Privacy Policy

Read the Ace Care Team Services Privacy Policy to understand how we collect, use, safeguard, and share your personal information. We are committed to HIPAA compliance and your right to privacy.

Effective Date: 12 May 2026

Last Updated: 18 May 2026

Summary

Ace Care Team Services (‘we,’ ‘us,’ or ‘our’) is committed to protecting the privacy and confidentiality of all personal information, including Protected Health Information (PHI), entrusted to us. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, when and why we share it, and what rights you have with respect to your information. By using our website or services, you consent to the practices described in this Policy.

1. Who This Policy Applies To

This Privacy Policy applies to:

Clients and patients receiving home care services from Ace Care Team Services
Family members and authorized representatives of home care clients
Healthcare facilities and organizations using our medical staffing services
Healthcare professionals applying to or employed through Ace Care Team Services
Individuals using our Non-Emergency Medical Transportation (NEMT) services
All visitors to our website at www.acecareservices.com

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide when you contact us, request services, apply for employment, or use our website. This may include:

Full name, date of birth, and contact information (address, phone number, email address)
Government-issued identification numbers (for employment eligibility verification — I-9)
Social Security Number (SSN) — collected only where required by law or for employment and tax purposes
Professional license or certification numbers
Emergency contact information
Insurance and billing information (for home care and NEMT clients)
Payment information (credit/debit card, bank account details — processed via secure third-party payment processor)

2.2 Protected Health Information (PHI)

For home care clients and NEMT clients, we collect health-related information that constitutes Protected Health Information (PHI) under HIPAA, including:

Medical diagnoses, conditions, and health history
Current medications and treatment plans
Physician orders, care plans, and clinical assessments
Vital signs, clinical observations, and care documentation
Health insurance coverage and policy information
Information about physical or cognitive limitations relevant to care delivery or transportation safety

HIPAA Notice

As a HIPAA-covered entity or business associate, Ace Care Team Services maintains a separate Notice of Privacy Practices (NPP) that describes in detail your rights with respect to Protected Health Information and our obligations under HIPAA. The NPP is provided to all home care clients upon service initiation and is available upon request.

2.3 Professional & Employment Information

For healthcare professionals applying to or working through Ace Care Team Services, we collect:

Resume, employment history, and educational credentials
Professional license and certification information
Background check results (obtained through authorized Consumer Reporting Agencies under FCRA)
Professional references and reference check results
Tax withholding information (W-4) and payroll banking details
TB test results, immunization records, and health screening documentation
Performance evaluations and disciplinary records

2.4 Website & Technical Information

When you visit our website, we may automatically collect certain technical information, including:

IP address, browser type, operating system, and device identifiers
Pages viewed, time spent on pages, and referring URLs
Cookie data and similar tracking technology (see Section 9 — Cookies)
Form submission data and contact enquiry records

3. How We Use Your Information

3.1 Service Delivery

To assess care needs and develop individualized home care plans
To match clients with appropriate caregivers or healthcare professionals
To schedule and coordinate care visits, staffing assignments, and NEMT rides
To deliver ongoing care management, supervision, and clinical coordination
To process billing and payments for services rendered

3.2 Operations & Compliance

To verify employment eligibility and professional credentials
To conduct background checks and reference verifications
To comply with federal and state healthcare regulatory requirements
To maintain required clinical and employment records
To investigate complaints, incidents, and quality concerns
To respond to subpoenas, court orders, or lawful government requests

3.3 Communications

To respond to enquiries submitted through our website, phone, or email
To send appointment confirmations, schedule updates, and service reminders
To communicate changes to services, policies, or regulatory requirements
To send marketing communications — only with your consent, and only via channels you have authorized

4. Legal Basis for Processing (Where Applicable)

Where required by applicable law, we process your personal information on the following legal bases:

Contract Performance — Processing necessary to deliver the services you have requested or to fulfill our employment obligations
Legal Obligation — Processing required to comply with federal or state law (HIPAA, FLSA, FCRA, OSHA, etc.)
Legitimate Interests — Processing necessary to operate our business safely, lawfully, and efficiently
Consent — Processing based on your explicit, freely given consent (e.g., marketing communications)

5. How We Share Your Information

Ace Care Team Services does not sell personal information to third parties. We may share your information in the following limited circumstances:

Care Team Members	Caregivers, nurses, and coordinators involved in delivering your care (PHI shared only as necessary for treatment).
Healthcare Providers	Physicians, specialists, therapists, and hospitals coordinating your care (with your authorization as required).
Business Associates	HIPAA Business Associates who provide services on our behalf (billing processors, EHR vendors, background check agencies) under signed Business Associate Agreements.
Regulatory Authorities	State health departments, licensing boards, and government agencies as required by law or in response to valid legal process.
Healthcare Facilities	For staffing clients — limited professional credential information shared with the receiving facility (e.g., license number, certifications, background check clearance).
Payment Processors	Secure, PCI-compliant payment processing vendors for billing purposes.
Emergency Responders	First responders in a genuine medical emergency, to the extent necessary to protect your life or safety.
Successors in Business	In the event of a merger, acquisition, or sale of substantially all of our assets, with advance notice to affected individuals.

6. Your Privacy Rights

6.1 HIPAA Rights (Health Information)

As a home care or NEMT client, you have the following rights with respect to your Protected Health Information (PHI) under HIPAA:

Right to Access — Request a copy of your health records in our possession within 30 days of a written request.
Right to Amend — Request corrections to your health records if you believe information is inaccurate or incomplete.
Right to an Accounting of Disclosures — Receive a list of certain disclosures we have made of your PHI.
Right to Request Restrictions — Request restrictions on certain uses and disclosures of your PHI (we may not always be able to agree).
Right to Confidential Communications — Request that we communicate with you by specific means or at specific locations.
Right to a Notice of Privacy Practices — Receive our full Notice of Privacy Practices at any time upon request.
Right to File a Complaint — File a complaint with our Privacy Officer or directly with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (OCR) if you believe your privacy rights have been violated.

6.2 General Privacy Rights (All Users)

Right to Know — Know what personal information we collect about you and how it is used.
Right to Correct — Request correction of inaccurate personal information in our records.
Right to Delete — Request deletion of personal information we hold about you, subject to legal retention requirements.
Right to Opt-Out — Opt out of marketing communications at any time by emailing info@acecareteams.com or clicking ‘Unsubscribe’ in any marketing email.
Right to Portability — Request your personal information in a portable, machine-readable format where technically feasible.
Right to Non-Discrimination — Exercise your privacy rights without fear of being denied services or treated differently.

6.3 California Residents — CCPA Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and its amendment, the California Privacy Rights Act (CPRA), including the right to know, the right to delete, the right to opt-out of sale of personal information (we do not sell personal information), and the right to non-discrimination. To exercise your California privacy rights, contact us at support@acecareteams.com.

7. Data Security

Ace Care Team Services implements comprehensive administrative, physical, and technical safeguards to protect personal information and PHI from unauthorized access, use, disclosure, alteration, and destruction. Our security measures include:

Encryption of electronic PHI (ePHI) in transit and at rest using industry-standard encryption protocols
Access controls and role-based permissions limiting data access to authorized personnel only
Secure, password-protected systems with multi-factor authentication for clinical and HR systems
Regular security risk assessments and vulnerability analyses
Employee HIPAA and data privacy training upon hire and annually
Business Associate Agreements (BAAs) with all third-party vendors who handle PHI
Physical security controls at office locations housing paper records
Incident response and breach notification procedures in compliance with HIPAA Breach Notification Rule (45 C.F.R. Part 164, Subpart D)

8. Data Retention

We retain personal information and PHI for the period required by applicable law and consistent with our legitimate business needs:

Home Care Client Records	Minimum 7 years from date of last service (or as required by applicable state law)
Employment Records	Minimum 3–7 years depending on record type (per FLSA, EEOC, and state requirements)
I-9 Forms	3 years from date of hire OR 1 year from termination date, whichever is later (per IRCA)
Background Check Reports	Per FCRA and applicable state law — generally 5 to 7 years
Website Enquiry Data	24 months from date of enquiry, unless converted to an active client or employee file
Financial / Billing Records	Minimum 7 years for tax and accounting purposes
Incident & Complaint Records	Minimum 7 years from resolution

9. Cookies & Website Tracking

Our website uses cookies and similar tracking technologies to improve functionality and user experience. Types of cookies we use include:

Essential Cookies	Required for basic website functions such as form submissions and session management. Cannot be disabled.
Analytical Cookies	Track aggregate website usage to help us improve content and navigation (e.g., Google Analytics).
Functional Cookies	Remember your preferences (e.g., language, region) to personalize your experience.
Marketing Cookies	Only used with your explicit consent to deliver relevant advertising on third-party platforms.

You may manage cookie preferences through your browser settings or our Cookie Consent banner. Disabling non-essential cookies will not prevent you from using our website but may affect some features.

10. Children’s Privacy

Our website and services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent. If we become aware that we have inadvertently collected personal information from a child under 13, we will delete that information promptly. If you believe we have collected information from a child under 13, please contact us immediately at support@acecareteams.com.

11. Third-Party Links

Our website may contain links to third-party websites for your convenience. Ace Care Team Services is not responsible for the privacy practices or content of any third-party websites. We encourage you to review the privacy policy of any website you visit via a link from our site.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make material changes, we will update the ‘Last Updated’ date at the top of this page and, where appropriate, notify affected individuals by email. Continued use of our services after the effective date of any update constitutes your acceptance of the revised Policy.

13. Contact Our Privacy Officer

HIPAA Privacy Officer	support@acecareteams.com
General Privacy Enquiries	info@acecareteams.com
Phone	619 359 3208
Mailing Address	Ace Care Team Services — Privacy Officer, [Insert Full Address]
HHS OCR Complaint Line	1-800-368-1019 or www.hhs.gov/ocr (to file a HIPAA complaint)