Privacy Policy

1. Introduction

Helpcare AI, Inc. DBA Careforce ("we," "us," or "our") provides healthcare technology services designed to improve patient communication and care coordination. This Privacy Policy explains how we collect, use, disclose, and protect information when you interact with our platform, website, and services (collectively, the "Services").

We understand the sensitive nature of health information and are committed to protecting your privacy in compliance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA), state privacy laws, and other relevant regulations.

2. Information We Collect

Information Provided by Healthcare Organizations

When healthcare providers and organizations use our Services, they may share patient information with us to facilitate care-related communications. This may include names, contact information, dates of birth, appointment details, medical record numbers, insurance information, and limited clinical information necessary to deliver our Services.

Information You Provide Directly

If you contact us, visit our website, or interact with our Services, you may provide information such as your name, email address, phone number, and the content of your communications.

Information Collected Automatically

When you visit our website or use our Services, we may automatically collect technical information including IP addresses, browser type, device identifiers, pages viewed, and interaction timestamps. We may use cookies and similar technologies to facilitate website functionality and analyze usage patterns.

Information from Other Sources

We may receive information from EHR systems, practice management platforms, and other healthcare technology systems as authorized by the healthcare organizations we serve.

3. How We Use Information

We use information for the following purposes:

Delivering Services: To perform patient outreach, appointment reminders, pre-procedure and post-procedure communications, and other healthcare operations on behalf of the providers we serve.

Improving Our Services: To analyze performance, identify areas for enhancement, and develop new features.

Communication: To respond to inquiries, provide customer support, and send service-related notices.

Compliance: To meet legal obligations, enforce our agreements, and protect our rights.

Security: To detect, investigate, and prevent fraudulent, unauthorized, or illegal activity.

4. How We Share Information

We do not sell personal information or protected health information.

We may share information in the following circumstances:

With Healthcare Providers: We share information with the healthcare organizations that have engaged our Services, as necessary to support their patient care and operations.

With Service Providers: We work with trusted vendors who assist us in operating our Services, such as cloud hosting providers and communication platforms. These parties are contractually obligated to protect information and use it only for authorized purposes.

For Legal Reasons: We may disclose information when required by law, subpoena, court order, or government request, or when we believe disclosure is necessary to protect rights, safety, or property.

Business Transfers: In the event of a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to confidentiality obligations.

5. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, and destruction. These measures include encryption, access controls, security monitoring, and regular assessments. However, no system is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain information only as long as necessary to fulfill the purposes described in this policy, comply with legal and regulatory requirements, and meet contractual obligations. When information is no longer needed, we securely delete or de-identify it.

7. Your Rights and Choices

For Patients

If you are a patient whose information is processed through our Services, your healthcare provider is responsible for your health information. To exercise rights regarding your health information—such as accessing, correcting, or requesting restrictions—please contact your healthcare provider directly.

For Website Visitors

You may opt out of receiving promotional communications by following the unsubscribe instructions in those messages. You may also disable cookies through your browser settings, though this may affect website functionality.

For California Residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of sales (though we do not sell personal information). To exercise these rights, contact us using the information below.

8. Children's Privacy

Our Services are not directed to individuals under 18. We do not knowingly collect personal information from children except as provided by healthcare organizations in connection with legitimate healthcare operations.

9. Third-Party Links

Our website or Services may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify affected parties by posting the revised policy with an updated effective date and, where appropriate, providing additional notice.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at: privacy@careforce.ai

12. HIPAA Notice

When we process Protected Health Information on behalf of healthcare providers, we do so as a Business Associate under HIPAA. Our use and disclosure of PHI is governed by our Business Associate Agreements with those providers and applicable law. Patients seeking information about how their healthcare provider uses and discloses their health information should refer to that provider's Notice of Privacy Practices.