Privacy Policy

This Privacy Policy describes how AgencyTrust ("AgencyTrust," "we," "us," or "our") collects, uses, and protects information when you:

• Visit AgencyTrust.org (the "Site"),
• Submit information and documents for a Policy & Forms Review, and
• Use our Recruiter and Orientation & Onboarding tools (including candidate and staff applications submitted through our forms and portals).

AgencyTrust is a service of Home Health Compliance LLC.

1. Information We Collect

We collect information in several ways, depending on how you use our services.

1.1 Information You Provide Directly (Agencies)

When you use our Site, request a review, or use our Recruiter or Orientation tools as an agency or administrator, you may provide:

• Agency name and DBA
• Contact name, title/role, email address, and phone number
• Agency website and location (state, and sometimes county/region)
• Information about your license and certification status
• Approximate agency size or volume
• Upcoming survey/accreditation timelines
• Referral codes or coupon codes
• Messages you send through our contact, intake, or partner forms
• Login (account) details you create for secure access to our portals (such as name, email, and password – passwords are stored in encrypted form and are not visible to us)

1.2 Candidate and Staff Application Information (Recruiter & Orientation)

When a candidate or staff member uses our Recruiter or Orientation & Onboarding tools, we may collect:

• Name and contact information (email, phone)
• Role(s) applied for and employment preferences
• Work history, education, licenses, certifications, and skills
• Answers to role‑specific or eligibility questions defined by the hiring agency
• Resume/CV and any additional documents you choose to upload
• Optional short audio recordings or responses if enabled by the hiring agency
• Status and notes related to the application process as managed by the agency

We collect and process this information on behalf of the hiring agency. In most cases, the agency is the primary "controller" of this data and directs how it is used in their hiring process.

1.3 Documents and Files (Policy & Forms Review)

As part of our policy and forms review services, agencies may upload or otherwise provide:

• Policy and procedure manuals
• Clinical, administrative, HR, and operational forms
• Other documents related to home health, home care, or hospice operations

Accepted file formats include: PDF, Microsoft Word (.doc, .docx), Rich Text Format (.rtf), plain text (.txt), and ZIP archives (containing only the aforementioned file types). ZIP files are automatically extracted and individual files are securely stored. All uploaded files are subject to security validation and size limits.

1.4 Technical and Usage Information

When you visit the Site or use our tools, we may automatically collect limited technical information such as:

• Browser type and version
• Device and operating system
• IP address and general location (e.g., city/region)
• Pages viewed and actions taken on the Site or within the web app

We use this information to maintain and improve our services, monitor performance, and help protect against abuse.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and operate our services, including:
  • Reviewing policies, procedures, and forms
  • Enabling Recruiter and Orientation & Onboarding workflows
  • Allowing agencies to securely log in and manage their data
• To communicate with you, including:
  • Confirming submissions and delivering reports
  • Responding to questions and support requests
  • Sending necessary service and account notices
• To support agency recruiting and onboarding
  • Presenting candidate and staff application information to the hiring agency
  • Generating AI‑assisted summaries and flags to help agencies review applications and documentation
• To maintain and improve our services and Site
  • Monitoring performance, usage patterns, and security
  • Developing new features and tools for agencies and candidates

We do not use your uploaded policy documents or candidate application data to train public, generalized AI models.

Any AI tools we use to assist in analysis or scoring are operated under agreements and technical controls designed to preserve confidentiality and restrict use to our services.

3. Sharing of Information

We do not sell your information.

We may share information only in limited circumstances:

• Within Home Health Compliance LLC and our contractors who need access to perform services, and only under confidentiality obligations.
• With service providers who host our systems, process files, or provide related support (for example, secure hosting, email delivery, or file storage), under contracts that require them to protect your information.
• With partner organizations solely for referral attribution or joint offerings, and then only limited business contact information (such as agency name and contact person). We do not share candidate application details with partners for marketing.
• With the hiring agency, in the case of candidate or staff applications – all such information is shared with, and primarily controlled by, the agency you applied to.
• When required by law or to protect our rights, such as in response to a legal request, to comply with applicable laws, or to detect, prevent, or address fraud, security, or technical issues.

4. Accounts, Access, and Data Security

We take reasonable administrative, technical, and physical measures to protect the information and documents you provide from unauthorized access, use, or disclosure.

Examples include:

• Secure hosting and encryption for data in transit (HTTPS)
• Access controls limiting which personnel and contractors can view specific information
• Passwords stored using industry‑standard hashing and never visible in plain text
• File‑type and size validation on uploaded documents

However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security.

If you create an account to access AgencyTrust services:

• You are responsible for maintaining the confidentiality of your login credentials.
• Please use a strong password and do not share it with others.
• Notify us promptly if you believe your account has been accessed without authorization.

5. Data Retention

We retain information and documents for as long as reasonably necessary to:

• Provide our services and support your active agency or account
• Maintain appropriate business and compliance records
• Resolve disputes and enforce our agreements

In some cases, agencies may ask us to retain candidate or review data longer (for example, to keep a compliance record). Where we are processing data on behalf of an agency, we follow their reasonable instructions, subject to applicable law.

6. Children's Privacy

The Site and our services are not directed to children under 18, and we do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete it.

7. Your Choices and Rights

Depending on your jurisdiction and your relationship with us (for example, agency customer vs. candidate), you may have certain rights regarding your personal information, such as:

• Accessing the personal information we hold about you
• Requesting correction of inaccurate information
• Requesting deletion of certain information, subject to legal or contractual retention requirements
• Objecting to or restricting certain types of processing

If you are a candidate or staff member, we may direct your request to the agency that controls your data, as they are generally the primary decision‑maker regarding retention and processing in the hiring or onboarding process.

To exercise your rights, please contact us using the details below.

8. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will change the "Last Updated" date at the top of this page. Your continued use of the Site or our services after any changes indicates your acceptance of the revised policy.