Privacy Policy for Heavenly Care Placement

Effective Date: October 1, 2024

At Heavenly Care Placement (“we,” “our,” “us”), we are committed to safeguarding the privacy and security of the personal and health-related information you share with us. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in compliance with all applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA), Texas House Bill 3037 (HB 3037), and other relevant federal and state privacy regulations.

By engaging our services, you agree to the terms and practices described in this Privacy Policy.

1. Information We Collect

We collect and maintain a variety of personal, financial, and health-related information necessary to provide our placement services. This information may include, but is not limited to:

• Personal Information: Name, address, phone number, email address, date of birth, and family or emergency contact details.
• Health Information: Medical history, current medical conditions, treatment plans, medications, physician information, and other healthcare-related data that may impact care or placement.
• Financial Information: Budget, income, or other financial details relevant to identifying suitable care options.
• Legal Information: Power of attorney, guardianship, or other legally relevant information when applicable.

We may also obtain medical records and other healthcare-related information directly from your healthcare providers, with your authorization, to ensure we make informed and appropriate recommendations for care or placement.

2. How We Use Your Information

Your personal and health information will be used only for purposes directly related to the services we provide, including:

• Service Provision: Assessing your healthcare needs, personal preferences, and budget to recommend appropriate senior living or care facilities.
• Coordination of Services: Communicating with senior living communities, healthcare providers, or family members to facilitate tours, evaluations, and placement decisions.
• Referrals: Referring you to other healthcare providers or ancillary services for the purpose of coordinating care or addressing specific healthcare needs.
• Compliance and Legal Obligations: Ensuring compliance with regulatory requirements (including HIPAA and HB 3037) and responding to lawful requests.

Additionally, we use secure, HIPAA-compliant software to store and manage the information we collect to support appropriate retention and future reference.

3. Sharing and Disclosure of Information

We do not sell or lease your personal information to third parties. We may share your information only under the following conditions:

• With Your Consent: With senior living communities, medical professionals, or family members involved in your care, with your explicit consent or that of your legal representative.
• Legal Compliance: When required by law (e.g., subpoena, court order, or other legal process).
• Service Providers and Partners: With trusted third parties that support our services (e.g., secure database management, IT support) under strict confidentiality obligations and permitted-use limitations.

4. How We Protect Your Information

• Encryption and secure storage of data in transit and at rest.
• Access to sensitive information restricted to authorized personnel.
• Regular review and improvement of administrative, technical, and physical safeguards.

5. Retention and Disposal of Information

We retain personal and health information for as long as necessary to fulfill the purposes for which it was collected or as required by applicable laws and regulations.

Unless a longer period is mandated by state law, information is typically retained for six (6) years in accordance with HIPAA guidelines. At the end of the retention period, we securely dispose of information using appropriate methods (e.g., certified digital erasure or shredding of physical records).

6. Your Rights Regarding Your Information

Subject to applicable law, you have the right to:

• Access the personal and health information we hold about you.
• Correct inaccuracies in your personal or health information.
• Request Deletion of your information, subject to legal retention requirements.
• Restrict Processing or sharing of your information in certain circumstances.
• Revoke Authorization for the collection, use, or disclosure of your information, subject to legal or contractual restrictions.

To exercise these rights, please contact us using the details below.

7. Changes to This Privacy Policy

We may modify this Privacy Policy to reflect changes in practices or legal requirements. If material changes are made, we will notify you through appropriate means (e.g., a notice on our website or direct communication). The most recent version will always be available on our website.

8. Contact Us

If you have questions or concerns about this Privacy Policy or our handling of your information, contact us:

Heavenly Care Placement
Phone: 512-432-5503
Email: [email protected]
Address: 13266 Pond Springs Rd, Austin, TX 78729