Privacy Policy

Ivory Home Healthcare LLC Effective date: [DATE] Last updated: [DATE]

1. Who we are

Ivory Home Healthcare LLC ("Ivory Home Healthcare," "we," "us," "our") is a home care agency located at 10514 W. Bluemound Road, Suite 102, Wauwatosa, Wisconsin 53226.

This policy explains how we handle information collected through our website at ivoryhhc.com (the "Site"). It describes our practices for website visitors, people who contact us about care, and people who apply for employment with us.

If you have questions about this policy, contact us at info@ivoryhhc.com or 414-768-2043.

2. Scope of this policy

This policy covers information collected through the Site.

The following paragraph must be written one of two ways depending on whether Ivory Home Healthcare is a HIPAA covered entity. Determine this before publishing. The question generally turns on whether the agency conducts covered electronic transactions — for example, submitting claims electronically to Medicaid waiver programs such as Family Care or IRIS, or to insurers. Agencies providing only privately-paid, non-medical personal care frequently fall outside HIPAA. The client's attorney or billing provider should make this determination.

Option A — if NOT a HIPAA covered entity:

We are not a HIPAA covered entity. Information you provide through this Site is handled under this policy and applicable Wisconsin and federal law.

Option B — if a HIPAA covered entity:

Health information we create or receive in the course of providing care is protected health information governed by HIPAA and is described in our separate Notice of Privacy Practices, not this policy. This policy covers only information collected through the Site.

If Option B applies, a separate HIPAA Notice of Privacy Practices is required and must be provided to clients directly. That document is outside the scope of this policy and must be prepared with counsel.

3. Information we collect

3.1 Information you give us

When you request care or contact us, we collect: your name, phone number, email address, city or ZIP code, your relationship to the person needing care, your preferred contact time, and whatever you choose to tell us about the care situation.

Please note: the free-text field on our forms may prompt you to describe someone's health condition. Please share only what is necessary to arrange a conversation. Detailed medical information is better discussed by phone or at an in-home assessment than typed into a web form.

When you apply for a job, we collect: your name, contact details, work area, certifications, years of experience, availability, transport availability, and any resume or additional information you submit.

3.2 Information collected automatically

When you visit the Site we may automatically collect: IP address, browser type and version, device type, pages viewed, time spent, referring website, and approximate general location derived from IP address.

3.3 Information we do not collect

We do not knowingly collect information from children under 13. We do not collect payment card details through this Site.

4. How we use information

We use information collected through the Site to:

• Respond to your enquiry and arrange a call or in-home assessment
• Determine whether your address falls within our service area
• Evaluate employment applications and communicate with applicants
• Maintain records of enquiries and applications
• Operate, secure and improve the Site
• Comply with legal obligations

[CONFIRM] We [do / do not] send marketing emails or newsletters. If the agency intends to, this section must describe it and an unsubscribe mechanism must be provided in every such message, as required by CAN-SPAM.

5. Third-party services

The Site relies on the following third parties, each of which may process information on our behalf:

Each of these providers has its own privacy practices. We do not sell your information to anyone.

[ATTORNEY REVIEW] If the agency is determined to be a HIPAA covered entity, any vendor that handles information which could constitute protected health information may require a Business Associate Agreement. Form handlers are the obvious concern here. This must be assessed before launch.

6. How we share information

We share information only:

• With the service providers listed above, to operate the Site
• With our own staff, to respond to your enquiry
• When required by law, court order, or lawful government request
• To protect the safety of a person where we reasonably believe someone is at risk of harm
• In connection with a sale or transfer of the business, subject to this policy

We do not sell your personal information. We do not share it with advertisers or data brokers.

7. Phone calls and text messages

By providing your phone number through our forms, you consent to us contacting you by phone [and text message] about your enquiry or application.

[CONFIRM] Does the agency send SMS? If yes, this section requires additional language and an opt-out mechanism. Federal TCPA rules govern automated calls and texts, and the consequences of getting this wrong are significant. Confirm with counsel before enabling any SMS feature.

You can ask us to stop contacting you at any time by calling 414-768-2043 or emailing info@ivoryhhc.com.

8. How long we keep information

• Care enquiries that do not result in service: [PERIOD]
• Client records: retained as required by Wisconsin law and any applicable program requirements — [CONFIRM PERIOD]
• Employment applications from applicants not hired: [PERIOD] — note that federal EEO recordkeeping rules impose minimum retention periods on applicant records; confirm the applicable period with counsel
• Website analytics: [PERIOD]

9. Security

We use reasonable administrative and technical safeguards to protect information, including encrypted connections (HTTPS) across the Site and restricted access to enquiry records.

No method of transmission over the internet is completely secure. We cannot guarantee absolute security, and you should not send sensitive medical information through the website's contact forms.

10. Your choices

You may:

• Ask what information we hold about you
• Ask us to correct information that is wrong
• Ask us to delete your information, subject to any legal retention requirements
• Ask us to stop contacting you
• Disable cookies through your browser settings, though parts of the Site may not function correctly

To make any of these requests, contact info@ivoryhhc.com or 414-768-2043.

[ATTORNEY REVIEW] Wisconsin does not currently have a comprehensive consumer privacy statute of the kind enacted in some other states, but the landscape changes and residents of other states may contact the agency. Counsel should confirm whether any state privacy law obligations apply given the agency's actual footprint, and whether response deadlines need to be specified here.

11. Cookies

The Site uses cookies to [operate essential functions / measure traffic through Google Analytics]. You can control cookies through your browser.

If analytics or marketing cookies are deployed, consider whether a consent banner is appropriate. Confirm with counsel.

12. Third-party links

The Site may link to other websites. We are not responsible for their content or privacy practices.

13. Changes to this policy

We may update this policy. The "last updated" date at the top will change, and material changes will be noted on this page.

14. Contact us

Ivory Home Healthcare LLC 10514 W. Bluemound Road, Suite 102 Wauwatosa, WI 53226 Phone: 414-768-2043 Email: info@ivoryhhc.com