Privacy Policy

 

1. Purpose

Whole Community Care Solutions, LLC (“Whole Community Care Solutions,” “WCCS,” “we,” “our,” or “us”) respects the privacy of every client, family member, caregiver, applicant, referral source, website visitor, and community partner we serve. This Privacy Policy explains how we collect, use, store, protect, and share information when individuals visit our website, complete an inquiry form, request services, submit paperwork, communicate with us, or participate in our services.

Our commitment is to handle personal information with professionalism, confidentiality, dignity, and care.

 

2. Information We May Collect

We may collect information directly from individuals through our website, service inquiry forms, client paperwork, phone calls, emails, text messages, social media messages, in-person meetings, referrals, and service-related documents.

The information we may collect includes, but is not limited to:

• Name, address, phone number, and email address

• Client, family member, or responsible party contact information

• Emergency contact information

• Date of birth or other identifying information when needed for service coordination

• Referral source information

• Service needs, care preferences, and scheduling requests

• Information related to non-medical in-home support needs

• Physician, pharmacy, provider, or community resource contact information when voluntarily provided

• Billing, payment, or insurance-related information when applicable

• Website contact form submissions

• Employment, contractor, caregiver, or volunteer application information

• Communication records, including messages, emails, calls, complaints, feedback, or service requests

• Documentation required for client files, service agreements, service plans, incident reports, quality assurance, and regulatory compliance

We only request information that is reasonably necessary to respond to inquiries, coordinate services, maintain records, operate our business, meet compliance obligations, protect client safety, or improve service quality.

 

3. How We Use Information

Whole Community Care Solutions may use personal information for the following purposes:

• Responding to service inquiries

• Scheduling consultations, assessments, visits, or appointments

• Determining whether our services may be appropriate for a client or family

• Creating and maintaining service agreements, service plans, and client records

• Coordinating non-medical support services

• Communicating with clients, families, responsible parties, caregivers, referral sources, and authorized representatives

• Processing payments, invoices, receipts, or billing records

• Managing caregiver staffing, onboarding, training, and supervision

• Improving service quality and client experience

• Reviewing complaints, incidents, concerns, or unusual occurrences

• Maintaining required business, personnel, and client records

• Complying with applicable laws, regulations, licensing requirements, subpoenas, court orders, audits, inspections, or government requests

• Protecting the health, safety, dignity, and well-being of clients, caregivers, and staff

• Sending service updates, appointment reminders, business updates, or educational information when appropriate

We do not sell client information or family information.

4. Confidentiality of Client Records

Whole Community Care Solutions is committed to protecting the confidentiality of client records. Client records may include identifying information, service agreements, service plans, service documentation, communications, reports, provider contact information, referral information, and other records related to services provided.

Client information will only be accessed by authorized individuals who have a legitimate business, service, compliance, or safety reason to review the information.

Employees, contractors, and representatives of Whole Community Care Solutions are expected to protect client confidentiality and may not disclose client information except as permitted by company policy, written authorization, applicable law, regulatory requirements, or as necessary to provide and coordinate services.

5. When Information May Be Shared

We may share information only when necessary and appropriate, including with:

• The client

• A responsible party, legal representative, authorized family member, or authorized contact

• WCCS staff, caregivers, supervisors, administrators, or contractors involved in service delivery or business operations

• Health care providers, physicians, pharmacies, hospitals, discharge planners, case managers, or community partners when authorized or necessary for service coordination

• Billing, payment, scheduling, technology, documentation, or administrative service providers who support business operations

• Licensing, regulatory, government, legal, or oversight agencies when required

• Emergency responders or appropriate parties when needed to protect health, safety, or welfare

• Individuals or organizations authorized in writing by the client or responsible party

• A court, subpoena, law enforcement request, or other lawful process when required

We will make reasonable efforts to limit information sharing to what is necessary for the purpose of the disclosure.

6. Health Information and HIPAA-Related Notice

Whole Community Care Solutions provides non-medical in-home support services and may collect care-related information needed to coordinate services, maintain records, communicate with families, and support client safety.

Some information provided to us may be sensitive. If Whole Community Care Solutions becomes subject to HIPAA or enters into a business associate relationship with a HIPAA-covered entity, we will follow applicable HIPAA requirements, including appropriate privacy and security safeguards.

This Privacy Policy is not intended to replace a formal HIPAA Notice of Privacy Practices if one is legally required. If a separate HIPAA Notice of Privacy Practices becomes required, it will be provided as a separate document.

7. Website Information and Cookies

When someone visits our website, we may collect basic technical information such as browser type, device type, general location, pages visited, date and time of visit, and website usage activity. This information may be collected through cookies, analytics tools, website hosting platforms, forms, or similar technologies.

We may use this information to:

• Improve website performance

• Understand how visitors use the website

• Respond to inquiries

• Improve marketing and communication

• Protect the website from misuse, spam, fraud, or security risks

Website visitors may be able to adjust browser settings to block or delete cookies. Some website features may not work properly if cookies are disabled.

8. Text Messages, Emails, and Online Forms

By submitting a website form, inquiry form, email, social media message, or text message, individuals understand that we may use the provided contact information to respond to the request.

Electronic communication may not always be fully secure. We encourage individuals not to submit highly sensitive information through public social media messages, unsecured emails, or basic website forms unless they are comfortable doing so.

We may send appointment reminders, service-related messages, business updates, or follow-up communication. Individuals may request to stop receiving non-essential marketing messages at any time.

9. Payment and Billing Information

If payment information is collected, we will use it only for authorized billing, invoicing, payment processing, receipts, accounting, or financial recordkeeping. We may use third-party payment processors to securely process payments.

Whole Community Care Solutions does not intend to store full credit card or banking information unless necessary and permitted through secure systems.

10. Employment and Caregiver Applicant Information

If an individual applies for employment, contractor work, caregiver placement, internship, training, or partnership with Whole Community Care Solutions, we may collect information needed for screening, onboarding, training, qualifications, references, background checks, personnel records, and compliance requirements.

Applicant and personnel information will be used for business, staffing, credentialing, training, compliance, payroll, and human resources purposes.

11. Data Security

Whole Community Care Solutions uses reasonable administrative, physical, and technical safeguards to protect personal information and client records. These safeguards may include restricted access, secure files, password-protected systems, staff confidentiality expectations, secure document storage, limited disclosure, and appropriate record management practices.

No system, website, email, or electronic communication method can be guaranteed to be 100% secure. We will continue to use reasonable safeguards to reduce risk and protect information.

12. Record Retention

Whole Community Care Solutions will retain records for the period required by applicable law, licensing rules, business needs, contract requirements, tax requirements, insurance requirements, or compliance obligations.

Client records, personnel records, incident reports, complaint records, service agreements, service plans, and other regulated documents may be retained according to Georgia private home care provider requirements and company policy.

When records are no longer required, they will be disposed of in a manner intended to protect confidentiality.

13. Children’s Privacy

Our website and services are not intended for use by children under the age of 13. We do not knowingly collect personal information from children through our website without appropriate parent, guardian, or responsible party involvement.

14. Individual Rights and Requests

Individuals may contact Whole Community Care Solutions to request assistance with:

• Reviewing information they have provided

• Correcting inaccurate information

• Updating contact information

• Asking questions about how information is used

• Requesting a copy of applicable service-related records, when permitted

• Requesting that non-essential marketing communication stop

• Submitting a privacy concern or complaint

Requests may be made by contacting:

Privacy Contact: Whole Community Care Solutions, LLC
Phone: 470-278-1531
Email: info@wholecommunitycare.com
Mailing Address: 155 Westridge Pkwy, Suite 225 Mcdonough, GA 30253

We may need to verify identity or authority before releasing or changing certain information.

15. Third-Party Links and Platforms

Our website or social media pages may link to third-party websites, platforms, payment processors, scheduling tools, forms, or resources. Whole Community Care Solutions is not responsible for the privacy practices, security, content, or policies of third-party websites or platforms.

Individuals should review the privacy policies of any third-party sites or services they choose to use.

16. Updates to This Privacy Policy

Whole Community Care Solutions may update this Privacy Policy as our services, website, business operations, or legal requirements change. The updated version will include a revised effective date.

Continued use of our website or services after an update means the updated Privacy Policy applies moving forward.

17. Contact Us

Questions about this Privacy Policy may be directed to:

Whole Community Care Solutions, LLC
Phone: 470-278-1531
Email: info@wholecommunitycare.com
Address: 155 Westridge Pkwy, Suite 225 Mcdonough, GA 30253