Privacy Policy

Effective Date: June 6, 2026 Last Updated: ____________________

1. Introduction

This Privacy Policy explains how Compassionate Home Care Services (“the agency,” “we,” “our,” or “us”) collects, uses, discloses, stores, and protects personal information belonging to clients, family members or legal representatives acting on behalf of clients, prospective clients, caregivers, employees, contractors, volunteers, and students, and website visitors. This policy applies to all forms of Protected Health Information (PHI) whether created or received by us in electronic, paper, or oral formats.

As a licensed Private Home Care Provider in the State of Georgia and South Carolina, we are committed to protecting the privacy and security of your personal and health information. We operate in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and applicable Georgia and South Carolina state laws.

By receiving services from us, applying for employment, interacting with us, or using our website, you agree to the practices described in this Privacy Policy.

2. Information We Collect

We may collect the following categories of information:

A. Personal Identifiers

· Full name, date of birth, address, phone number, email address, Social Security Number

· Emergency contacts and authorized representatives

· Financial information (insurance details, billing information, private pay details and payment methods, etc.)

B. Health Information (Protected Health Information – PHI)

· Medical history, diagnoses, medications, treatment plans, allergies, and vital signs

· Physician orders and care plans

· Functional assessments, service notes, dietary restrictions, mobility aids, and personal care routines

· Information shared by healthcare providers or family members

C. Employment and Caregiver Information

· Job applications, resumes, background checks, motor vehicle records

· Licensing, certifications, training records

· Work schedules, payroll information, performance evaluations

D. Website & Technology Information

· IP address, browser type, device information

· Cookies and usage analytics

· Contact form submissions

3. How We Use Your Information

We use personal information only for legitimate business, care, and compliance purposes, including:

• Providing home care services

• Developing and updating individualized care plans

• Communicating with clients, families, employees, care coordinators, and healthcare providers

• Billing, payment processing, and insurance verification

• Hiring, onboarding, and managing employees

• Meeting Georgia Department of Community Health (DCH) and South Carolina DHHS regulatory requirements

• Quality assurance, audits, and incident investigations

• Improving our website and service offerings

• Other permitted uses as required by law (e.g., reporting abuse) or for public health activities

4. Legal Basis for Processing Information

We process personal information under the following legal bases:

• Client consent

• HIPAA-permitted uses (treatment, payment, operations)

• Georgia and South Carolina state licensing requirements

• Employment law compliance

• Contractual obligations

• Legitimate business interests

5. How We Share Information

We do not sell personal information. We will not disclose your PHI without your written authorization, except in the following circumstances:

• To Other Healthcare Providers: When necessary for your treatment or continuity of care (e.g., sharing records with your healthcare provider or hospital)

• To Insurance Companies: For claims processing and payment verification

• State regulators: (Georgia DCH, South Carolina DHHS)

• To Government Agencies: When required by Georgia state law, South Carolina state law or federal regulations (e.g., licensing inspections, mandatory reporting of abuse/neglect)

• To Family/Friends: Only if it is in your best interest and you are unable to consent (e.g., in an emergency)

• Third-party service providers: (EVV, scheduling software, payroll processors)

6. Your Rights Regarding Your Information

• Right to Inspect and Copy: You may request to review and obtain copies of your medical and billing records.

• Right to Amend: If you believe information is incorrect, you may request a correction.

• Right to an Accounting of Disclosures: You may request a list of certain disclosures we have made of your PHI.

• Right to Request Restrictions: You may ask us to limit how we use or share your info, though we are not always required to agree.

• Right to Confidential Communications: You may request that we contact you via a specific method or at a specific location.

• Right to a Paper Copy: You may receive a paper copy of this policy at any time.

• Right to File a Complaint: You may file a complaint without fear of retaliation.

7. Data Security Measures

We use administrative, technical, and physical safeguards to protect personal information, including:

• Secure password-protected systems

• Limited access based on job role

• Locked file storage for paper records

• Caregiver confidentiality agreements

• HIPAA-compliant communication practices

• Regular cybersecurity and privacy training

8. Data Retention

We retain records according to:

• Georgia and South Carolina home care regulations

• HIPAA retention requirements

• Employment law requirements

Typically, client records are retained for at least five (5) years after service termination unless law requires longer.

9. Your Choices and Consent

Clients may:

• Update or correct personal information

• Withdraw consent for non-essential uses

• Request communication preferences (phone, email, mail)

Employees may update personal information through the HR department.

10. Website Privacy & Cookies

Our website may use cookies to:

• Improve user experience

• Analyze website traffic

• Store user preferences

Users may disable cookies through browser settings.

11. Complaints and Questions

If you believe your privacy rights have been violated, or you have questions about this Privacy Policy or our privacy practices, please contact our Privacy Officer:

Name: Olusegun Adeleke

Phone: 706.650.6613

Email: info@compassionate3.com

Address: 227 South Belair Rd., Martinez, GA 30907

You will not be retaliated against for filing a complaint.

12. Changes to This Policy

We reserve the right to amend this Privacy Policy at any time. If we make a material change, we will post the updated policy on our website and provide it to you upon request. The effective date at the top of this page will indicate when changes take effect. The “Last Updated” date will reflect the most recent revision. Continued use of our services indicates acceptance of the updated policy.