Privacy Notice

This notice explains what information this website collects, why, who sees it and how it is protected. Sherman Housing Authority (SHA) follows HUD's rules for protecting the personal information of applicants and residents.

Online forms

When you send a form on this website, we collect only what that form asks for: your name and contact information, and the details of your request. Some forms ask for more, because HUD requires it to decide eligibility and rent (24 CFR part 5):

Recertification and income or household changes: household members, income, assets and expenses.
Reasonable accommodation requests: information about a disability-related need. We use it only to decide the request.
Social Security and driver's license numbers: the last 4 digits only. The forms refuse a full number.

Who sees it. Each form goes only to the SHA staff member responsible for it, by email to their Sherman Housing Authority account:

Form	Goes to
Annual recertification, income or household changes, HUD-92006 contact person	Recertification staff
Transfer requests	Recertification and intake staff
Grievances, records requests, reasonable accommodation requests	The Executive Director
Ride requests for calendar events	Community center staff

How it is handled. Forms travel over an encrypted (HTTPS) connection. Once a form is emailed to staff, the website deletes its own copy; for grievances, records requests and accommodation requests it keeps a backup copy for 30 days, then deletes it. After that, your form is part of your SHA file and is kept and protected as HUD and Texas law require.

Who else may see it. SHA does not sell or rent your information. We share it only when the law requires it, when you authorize it (for example, on HUD form 9886-A, Authorization for the Release of Information), or with your written consent. The HUD forms in the recertification packet include HUD's own Privacy Act statements.

The Intent to Vacate form only makes a notice for you to print. Nothing you type in it is sent to SHA or saved.

Grace, the AI help assistant

Grace is an automated AI assistant, not a person. She answers from the information on this website only and cannot see your account, application or balance.
What you type to Grace is sent to Anthropic, the company that provides the AI, to write her answer. Anthropic does not use it to train its AI. This website does not save your conversation.
Please do not type personal information to Grace, such as Social Security numbers, income, health information or account details. Call the office instead.

What else this website keeps

No tracking or advertising. This website does not use advertising, analytics or tracking cookies.
Misuse protection. To stop spam and misuse, the website counts how many forms and questions come from each internet connection, for up to one day. It stores only a scrambled code made from the connection's address, not the address itself.
Staff sign-in. Staff sign in to manage the website. Their sign-in uses a cookie; visitors do not get one.
Like any website, our hosting provider (Cloudflare) processes connection information to deliver pages and block attacks.

Your records

You can ask for copies of your own records with the Request for Records form. Requests for public information are handled under the Texas Public Information Act; SHA protects personal information that the law makes confidential.

Questions