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Independent Caregiver Services - Privacy Policy & HIPAA Notice

WEBSITE PRIVACY POLICY

Effective Date: September 10, 2025
 

Introduction

Independent Caregiver Services LLC ("ICS," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.independentcaregiverservices.com or use our services.

Information We Collect

Personal Information

When you contact us or use our services, we may collect:

  • Contact Information: Name, email address, phone number, mailing address

  • Demographic Information: Age, county of residence

  • Care Information: Care needs, preferences, and requirements

  • Emergency Contacts: Family member and emergency contact information

  • Payment Information: Billing address, payment method details

Website Information

We automatically collect certain information when you visit our website:

  • Device Information: Browser type, operating system, IP address

  • Usage Data: Pages visited, time spent on site, referring websites

  • Cookies: Small data files stored on your device to improve your experience

How We Use Your Information

We use your information to:

  • Provide Services: Deliver in-home care services and coordinate care plans

  • Communication: Respond to inquiries, schedule services, and provide updates

  • Billing: Process payments and handle insurance claims

  • Improvement: Enhance our services and website functionality

  • Legal Compliance: Meet regulatory requirements and legal obligations

  • Marketing: Send relevant information about our services (with your consent)

Information Sharing and Disclosure

We may share your information only in the following circumstances:

With Your Consent

  • Healthcare Providers: Doctors, nurses, or other medical professionals involved in your care

  • Family Members: Authorized family members or emergency contacts

  • Insurance Companies: For billing and claims processing

Legal Requirements

  • Government Agencies: When required by law or legal process

  • Emergency Situations: To protect health and safety

  • Business Transfers: In case of merger, acquisition, or sale of our business

Service Providers

  • Background Check Companies: For caregiver screening

  • Payment Processors: For secure payment processing

  • Technology Providers: For website hosting and maintenance

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security

We implement appropriate security measures to protect your information:

  • Encryption: Sensitive data is encrypted in transit and at rest

  • Access Controls: Limited access to authorized personnel only

  • Training: Regular privacy and security training for all staff

  • Monitoring: Continuous monitoring for security threats

  • Incident Response: Procedures for addressing security breaches

Your Rights and Choices

You have the right to:

  • Access: Request copies of your personal information

  • Correction: Update or correct inaccurate information

  • Deletion: Request deletion of your information (subject to legal requirements)

  • Opt-out: Unsubscribe from marketing communications

  • Restriction: Limit how we use your information

Cookies and Tracking

Our website uses cookies to:

  • Remember Preferences: Keep your settings and preferences

  • Analytics: Understand how visitors use our website

  • Functionality: Enable website features to work properly

You can control cookies through your browser settings, but some website features may not work properly if cookies are disabled.

Children's Privacy

Our services are not intended for children under 18. We do not knowingly collect personal information from children without parental consent.

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by posting the new policy on our website with an updated effective date.

Contact Information

For questions about this Privacy Policy, contact us:

HIPAA PRIVACY NOTICE

Notice of Privacy Practices for Protected Health Information

Effective Date: [Date]

Your Rights Regarding Your Protected Health Information

Under the Health Insurance Portability and Accountability Act (HIPAA), you have certain rights regarding your protected health information (PHI). This notice describes how medical information about you may be used and disclosed and how you can access this information.

How We May Use and Disclose Your Health Information

For Treatment

We may use your health information to:

  • Coordinate Care: Work with your doctors and other healthcare providers

  • Care Planning: Develop and modify your care plan

  • Emergency Care: Provide information in medical emergencies

For Payment

We may use and disclose your health information for payment purposes:

  • Insurance Billing: Submit claims to Medicare, Medicaid, or private insurance

  • Payment Processing: Collect payment for services provided

  • Coverage Verification: Verify your insurance benefits

For Healthcare Operations

We may use your health information for:

  • Quality Improvement: Monitor and improve our services

  • Staff Training: Train caregivers and staff

  • Business Activities: Conduct audits, legal services, and compliance activities

Other Uses and Disclosures

With Your Authorization

  • Family Members: Share information with family members you designate

  • Friends: Provide updates to friends involved in your care

  • Marketing: Send health-related marketing materials (requires separate authorization)

Required by Law

We may disclose your information when required by:

  • Government Agencies: State and federal health departments

  • Legal Proceedings: Court orders or subpoenas

  • Law Enforcement: When required for legal investigations

Public Health and Safety

We may disclose information for:

  • Public Health Activities: Disease prevention and control

  • Health Oversight: Government oversight of healthcare system

  • Abuse Reporting: Suspected abuse, neglect, or domestic violence

Your Individual Rights

You have the right to:

Access Your Records

  • Inspect and Copy: Review your health information

  • Electronic Copies: Receive electronic copies when possible

  • Reasonable Fees: We may charge reasonable fees for copying

Request Amendments

  • Corrections: Request corrections to inaccurate information

  • Process: We will respond within 60 days

  • Appeals: You may appeal if we deny your request

Request Restrictions

  • Limit Uses: Request limits on how we use your information

  • Limit Disclosures: Request limits on who receives your information

  • Not Required: We are not required to agree to all requests

Request Confidential Communications

  • Alternative Contact: Request we contact you in a specific way

  • Alternative Location: Request we contact you at a different location

Accounting of Disclosures

  • Disclosure List: Request a list of disclosures we've made

  • Six-Year Period: Covers disclosures in the past six years

  • Exceptions: Does not include disclosures for treatment, payment, or operations

Breach Notification

  • Notification: We will notify you if your information is breached

  • Timeline: Notification within 60 days of discovery

  • Content: Description of breach and steps being taken

Complaints

You have the right to file a complaint if you believe your privacy rights have been violated:

With Our Organization

  • Privacy Officer: Contact our HIPAA Privacy Officer

  • No Retaliation: We will not retaliate against you for filing a complaint

With the Government

Contact Information

HIPAA Privacy Officer
Independent Caregiver Services LLC
Phone: (231) 497-1300
Email: icsleelanau@gmail.com

Changes to This Notice

We reserve the right to change this notice and make the new notice apply to health information we already have as well as any information we receive in the future. We will post the current notice on our website and provide copies upon request.

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