Privacy Policy

Caring Hearts of Georgia Health Services LLC (“Caring Hearts of Georgia,” “we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of all clients, caregivers, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you engage with our services, visit our website, or communicate with us.

Effective October 2025

1. Information We Collect

A. Client & Patient Information

We may collect the following information to provide home care services:

  • Full name, address, phone number, email

  • Date of birth and emergency contacts

  • Medical history relevant to care needs

  • Medications, diagnoses, and care instructions

  • Insurance details (private pay, Medicaid waiver, VA, LTC insurance, etc.)

  • Physician orders and care plans

  • Emergency/incident reports

  • Billing and payment information

B. Caregiver & Employee Information

For employment, scheduling, and compliance purposes, we collect:

  • Name, contact information, and identification documents

  • Background checks, TB screenings, drug screens, fingerprinting results

  • Training records, certifications, and employment history

  • Timekeeping, scheduling, payroll, and evaluations

  • EVV (Electronic Visit Verification) location/time logs

C. Website & Digital Information

When you visit our website or use digital tools, we may collect:

  • IP address, browser type, and device information

  • Form submissions (request-a-consultation, apply-now, contact forms)

  • Cookies, analytics data, and site usage

  • Calendar scheduling information

D. Third-Party Platforms

We use secure platforms such as:

  • AxisCare

  • GoHighLevel (GHL) CRM

  • Paylocity

  • VA and Medicaid waiver portals

  • Google Workspace

  • Calendly

    These platforms may collect data necessary to support our operations. Each platform maintains its own privacy protections.

2. How We Use Your Information

We use collected information to:

  • Provide, manage, and coordinate home care services

  • Develop personalized care plans

  • Communicate with clients, families, caregivers, and providers

  • Process payments, billing, and insurance claims

  • Conduct caregiver onboarding, employment verification, and payroll

  • Ensure regulatory compliance with GA DCH, HIPAA, Medicaid, and VA standards

  • Improve our website, marketing, and internal operations

  • Schedule consultations, interviews, and home visits

  • Maintain safety, quality assurance, and training protocols

    These platforms may collect data necessary to support our operations. Each platform maintains its own privacy protections.

3. HIPAA Compliance

Caring Hearts of Georgia follows all federal and state privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA).

We protect Protected Health Information (PHI) by:

  • Limiting access to authorized personnel

  • Securing physical and digital records

  • Using encrypted systems for documentation

  • Training staff on privacy and confidentiality

  • Requiring Business Associate Agreements (BAAs) from approved vendors

    Your health information is never sold, rented, or shared with unauthorized parties.

4. Information Sharing

We only share information when necessary, such as:

  • With caregivers assigned to your care

  • With healthcare providers involved in coordination of services

  • With insurance entities, Medicaid waiver programs (EDWP/ICWP/NOW/COMP), or VA programs for billing

  • With third-party processors (e.g., payroll, background checks)

  • When required by law, court order, or emergency situations

    We never sell personal information to marketing companies or outside agencies.

5. Data Security

We implement administrative, technical, and physical safeguards to protect your data, including:

  • Password-protected systems

  • Encrypted communication channels

  • Secure EVV timekeeping

  • Access-limited employee portals

  • Regular audits and compliance reviews

  • Secure storage and retention of records per GA DCH requirements

    Despite these protections, no electronic system is fully immune to risk. We work continuously to maintain the highest standards of security.

6. Your Rights

Clients and caregivers have the right to:

  • Access and review their records

  • Request corrections to inaccurate information

  • Request limits on how information is used or shared

  • Withdraw consent (where applicable)

  • Request information on disclosures made

  • File a grievance regarding privacy concerns

    Requests may be submitted to our administrative office.

7. Record Retention

In accordance with Georgia state law:

  • Client records are retained for a minimum of 5 years

  • Employee records are retained for 3–7 years, depending on regulatory requirements

    Records are securely destroyed once the retention period ends.

8. Website & Cookie Policy

Our website uses cookies and analytics tools to enhance user experience and track performance. You may disable cookies in your browser settings at any time.

We do not intentionally collect or store information from children under the age of 13.

9. Marketing Communications

By submitting your information through our website, forms, or communication tools, you consent to receiving:

  • Appointment reminders

  • Service updates

  • Follow-up messages

  • Marketing or informational communications

    You may opt out at any time by contacting us.

10. SMS/Text Messaging Policy

Caring Hearts of Georgia Health Services LLC may use SMS/text messaging to send appointment reminders, service updates, caregiver communication, or important alerts related to your care or employment.

  • We do not sell or share your mobile phone number with third parties for marketing purposes.

  • Message frequency may vary depending on service needs.

  • Standard message and data rates may apply based on your mobile service plan.

  • You may opt out of text messages at any time by replying STOP to any message.

  • For help or more information, reply HELP or contact us at (770) 755-6580.

Your consent to receive SMS messages is not a condition of purchasing services.

11. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in laws or operational practices. The updated version will include a revised effective date.

12. Contact Us

Caring Hearts of Georgia Health Services LLC

37 Calumet Parkway

Bldg F Suite 202

Newnan, GA 30263

Phone: 770-755-6580

Email: [email protected]

Website: caringheartsofgeorgia.com

If you have questions or concerns about this Privacy Policy, please contact our administrative office.

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