we receive. Such addresses are not used for any other purpose and are not shared with outside parties. Likewise, we use your phone numbers only to respond to your emails. All information shared in the email exchanges is encrypted for security during transfer over the Internet to our servers. 

We may use non-identifying and aggregate information to better design our website and systems. We collect and track general site traffic, site entrance points and navigation, and length of stay.

Our business customers (i.e., your employer) receive periodic utilization reports that detail the number and types of services that we provide to their employees. Employers use these utilization reports to assess the value of purchasing EARN service packages. Information that can identify individuals is never shared.

Finally, we will not use or share the personally identifiable information that has been provided to us online in ways unrelated to the ones described above without also providing you an opportunity to opt-out or otherwise prohibit such unrelated uses.

Required Disclosures

The EAP reserves the right to disclose your personal information, without notice, if required to do so by law or in the good faith belief that such disclosure is necessary to: (a) conform to the edicts of law or comply with legal process served on the EAP; (b) protect and defend the rights of the EAP; and (c) act under exigent circumstances to protect the personal safety of users of the site or the public. 

Log Files; Web Beacons

The EAP may use log file information sent by your web browser (which may include information such as your web request, Internet Protocol (“IP”) address, browser type, browser language, referring/exit pages and URLs, platform type, and other information) to analyze trends, administer the Site, track the movement of users, and gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

Our Commitment To Children's Privacy

The EAP is unable to prevent children under the age of thirteen (13) from visiting the Site; however, no part of our Site is directed at or intended for persons under the age of 13. If you are under the age of 13, please do not access the Site at any time or in any manner. The EAP will not knowingly collect or maintain personally identifiable information through our website from children under the age of 13. By providing personal identifiable information through the Site, including but not limited to, your name and email address, you represent and warrant that you are at least 13 years of age and that you agree to comply with this Privacy Policy. If, at any time, the EAP learns that personally identifiable information has been collected from persons under the age of 13 without verified parental consent, the EAP will take the appropriate steps to delete such information.

Additional Information

Additional information about Greater Cincinnati Behavioral Health Services, including a copy of Internal Revenue Service Form 990 can be found at

How To Contact Us

If you have any questions about this Notice, please contact us at Greater Cincinnati Behavioral Health Services: 

Be! Wellness Solutions, 3730 Glenway Avenue, Cincinnati, OH  45205
Attention: Dori Hansen, Director of EAP Services
Telephone:   513-354-5642
Fax number: 513-685-1901