Privacy Policy

Who We Are

ProCare Health ("ProCare Health," "we," "us," or "our") is a health data solutions company headquartered in the United States. Our platform and services enable secure, compliant health data exchange and transformation for payers, providers, life sciences organizations, legal and insurance clients, and government agencies.

We operate the website located at procarehealthnow.com and any associated subdomains, portals, and digital tools (collectively, the "Platform"). This Privacy Policy applies to all visitors, users, job applicants, and any individual who interacts with our Platform.

Information We Collect

We collect information in three ways — information you provide directly, information collected automatically when you use our Platform, and information we receive from third parties.

Information You Provide Directly

• Contact information such as your full name, email address, phone number, and mailing address
• Employment application data including work history, qualifications, and responses to interview questions
• Pre-employment information including Social Security Number, federal tax filing status, government-issued photo ID, and direct deposit banking details — collected only for candidates who advance to the pre-employment stage
• Communications you send us through contact forms, emails, or chat
• Consent records when you agree to our terms, privacy notices, or cookie settings

Information Collected Automatically

• Device and browser information including IP address, browser type and version, operating system, and screen resolution
• Usage data including pages visited, time spent on pages, links clicked, and navigation paths
• Cookie and tracking data as described in Section 05 of this policy
• Referral source — how you arrived at our website (e.g., from a search engine, social media, or direct link)

Information From Third Parties

• Verification data from identity verification services used during the pre-employment or onboarding process
• Background check results from authorized third-party screening providers, with your prior written consent
• Professional profile data if you apply through a third-party job platform such as LinkedIn or Indeed

How We Use Your Information

We use the information we collect for the following purposes:

• To operate our Platform — providing you access to our website, services, and features
• To process job applications — reviewing your application, conducting interviews, performing background checks with your consent, and making hiring decisions
• To complete pre-employment and onboarding — setting up payroll, verifying identity, completing tax documentation, and preparing your employment records
• To communicate with you — responding to inquiries, sending application updates, and providing important notices
• To improve our Platform — analyzing usage patterns, diagnosing technical issues, and enhancing the user experience
• To ensure security and prevent fraud — monitoring for unauthorized access, phishing attempts, and suspicious activity
• To comply with legal obligations — meeting our obligations under applicable employment, tax, privacy, and healthcare regulations including HIPAA
• To enforce our agreements — upholding our Terms of Use and other contractual commitments

How We Share Your Information

We do not sell, rent, or trade your personal information. We share your information only in the following limited circumstances:

• With service providers — trusted third-party vendors who assist with background checks, identity verification, payroll processing, IT infrastructure, and HR operations. These providers are contractually bound to protect your data and may only use it to perform services on our behalf.
• Within our organization — with authorized HR, payroll, legal, and management personnel who have a legitimate need to access your information in connection with your application or employment.
• For legal compliance — when required by law, regulation, court order, or government authority, including tax authorities and employment regulators.
• To protect rights and safety — when we believe disclosure is necessary to prevent fraud, enforce our policies, or protect the safety of our employees, applicants, or the public.
• In a business transaction — if ProCare Health is involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

Cookies & Tracking Technologies

ProCare Health uses cookies and similar technologies to operate our website and understand how visitors use it. A cookie is a small text file stored on your device when you visit a website.

Types of cookies we use:

• Essential cookies — necessary for the website to function properly. These cannot be disabled without affecting site functionality. They do not store any personally identifiable information.
• Analytics cookies — help us understand how visitors interact with our website by collecting anonymous usage data such as page views and session duration. We use this to improve the Platform.
• Preference cookies — remember your settings and choices, such as your cookie consent selection, so you are not asked again on return visits.

Your choices: When you first visit our website, you will be presented with a cookie consent banner. You may choose to accept all cookies or essential cookies only. You can change your preference at any time using the "Cookie Settings" link in our website footer.

Data Security

Protecting your personal information is a core responsibility we take seriously — particularly given that our work involves sensitive healthcare and employment data.

We implement the following safeguards:

• All data transmitted through our Platform is encrypted in transit using industry-standard TLS (Transport Layer Security) encryption
• Sensitive pre-employment data including Social Security Numbers and banking information is transmitted securely and accessible only to authorized HR and payroll personnel
• Government-issued ID documents uploaded during pre-employment are transmitted as encrypted attachments and stored only within our secure HR systems
• Access to personal data is restricted on a need-to-know basis with role-based access controls
• Our systems and practices are aligned with HIPAA, SOC II Type 2, and HITRUST r2 standards
• We conduct regular security assessments and maintain documented incident response procedures

Data Retention

We retain your personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law.

• Job applicants not hired — application data is retained for up to 12 months after the application process concludes, after which it is securely deleted or anonymized unless you consent to longer retention for future opportunities.
• Hired employees — employment records including pre-employment, onboarding, and payroll data are retained for the duration of employment and for a period thereafter as required by federal and state employment and tax laws (typically 7 years).
• Website visitors — analytics and cookie data is retained for up to 24 months, depending on the type of cookie and your consent choices.
• Contact inquiries — communications sent through our contact form are retained for up to 24 months unless a longer period is required for legal or contractual purposes.

When data is no longer required, it is securely deleted or anonymized in accordance with our data destruction procedures.

Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Right to access — you may request a copy of the personal information we hold about you
• Right to correction — you may request that we correct inaccurate or incomplete information
• Right to deletion — you may request that we delete your personal information, subject to legal retention requirements
• Right to restrict processing — you may request that we limit how we use your information in certain circumstances
• Right to data portability — you may request a copy of your data in a structured, machine-readable format
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
• Right to object — you may object to processing of your data in certain circumstances

California residents may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected and the right to opt out of its sale (we do not sell personal data).

To exercise any of these rights, please contact us using the details in Section 13. We will respond to all requests within 30 days.

HIPAA & Healthcare Data

ProCare Health operates in the healthcare data industry and is committed to full compliance with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable federal and state health data privacy regulations.

Our client-facing services involve the processing of Protected Health Information (PHI) on behalf of healthcare organizations. In those contexts:

• We act as a Business Associate under HIPAA when processing PHI on behalf of Covered Entities
• Business Associate Agreements (BAAs) are in place with all clients for whom we process PHI
• Access to PHI is strictly limited to authorized personnel with a documented, legitimate need
• All PHI is handled with the minimum necessary standard — we only access, use, or disclose the minimum amount of PHI required to accomplish the intended purpose
• Our systems maintain audit trails, access logs, and security controls that meet or exceed HIPAA Security Rule requirements

Recruitment & Applicant Data

When you apply for a position at ProCare Health, we collect and process personal information as part of our hiring process. This section specifically addresses how we handle applicant data.

What we collect from applicants:

• Interview responses and application materials submitted through our secure on-demand interview platform
• Pre-employment form data including identity verification, employment eligibility, payroll setup information, and background check disclosures — collected only when you advance to that stage
• Government-issued photo ID (front and back) for identity verification purposes
• Social Security Number for tax filing and background check purposes only
• Direct deposit banking information for payroll setup — collected during onboarding only

How we protect applicant data:

• All application portals are token-gated — accessible only via a unique, time-limited link sent directly to the applicant by ProCare Health HR
• Tokens expire automatically and are single-use — once submitted, the link is permanently deactivated
• Sensitive data is transmitted over encrypted connections and is accessible only to authorized HR and payroll personnel

Children's Privacy

Our Platform is intended for use by adults aged 18 and over. We do not knowingly collect, solicit, or process personal information from individuals under the age of 18.

If we become aware that we have inadvertently collected personal information from a minor without verifiable parental consent, we will take immediate steps to delete that information from our systems.

If you believe we may have collected information from a minor, please contact us immediately at info@procarehealthnow.com.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Post a notice on our website homepage for a reasonable period following the update
• Where required by law, notify affected individuals directly via email

We encourage you to review this Privacy Policy periodically. Your continued use of our Platform after any changes constitutes your acceptance of the updated policy.

Previous versions of this Privacy Policy are available upon request by contacting us at the email address below.

Contact Us

If you have questions about this Privacy Policy, wish to exercise your data rights, or need to report a privacy concern, please contact us using any of the methods below. We are committed to responding to all privacy inquiries within 30 days.