Repatriation & Displaced Persons Disclaimer

1. Purpose & Scope

The MayDay-IC Displaced Persons (DP) Registry is an operational coordination tool designed to assist emergency responders and disaster relief personnel in tracking and managing displaced individuals during and after incidents. It is not an official disaster registry, government database, or legally authoritative record of displaced persons.

The DP Registry is intended to supplement—not replace—official disaster registration systems operated by federal, state, tribal, and local authorities. Information entered into the DP Registry should not be relied upon as the sole source of truth for any official purpose.

2. Data Collection & Privacy

MayDay-IC takes the privacy and security of displaced persons' data seriously:

• Encryption: All Protected Health Information (PHI) and sensitive personal data within the DP Registry is encrypted using AES-256-GCM encryption at rest and in transit.
• Sensitive field protection: Fields containing medical information, social security numbers, insurance details, and other sensitive data are individually encrypted and access-controlled.
• Public search limitations: The public-facing DP search portal displays only a displaced person's first name and last initial. No PHI, medical information, location details, or other sensitive data is exposed through the public search interface.
• Access controls: Full DP records are accessible only to authenticated responders with appropriate role-based permissions within an active incident.

3. DP Numbers

Each displaced person registered in MayDay-IC is assigned an auto-generated DP number (e.g., DP-2026-00001). These identifiers are:

• Internal tracking numbers only: DP numbers are generated by MayDay-IC for operational coordination purposes and are not official government-issued identification numbers.
• Not a substitute for official IDs: DP numbers should not be used as a replacement for FEMA registration numbers, Social Security numbers, driver's license numbers, or any other government-issued identification.
• Incident-specific: DP numbers are scoped to the incident in which they are created and may not be portable across incidents or systems.

4. Family Reunification

The family reunification features within the DP Registry are based entirely on user-entered data and self-reported relationships. MayDay-IC does not independently verify family relationships or identity claims.

• All reunification matches should be verified through established identity verification procedures before releasing individuals, especially minors.
• Responders should follow their agency's protocols for identity verification and family reunification, including photo ID checks, knowledge-based verification, and coordination with law enforcement when appropriate.
• MayDay-IC is not responsible for reunification decisions made based on self-reported data within the application.

5. Special Needs & Medical Information

The DP Registry allows responders to flag special needs and medical conditions for displaced persons. These flags are:

• Informational only: Special needs flags (mobility assistance, oxygen dependency, medication needs, etc.) are recorded as reported and are not verified medical diagnoses or professional social assessments.
• Not a medical record: Information recorded in the DP Registry does not constitute a medical record and should not be used as a substitute for proper medical evaluation and documentation.
• Decision-support aids: Medical and special needs flags are intended to help responders prioritize and coordinate care but should not replace professional medical or social work assessments.

6. Area Clearance Status

Area clearance statuses displayed within MayDay-IC (e.g., "Cleared for Return," "Restricted Access," "Not Cleared") are advisory only and are based on information entered by field personnel.

• Area clearance status must be confirmed by qualified inspectors (structural engineers, hazmat teams, utility companies, etc.) before authorizing the return of displaced persons to affected areas.
• MayDay-IC does not perform structural assessments, environmental testing, or safety certifications. Clearance statuses in the app reflect reported conditions and may not account for all hazards.
• Local authorities retain sole responsibility for official evacuation orders, re-entry decisions, and area clearance determinations.

7. Transportation Coordination

The DP Registry includes features for coordinating transportation of displaced persons, including cost estimation tools.

• Cost estimates are approximate: Transportation cost estimates generated by MayDay-IC are intended for FEMA documentation and operational planning purposes only. They are not official financial records, invoices, or binding cost agreements.
• Not official financial documents: Cost data should not be submitted as official financial documentation without independent verification and should be supplemented with actual receipts and invoices.
• Route and timing estimates: Estimated travel times and routes are based on general mapping data and may not reflect actual road conditions, closures, or hazards in disaster-affected areas.

8. Public Search Portal

MayDay-IC provides a public-facing search portal that allows members of the public to search for displaced persons by name.

• Limited information only: The public search portal displays only first name and last initial, shelter/area assignment, and general status. No PHI, medical information, or detailed location data is exposed.
• Self-reported "I'm Safe" status: Displaced persons may self-report their safety status through the public portal. Self-reported statuses are flagged as unverified and require responder verification before being treated as confirmed.
• No guarantee of completeness: The public search portal only contains information on individuals who have been registered in the MayDay-IC DP Registry. Not all displaced persons may be registered.

9. Relationship to Official Systems

The MayDay-IC DP Registry supplements but does not replace the following official systems and programs:

• FEMA Individual Assistance (IA): Displaced persons should still register with FEMA for disaster assistance through DisasterAssistance.gov or by calling 1-800-621-3362.
• American Red Cross Safe and Well: The Red Cross Safe and Well program (safeandwell.communityos.org) remains the primary national system for disaster-related family communication.
• State and local registries: Many states and localities maintain their own displaced persons registries and shelter management systems. MayDay-IC data should be coordinated with these systems.
• NamUs (National Missing and Unidentified Persons System): For missing persons cases, NamUs (namus.nij.ojp.gov) should be used in conjunction with law enforcement coordination.

10. Offline Data

MayDay-IC supports offline operation for the DP Registry when network connectivity is unavailable.

• Locally cached data: DP records are cached on the local device for offline access. This cached data may become stale if other responders update records while the device is offline.
• Sync on reconnection: When connectivity is restored, locally cached data will synchronize with the central server. Conflicts between offline edits and server-side changes will be flagged for manual resolution.
• Data currency: Users should be aware that offline data may not reflect the most current information and should verify critical details when connectivity is restored.

11. Limitation of Liability

12. Contact