Privacy Policy

Associates Home Health ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website associateshh.com or contact us to inquire about our services.

Please read this policy carefully. If you disagree with its terms, please discontinue use of the website.

1. Information We Collect

Information you provide directly: When you complete a contact form, referral form, or otherwise communicate with us, we may collect:

• Name, address, phone number, and email address
• Patient information (name, date of birth, address) submitted for care referrals
• Insurance and payment type information
• Health-related information you choose to share with us
• Messages and correspondence you send us

Information collected automatically: When you visit our website, certain information may be collected automatically, including:

• IP address and browser type
• Pages viewed and time spent on the site
• Referring URLs
• Device type and operating system

2. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide the home health services you request
• Contact you regarding your care needs or referral submission
• Process and coordinate care arrangements
• Improve our website and services
• Send you information about our services (you may opt out at any time)
• Comply with applicable laws and regulations, including HIPAA
• Protect our legal rights and prevent fraud

3. HIPAA and Health Information

Associates Home Health is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Any protected health information (PHI) you provide is handled in accordance with our HIPAA Notice of Privacy Practices, which is provided separately upon establishment of a care relationship. Our use and disclosure of PHI is governed by HIPAA and applicable Texas health privacy laws.

Health information submitted through our website contact and referral forms is used solely for the purpose of evaluating and arranging home health care services.

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

• Service providers: Third-party vendors who assist us in operating our website or conducting our business, subject to confidentiality agreements. This includes Postmark, the email delivery service we use to transmit submissions from our contact, referral, and insurance-verification forms to our care team. Any vendor that processes protected health information on our behalf does so under a signed Business Associate Agreement, as required by HIPAA.
• Healthcare partners: Physicians, hospitals, or other healthcare providers involved in your care, as permitted by HIPAA
• Legal requirements: When required by law, court order, or government authority
• Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice to you

5. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance your experience. Cookies are small text files stored on your device. You can control cookies through your browser settings; however, disabling cookies may affect certain website functionality. We use cookies and similar technologies for:

• Essential website operation
• Analytics to understand how visitors use our site (e.g., Google Analytics)
• Session recording and heatmaps through Microsoft Clarity, which shows us anonymized patterns like scrolling and clicks so we can improve the site's design. Clarity is configured to mask the contents of any field you type into — information entered into our contact or referral forms is never captured in a recording.
• Remembering your preferences

6. Data Security

We implement administrative, technical, and physical security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

We encourage you to avoid submitting sensitive health information through standard web forms. For sensitive matters, please call us directly at (210) 541-8707.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Health records are retained in accordance with Texas Medical Records Act requirements and HIPAA regulations.

8. Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• The right to access the personal information we hold about you
• The right to correct inaccurate or incomplete information
• The right to request deletion of your personal information (subject to legal obligations)
• The right to opt out of marketing communications
• Rights under HIPAA regarding your protected health information

To exercise these rights, please contact us using the information in Section 11 below.

9. Children's Privacy

Our website is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately and we will take steps to delete it.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page with an updated effective date. Your continued use of the website after any changes constitutes your acceptance of the revised policy.

12. Contact Us

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

• Associates Home Health — Privacy Officer
• 4100 E. Piedras Dr. Suite 245, San Antonio, TX 78228
• Phone: (210) 541-8707
• Email: referral@associateshh.com