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Privacy Policy

Last Updated: [2/26/2026]

Back Office Care (“we,” “our,” or “us”) provides administrative and operational support services to home care and home health agencies. We are committed to protecting the privacy, security, and confidentiality of the information entrusted to us.

This Privacy Policy explains how we collect, use, protect, and disclose information when you interact with our website, communicate with us, or use our services.

1. Who We Are

Back Office Care provides back‑office operational and administrative support services for home care and home health agencies. We support your internal processes — we do not operate your agency, make clinical decisions, or provide legal, tax, or regulatory advice.

2. Information We Collect

We may collect the following categories of information:

2.1 Information You Provide

  • Contact information (name, email, phone number)
  • Business information (agency name, role, service tier selection)
  • System access information provided during onboarding
  • Documents or data you voluntarily share with us

2.2 Operational Information (Client Agencies Only)

Depending on your service tier and system permissions, we may access operational data such as:

  • Caregiver documentation
  • Compliance and credentialing records
  • Payroll‑related information
  • Billing and administrative documentation
  • Scheduling or EVV‑related data

2.3 Website & Technical Data

When you visit our website, we may collect:

  • IP address
  • Browser type
  • Device information
  • Basic analytics data
  • Cookies (for functionality and performance)

We do not sell personal information or use tracking for advertising.

3. How We Use Information

We use information solely to provide and improve our services, including:

  • Supporting administrative workflows
  • Assisting with compliance tracking
  • Coordinating payroll‑related tasks
  • Supporting billing documentation
  • Providing onboarding and client support
  • Maintaining security and system integrity
  • Responding to inquiries

We do not use your information for marketing without consent.

4. PHI & HIPAA Compliance

Some client agencies may require us to access or handle Protected Health Information (PHI).

When PHI is involved:

  • A Business Associate Agreement (BAA) governs our obligations
  • We follow HIPAA privacy and security standards
  • We use the minimum necessary information to perform services
  • We do not use PHI for any purpose outside the contracted scope

If your agency does not involve PHI, HIPAA provisions do not apply.

5. Data Security

We implement reasonable administrative, technical, and physical safeguards, including:

  • Encrypted devices and secure credential management
  • Multi‑factor authentication where available
  • Role‑based access controls
  • No local storage of client data unless authorized
  • Secure file transfer methods
  • Employee confidentiality and security training

While no system is 100% secure, we take data protection seriously and continuously improve our safeguards.

6. Data Sharing & Disclosure

We do not sell or rent your information.

We may share information only in the following situations:

6.1 With Your Authorization

When you grant access to your systems or request specific support.

6.2 With Service Providers

Trusted vendors who assist with secure operations (e.g., hosting, email, security tools). They are bound by confidentiality obligations.

6.3 As Required by Law

If legally compelled (e.g., subpoena, court order), we will disclose only what is required and, when permitted, notify you.

6.4 Business Transfers

If Back Office Care is involved in a merger or acquisition, information may transfer as part of the business assets.

7. Data Retention

We retain information only as long as necessary to:

  • Provide contracted services
  • Meet legal or regulatory requirements
  • Resolve disputes

Upon termination, data is returned or securely destroyed in accordance with your Service Agreement, Confidentiality Agreement, and/or BAA.

8. Your Rights

Depending on your location, you may have rights such as:

  • Access to your information
  • Correction of inaccurate information
  • Request for deletion (where applicable)
  • Restriction of certain uses
  • Opt‑out of non‑essential communications

To exercise rights, contact us at info@backofficecare.com.

9. Third‑Party Links

Our website may link to external sites. We are not responsible for the privacy practices of third‑party websites.

10. Children’s Privacy

Our services are not directed to children. We do not knowingly collect information from individuals under 18.

11. Updates to This Policy

We may update this Privacy Policy periodically. The “Last Updated” date will reflect the most recent revision.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, contact:

Back Office Care Email: info@backofficecare.com Website: http://www.backofficecare.com