CAREOPSHQ

Workforce Management Platform
Effective Date: May 1, 2025

CareOpsHQ LLC • United States • privacy@careopsHQ.com

SCOPE OF THIS POLICY: CareOpsHQ LLC is a workforce management platform for the healthcare staffing industry. This Privacy Policy governs how we collect, use, and protect information about caregivers, healthcare workers, and employer organizations. This Platform is not designed for and must not be used to process patient health information (PHI). Nothing in this Policy creates a HIPAA Business Associate relationship.

1. Who we are

CareOpsHQ LLC (“CareOpsHQ,” “we,” “our,” or “us”) is a healthcare workforce management company headquartered in the United States. We operate the CareOpsHQ platform, including our website, web application, mobile tools, AI voice system, applicant tracking system, job board, caregiver pool, and soft skills training modules (collectively, the “Platform”).

We are committed to protecting the privacy of every person who uses our Platform. This Privacy Policy explains what information we collect, how we use it, who we share it with, and what rights you have over your data.

This Policy applies to all Platform users including individual caregivers, nurses, healthcare workers, home care agencies, hospice organizations, assisted living facilities, nursing homes, hospitals, and staffing agencies operating across all 50 United States.

2. What This Policy Covers and Does Not Cover

2.1 What This Policy Covers

This Policy covers information collected from:

Caregivers, nurses, and healthcare workers creating profiles or applying for positions
Healthcare employers and staffing agencies posting jobs or accessing the caregiver pool
Administrative users managing accounts on behalf of an organization
Visitors to our website and marketing pages
Participants in AI voice interactions initiated through the Platform

2.2 What This Policy Does NOT Cover

This Policy does not cover patient health information. CareOpsHQ is a workforce management platform and does not collect, store, or process Protected Health Information (PHI) as defined under HIPAA. Our Platform is not a clinical management system, electronic health record, or patient portal.

Users who are themselves HIPAA Covered Entities or Business Associates remain solely responsible for their own HIPAA compliance and must not use this Platform in any way that transmits or stores PHI. Any user who inadvertently submits PHI to the Platform does so in violation of our Terms of Service and assumes full legal responsibility for that submission.

3. Information We Collect

3.1 Information You Provide Directly

When you create an account or use the Platform, we collect workforce-related information you voluntarily provide, which may include:

Full name, email address, phone number, and mailing address
Professional licenses, certifications, and their expiration dates
Employment history, work experience, and professional references
Availability, scheduling preferences, and geographic service preferences
Education and training records
Soft skills training completion records
Profile photos and professional biography
Payment and billing information for subscription services
Organization name, business address, and employer identification details
Job postings and position descriptions

3.2 Information We Collect Automatically

When you access the Platform, we automatically collect certain technical information, including:

IP address and general geographic location (city/state level)
Browser type, operating system, and device identifiers
Pages visited, features used, and time spent on the Platform
Referring URLs and search terms used to find our Platform
Login timestamps and session activity

3.3 Information From AI Voice Interactions

When you use our AI voice features, we may collect:

IMPORTANT: AI voice features are for workforce management only. You must not use AI voice interactions to communicate patient health information. If patient information is inadvertently mentioned during a call, CareOpsHQ is not responsible for that disclosure and you assume full legal responsibility for it.

3.4 Information We Do Not Collect

CareOpsHQ does not collect and you must not submit any of the following:

Patient names, dates of birth, or contact information
Patient diagnoses, medical conditions, or treatment information
Patient insurance, Medicare, or Medicaid information
Any information that identifies or could identify a specific patient
Social Security numbers except where required for employment verification and background screening purposes under applicable law

4. How We Use Your Information

4.1 To Operate and Improve the Platform

We use the information we collect to:

Create and manage your account and authenticate your identity
Match caregivers with relevant job opportunities
Enable employers to search and contact qualified candidates
Process subscription payments and manage billing
Deliver soft skills training content and track completion
Operate AI voice features for recruiting and credential follow-up
Provide customer support and respond to inquiries
Send platform notifications, reminders, and updates
Analyze usage patterns to improve Platform features and performance

4.2 For Communications

With your consent where required by law, we may use your contact information to:

Send job match notifications and recruiting updates
Notify you of credential expiration dates and renewal reminders
Deliver marketing communications about CareOpsHQ products and services
Conduct outbound AI voice calls for recruiting and workforce management purposes

You may opt out of marketing communications at any time by clicking the unsubscribe link in any email, by replying STOP to any text message, or by contacting us at privacy@careopsHQ.com.

4.3 For Legal and Safety Purposes

We may use your information to comply with applicable law, respond to legal process, enforce our Terms of Service, protect the rights and safety of our users and the public, and detect and prevent fraud or security incidents.

4.4 What We Do Not Do With Your Information

CareOpsHQ will never:

Sell your personal information to third parties for their own marketing purposes
Share your professional credentials with employers without your consent
Use your information for purposes materially different from those described in this Policy without providing you with prior notice and obtaining required consent

5. How We Share Your Information

5.1 With Employers and Agencies — Caregiver Users

If you are a caregiver or healthcare worker, information in your profile may be shared with healthcare employer users, including home care agencies, hospices, hospitals, assisted living facilities, nursing homes, and staffing agencies, for the purpose of evaluating you for employment or engagement opportunities. You control the visibility of your profile through your account settings.

5.2 With Caregivers — Employer Users

If you are an employer user, your organization name, contact information, and job postings will be visible to caregiver users on the Platform.

5.3 With Service Providers

We share information with trusted third-party service providers who assist us in operating the Platform, including:

Cloud hosting and infrastructure providers
AI voice and telephony technology providers
Payment processors and billing systems
Email and communication platforms
Analytics and platform performance tools
Background screening vendors (where applicable and with your authorization)

All service providers are contractually required to handle information in accordance with this Policy, applicable law, and our security standards. They are prohibited from using your information for their own independent purposes.

5.4 For Legal Reasons

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the rights, property, or safety of CareOpsHQ, our users, or the public.

5.5 Business Transfers

If CareOpsHQ is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and a prominent notice on our Platform prior to your information becoming subject to a different privacy policy.

5.6 What We Do Not Share

We do not sell, rent, or trade your personal information to third-party advertisers, data brokers, or marketing companies.

6. AI Voice Features — Special Privacy Notice

Our AI voice system makes and receives calls on behalf of employer users for workforce management purposes. The following privacy practices apply specifically to AI voice interactions:

6.1 Disclosure

All AI voice calls initiated through our Platform will identify themselves as automated AI communications at the beginning of each call. We do not use AI voice technology to deceive call recipients about the nature of the communication.

6.2 Recording

Calls may be recorded and transcribed. Call recordings and transcripts are stored in our secure environment and treated as confidential workforce management data. Employer users who initiate calls through the Platform are responsible for ensuring that all applicable state and federal call recording consent requirements are satisfied before initiating a call.

6.3 Data From Calls

Structured data collected during AI voice interactions — such as license renewal information, availability updates, or contact preference changes — may be used to update the relevant user profile in the Platform with the consent of the profile owner.

6.4 Retention of Call Data

Call recordings are retained for a period not to exceed 12 months from the date of the call unless a longer retention period is required by applicable law or an active legal matter. Transcripts are retained as part of the relevant user or job record for the duration of the account relationship.

7. Data Security

CareOpsHQ implements administrative, technical, and physical safeguards designed to protect your information from unauthorized access, disclosure, alteration, and destruction. Our security measures include:

Encrypted data transmission using TLS protocols for all data in transit
Encrypted storage of data at rest
Role-based access controls limiting data access to authorized personnel
Multi-factor authentication requirements for administrative access
Regular security assessments and vulnerability testing
Employee training on data privacy and security practices
Documented incident response procedures

While we take data security seriously, no security system is completely impenetrable. In the event of a data breach affecting your personal information, we will notify you as required by applicable law.

8. Data Retention

8.1 Active Accounts

We retain your information for as long as your account is active or as needed to provide you with Platform services.

8.2 Following Account Closure

Following account closure or termination, we retain your information for a period of up to three (3) years to comply with legal obligations, resolve disputes, enforce agreements, and maintain records required by applicable employment and privacy law. After this period, we will securely delete or anonymize your information.

8.3 Exceptions

Certain information may be retained longer where required by applicable law, regulatory obligation, or active legal proceeding. Payment records are retained for seven (7) years in accordance with standard financial recordkeeping requirements.

9. Your Privacy Rights

Depending on your state of residence, you may have the following rights regarding your personal information:

9.1 Rights Available to All Users

We retain your information for as long as your account is active or as needed to provide you with Platform services.

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information, subject to legal retention requirements
Portability: Request your data in a portable, machine-readable format
Opt-Out of Marketing: Unsubscribe from marketing communications at any time

9.2 California Residents — CCPA Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and how it is used, the right to opt out of the sale of personal information (note: CareOpsHQ does not sell personal information), and the right to non-discrimination for exercising your privacy rights.

9.3 How to Exercise Your Rights

To exercise any of your privacy rights, contact us at:

Privacy Request Contact:
Email: privacy@careopsHQ.com
Subject Line: Privacy Rights Request
Response Time: We will respond to verified requests within 30 days.

We may need to verify your identity before processing your request. We will not discriminate against you for exercising your privacy rights.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate and improve the Platform. These include:

We do not use advertising or behavioral tracking cookies that monitor your activity across third-party websites. You can control cookie settings through your browser preferences. Disabling essential cookies may affect Platform functionality.

11. Children's Privacy

The Platform is intended for use by adults aged 18 and older. CareOpsHQ does not knowingly collect personal information from individuals under the age of 18. If we become aware that a user under 18 has provided us with personal information, we will promptly delete it. If you believe a minor has provided information through our Platform, please contact us at privacy@careopsHQ.com.

12. Third-Party Links and Services

The Platform may contain links to third-party websites, job boards, licensing verification services, or other external resources. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party sites you visit. CareOpsHQ is not responsible for the privacy practices of third-party websites.

13. State-Specific Privacy Disclosures

Because CareOpsHQ serves users in all 50 states, additional state privacy laws may apply to your use of the Platform. In addition to California rights described in Section 9, residents of Virginia, Colorado, Connecticut, Texas, and other states with comprehensive privacy laws may have additional rights under their respective state laws. Please contact privacy@careopsHQ.com to learn more about your specific state rights.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by email to the address associated with your account and by posting a prominent notice on the Platform at least 14 days before the changes take effect.

Your continued use of the Platform after the effective date of a revised Policy constitutes your acceptance of the changes. We encourage you to review this Policy periodically.

15. How to Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

CareOpsHQ LLC — Privacy and Compliance
Email: privacy@careopsHQ.com
General: legal@careopsHQ.com
Website: www.careopsHQ.com

We take all privacy inquiries seriously and will respond within 30 business days. If you are not satisfied with our response, you may have the right to file a complaint with your state attorney general’s office or applicable data protection authority.

Effective Date: May 1, 2025