Client Data Collection & HMIS Participation

As part of our commitment to transparency and compliance, NVHS participates in the Homeless Management Information System (HMIS), a secure database used to record and manage information about individuals and families experiencing or at risk of homelessness.

We are a member of the Brevard Housing Coalition and contribute to the Brevard HMIS (BHC/HMIS). This system helps us and our partners coordinate services, track outcomes, and improve the effectiveness of housing and support programs.

Why We Collect This Information

HMIS allows us to:

  • Provide coordinated case management
  • Track service utilization and outcomes
  • Report to funders and policymakers
  • Identify unmet needs in our community
  • Improve service delivery and resource allocation

We collect only the information necessary to provide services and meet federal reporting requirements. Your data may be used in aggregate form for planning and evaluation purposes, but personally identifiable information is only shared with your written consent.

Your Rights and Privacy Protections

  • You have the right to refuse to provide personal information. Refusal will not result in denial of services.
  • You may request a copy of our full privacy policy at any time or view it online at nvhs.org/privacy.
  • Your data is protected by security protocols modeled after HIPAA and HUD’s HMIS Data and Technical Standards.
  • We do not share your information with third parties unless required by law or with your explicit written consent.

Legal Requirements

Under the HEARTH Act, HMIS participation is required for agencies receiving Continuum of Care (CoC) or Emergency Solutions Grant (ESG) funding. This ensures accurate, unduplicated counts of individuals served and supports data-driven decision-making.

Access and Security

Only trained personnel—typically case managers and program managers—are granted access to HMIS. These individuals complete training through the Brevard Homeless Coalition on:

  • Legal data entry requirements
  • Client confidentiality and data protection
  • Secure system access protocols

Consent and Release of Information

When you request or receive services from NVHS, you may be asked to sign the following forms:

  1. BHC/HMIS Release of Information – Required for us to enter your data into HMIS.
  2. VA Release of Information – Required if you are a veteran and wish to allow the VA to coordinate services with us.

Your signature—whether digital or physical—indicates your understanding and consent to the terms outlined below.

BHC/HMIS Release of Information Summary

By signing the BHC/HMIS Release of Information, you acknowledge and agree that:

  • NVHS is a participating member of HUD/HMIS.
  • Your data may be shared with HUD/HMIS and affiliated agencies under the terms of the HMIS participation agreement.
  • Your data may be used to:
    • Coordinate services and case management
    • Produce reports and track outcomes
    • Ensure accountability to funders
    • Identify service gaps and plan new programs
    • Allocate resources across Brevard County
    • Support other HUD-approved uses
  • Your data may be included in aggregate reports that do not identify you personally.
  • Your personal data will not be shared outside HMIS without your written consent.
  • Your data may include sensitive health or medical information, and you expressly consent to its release in accordance with applicable federal and state privacy laws.

More Information

To learn more about HMIS privacy and data protections, visit: