Privacy Policy

Privacy Notice

Last updated: [October 2, 2024]

This Privacy Notice (the “Notice”) describes how Homecare Homebase, LLC and its affiliates (“HCHB”, “we”, “our” or “us”) handle personal information obtained in connection with the operation of the HCHB website, www.hchb.com (the “Site”) and other offerings linking to this Privacy Notice (collectively, the “Offerings”). This Notice describes how we can use the information we obtain and with whom we may share it. The Site is made available for informational purposes and are intended for potential customers and existing Customers acting in a professional capacity.

In connection with the provision of the Site and Offerings and pursuant to the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191, as amended from time to time (“HIPAA”), HCHB functions as a HIPAA business associate for its customers (e.g., hospice, home health agencies and their business associates) and their authorized users (collectively, the “Customers”). This Notice does not describe the privacy practices of HCHB in relation to personal information about patients or other individuals we obtain on behalf of our clients through HCHB Offerings. HCHB’s collection, use and disclosure of personal information, including Protected Health Information or PHI (as defined under HIPAA) and our Customers access to HCHB’s Offerings are governed by the terms and conditions of any Client Services Agreement, Business Associate Agreement and/or other applicable agreement that Customers may enter into with HCHB, as amended from time to time (collectively, the “Underlying Agreements”).

WHAT INFORMATION WE OBTAIN
By operating the Site and Offerings, HCHB obtains different types of information, including personal information. Please note that you may not be able to use certain features if you choose not to submit the requested information.

a) Information HCHB Obtains From The Site

When using the Site, the information HCHB generally obtains consists of information (1) you provide to us directly, (2) automatically collected about interactions with the Site, and (3) obtained from other sources.

Information provided to HCHB directly (e.g., completing a web form such as to request a demo, signing up for mailing list): (i) contact information (i.e., name, email, phone); (ii) professional or employment information (i.e., job title, work phone, company name, and mailing address); and/or (iii) other information provided in the free text fields on web forms, by email or otherwise.
Information automatically collected: HCHB and our service providers may automatically obtain certain information when you access the Site from your web browser or mobile device, such as information about the number and frequency of visitors, technical information about browsers and devices used to access the Site, and information about crashes or other technical issues. In addition, we and third parties may automatically collect certain information through cookies and other technologies about your activities over time across the browsers and devices you use to access the Site as well as across third-party sites, apps, or other media. These technologies may assign or collect a unique identifier on your browser or device and may reside, among other places, on your computer or device, within webpages, mobile apps, emails, or other digital content. We may use these technologies to administer the Site, understand the usage of the Site and improve the content and functions of the Site.
Information HCHB obtains from other sources: HCHB may combine information we obtain through the Site with other information we may have about you, including information obtained offline. If you are a representative of a Customer or potential Customer, we may obtain information about you from your organization, for example, through the contract negotiation process or for billing and other administrative purposes. We may also obtain your information from other sources, including, but not limited to, an industry tradeshow or event you attend or when you provide us with your business card.

b) Information HCHB Obtains From The Offerings

When using the Offerings, the information HCHB obtains generally consists of information (1) provided directly by you, (2) automatically collected about interactions with the Offerings, and (3) PHI and/or other data that a Customer chooses to provide.

Information provided to HCHB directly: (i) contact information (i.e., name, email, phone); (ii) professional or employment information (i.e., job title, work phone, company name, and mailing address); (iii) login credentials; (iv) information you provide to us when you submit a support ticket, call customer support or complete your account profile; and/or (v) other information you provide for certain products in free text fields;
Information automatically collected (e.g., usage) of the Offerings; and
PHI obtained through your use of certain Offerings and the collection, use, and disclosure of such PHI are subject to the Underlying Agreements and applicable laws.

HOW WE USE INFORMATION WE OBTAIN
a) How HCHB Uses Information Obtained From The Site

HCHB uses the information obtained from the Site for the following purposes:

To make the Site available and provide you with materials and information you may request;
To communicate with you by email, including sending marketing and promotional communications, or responding to your inquiries;
To maintain, operate and improve the Site, and to customize the user experience;
To generate analytic statistics about the use of the Site and content;
To detect, prevent and respond to violations of this Privacy Notice, applicable terms of use, violations of law, or other misuses of the Site; and
To comply and enforce industry and legal requirements (including legal processes such as court orders, warrants, or subpoenas) and to fulfill contractual obligations.

b) How HCHB Uses Information Obtained From The Offerings

HCHB uses the information obtained from the Offerings for the following purposes:

To provide the Offerings to you, and other information or services requested;
To communicate with you (e.g., administrators) by email including sending informational communications such as product updates and communications regarding any product submissions;
To provide technical support requested;
To maintain, operate and improve the Offerings, and customize the user experience;
To generate analytical statistics about the use of the Offerings;
To detect, prevent and respond to violations of this Privacy Notice, applicable terms of use or the Underlying Agreements, violations of law or other misuses of the Offerings; and
To comply and enforce industry and legal requirements (including legal processes such as court orders, warrants, or subpoenas) and fulfill contractual obligations.

1. HEALTH DATA (Insert after “WHAT INFORMATION WE OBTAIN”)

In connection with the Offerings, HCHB may access, collect, and process Health Data on behalf of our Customers (e.g., home health and hospice agencies). “Health Data” includes, but is not limited to, Protected Health Information (“PHI”) as defined under HIPAA, clinical notes, diagnoses, medication information, treatment plans, visit records, and other health-related information submitted through the Offerings.

How Health Data is accessed and collected:

Health Data is submitted directly into the Offerings by authorized Customer personnel (e.g., clinicians, administrators) in the course of providing patient care services.

Health Data may be automatically generated within the Offerings as a result of care documentation workflows (e.g., visit notes, assessments, scheduling data).

HCHB does not independently collect Health Data from patients. All Health Data is provided to HCHB by authorized Customers pursuant to the Underlying Agreements.

How Health Data is used:

To provide, operate, and maintain the Offerings for our Customers, including supporting clinical documentation, care coordination, billing, and reporting functions.

To provide technical support in connection with patient care workflows.

To comply with applicable laws, including HIPAA, and to fulfill obligations under the Underlying Agreements.

HCHB does not use Health Data for advertising, marketing, or any purpose unrelated to the provision of the Offerings.

HCHB’s collection, use, and disclosure of Health Data, including PHI, are governed by the Underlying Agreements and applicable law, including HIPAA. HCHB acts as a HIPAA Business Associate with respect to PHI processed through the Offerings. Health Data is never sold or shared with third parties except as required by the Underlying Agreements, applicable law, or as directed by the applicable Customer.

2. DATA RETENTION (Insert after “HOW WE PROTECT YOUR INFORMATION”)

HCHB retains personal information for as long as necessary to fulfill the purposes described in this Notice, unless a longer retention period is required or permitted by law. The following general retention guidelines apply:

Site visitor information (e.g., contact forms, mailing list sign-ups): Retained for as long as necessary to manage the business relationship, respond to inquiries, and comply with applicable legal obligations, generally no longer than 3 years from the date of last contact, unless you opt out sooner.

Customer account and Offerings data (e.g., login credentials, support tickets, account profile information): Retained for the duration of the applicable Customer relationship, and for a reasonable period thereafter as required by the Underlying Agreements or applicable law.

Health Data / PHI: Retained in accordance with HIPAA and applicable state law requirements. HIPAA requires that Business Associate records be maintained for a minimum of 6 years from the date of creation or the date when the record was last in effect, whichever is later. Retention of PHI beyond this period is governed by the applicable Underlying Agreements.

Automatically collected information (e.g., cookies, usage logs, analytics data): Retained in accordance with the practices of the applicable service providers, typically ranging from 90 days to 2 years, depending on the category and purpose.

Aggregated or de-identified data: May be retained indefinitely as it cannot reasonably be used to identify an individual.

When personal information is no longer required, HCHB uses reasonable measures to securely destroy, de-identify, or anonymize it in accordance with applicable law and internal data lifecycle policies.

3. DATA DELETION AND YOUR RIGHT TO REQUEST DELETION (Insert after “DATA RETENTION”)

Deletion of personal information collected through the Site and Offerings (non-Health Data):

If you wish to request deletion of personal information that HCHB has collected from you through the Site or Offerings (other than Health Data/PHI), you may submit a deletion request by contacting us at hchbinfo@hchb.com with the subject line “Data Deletion Request.” We will respond to verified requests within a reasonable timeframe and in accordance with applicable law.

Please note that we may be unable to delete certain personal information in circumstances where retention is required, including but not limited to:

Completing a transaction for which the information was collected

Compliance with a legal obligation (e.g., tax, audit, or regulatory requirements)

Detecting or preventing security incidents or fraudulent activity

Exercising or defending legal claims

Deletion of Health Data / PHI:

HCHB processes Health Data, including PHI, solely on behalf of and at the direction of our Customers pursuant to the Underlying Agreements. HCHB is not the data controller for PHI and does not have the independent authority to delete PHI outside of Customer direction or applicable legal requirements.

If you wish to request deletion of your Health Data or PHI processed through the Offerings, please contact the applicable Customer (e.g., your home health or hospice provider) directly. Customers are responsible for managing patient data rights in accordance with HIPAA and applicable law.

In-app account deletion:

If you are an authorized user of the Offerings and wish to deactivate or delete your account, please contact your organization’s administrator or reach out to HCHB customer support through the Offerings or at hchbinfo@hchb.com. Account data may be retained as required by the Underlying Agreements and applicable law even after account deactivation.

Reminder: Update ‘Last updated’ date to the current publication date before submission.

Interest-based advertising:
We and third parties may collect information about your online activities to provide you with advertising tailored to your interests. You may see certain ads on websites because we or third parties participate in advertising networks. Ad networks track your online activities over time and across different browsers and devices you may use by collecting information through automated means, including through the use of cookies and other technologies. We adhere to the Self-Regulatory Principles for Online Behavioral Advertising developed by the Digital Advertising Alliance.

The information ad networks may collect includes information about your visits to websites that participate in the relevant advertising networks, such as the pages, advertisements or videos you view and the actions you take on the websites. This data collection may take place both on the Site and on third-party websites or apps that participate in ad networks. This process allows us and third parties to deliver more tailored advertising and helps us track the effectiveness of our marketing efforts. To learn more about your rights in relation to interest-based advertising on your browser, including your choice to opt out, please see the section on Interest-Based Ads Opt-Outs below.

WITH WHOM WE SHARE INFORMATION
HCHB shares the information we obtain from the Site and Offerings:

With our affiliates and subsidiaries;
As appropriate with our business partners (e.g., a co-sponsor of a webinar or event);
As necessary or appropriate, with our attorneys, accountants, auditors or other advisors;
With service providers that provide services or handle transactions on our behalf;
As we believe is necessary or appropriate to protect, enforce, or defend our legal rights, the privacy or safety of our employees, users of the Site or other individuals and entities, or to comply with or enforce applicable law or legal process, including responding to court orders, warrants, subpoenas and other requests from public and government authorities;
To the extent reasonably necessary to proceed with the negotiation or completion of a merger, acquisition, or sale of all or a portion of our assets (including in the event of a reorganization, dissolution or liquidation); and
With third parties for any purpose with an individual’s consent or otherwise at an individual’s direction.

YOUR CHOICES, INCLUDING MARKETING AND INTEREST-BASED ADS OPT-OUTS
If you visit our Site or are a prospective customer, Customer or third-party partner who may have interacted with the Site and/or Offerings, you can manage your preferences regarding HCHB’s use of certain personal information that we have obtained through the Site or Offerings, as applicable. Please review the information below.

Please note that we are not responsible for and have no control over the privacy and data security practices of our Customers. With respect to privacy rights you may have with regards to information, including PHI, our Customers may collect and provide to HCHB for processing, please contact the applicable Customer directly to submit any request and/or to exercise your privacy rights.

Email Marketing Opt-Out for the Site and Offerings
You may unsubscribe from marketing and promotional communications and newsletters by clicking on the unsubscribe link in each email.

Analytics Opt-Outs for the Site and Offerings
To opt out of Google Analytics on your browser or device, please visit https://tools.google.com/dlpage/gaoptout and follow the instructions.

To opt out of LinkedIn Insights, please visit www.linkedin.com/psettings/guest-controls/retargeting-opt-out?trk=microsites-frontend_legal_cookie-policy and follow the instructions.

To opt out of HotJar on your browser or device, please visit visit https://www.hotjar.com/policies/do-not-track/ and follow the instructions.

Interest-Based Ads Opt-Outs for the Site

To learn more about your rights in relation to interest-based advertising on your browser, including your choice to opt out, you can follow the instructions provided by the Digital Advertising Alliance here (“DAA”) and/or the Network Advertising Initiative available here (“NAI”) to place an opt-out cookie on your browser. These opt-out cookies enable you to block participating companies from installing future cookies on your computer or browser. If you place opt-out cookies but subsequently clear or delete cookies on your computer or device browser, your opt-out cookies may be deleted and you may have to renew your opt-out choices for that specific browser.

THIRD-PARTY LINKS AND FEATURES FOR THE SITE AND OFFERINGS
The Site and Offerings may contain links to third-party websites, mobile apps or features, including through social media features and widgets. HCHB is not responsible for the collection or use of your information by such third parties. We encourage you to review the privacy policies or other similar statements applicable to third-party websites, mobile apps or features.

DO NOT TRACK
HCHB does not currently take steps to respond to browsers’ “Do Not Track” signals as no uniform standard to respond to such signals has been developed at this time.

HOW WE PROTECT YOUR INFORMATION
We maintain reasonable administrative, technical and physical safeguards to protect the personal information we obtain through the Site and Offerings. However, no method of transmission over the internet, or method of electronic storage, is 100% secure. Therefore, while we make reasonable efforts to protect your personal information, we cannot guarantee its absolute security.

INTERNATIONAL DATA TRANSFERS
Information collected through the Site and Offerings will be processed in and subject to the laws of the United States, which may not provide the same level of protection for your personal information as your home country.

CHILDREN’S AND MINOR’S INFORMATION
The Site and Offerings are not directed to, nor does HCHB knowingly collect personal information from, children under the age of 18. If you become aware that your child or any child under your care has provided us with information without your consent, please contact us as indicated below.

CHANGES TO THIS PRIVACY NOTICE
We may update this Notice from time to time to reflect changes in our privacy practices or applicable laws. We may, as permitted by law, make such changes without prior notice. We will publish the updated version on the Site and Offerings and indicate at the top of the Notice when it was most recently updated. Your use of the Site and Offerings will be governed by the current version of this Notice.

CONTACT US
If you have any questions about this Notice, please contact us at hchbinfo@hchb.com.

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