Effective Date: May 5, 2025 Last updated on: May 5, 2025Homecare Software Solutions, LLC d/b/a HHAeXchange and its subsidiaries (“Company”, “we” or “us”) has created this privacy notice (“Privacy Notice”) in order to demonstrate our commitment to protecting the privacy of users of our products, which include (i) our websites, www.hhaeXchange.com, www.sandata.com, www.cashesoftware.com, and www.homecaresoftware.com including online job applications; (ii) our mobile application(s); and (iii) our web-based application(s) or portal(s) (collectively, the “Products”), in accordance with applicable privacy laws in the jurisdictions in which we operate.
For users of our Products, this Privacy Notice explains the information we collect via our Products, how that information is collected via our Products, and how that information is disseminated, used, and with whom it is shared. For our online job applicants, the purpose of this Privacy Notice is to inform you about how we collect, use, and disclose your personal information throughout the application process.
By using our Products, you represent and warrant that you have thoroughly read, understand and agree to all terms and conditions stated in this Privacy Notice and our Terms of Use. If you do not agree with our policies and practices as set forth herein, your choice is not to use our Products. This Privacy Notice may change from time to time. Your continued use of the Products after we make changes is deemed to be acceptance of those changes, so please check this Privacy Notice periodically for updates.
Please note that the privacy practices set forth in this Privacy Notice are for our Products only and we are not responsible for the privacy practices of any third party, including any other application, website, or product that may be linked to, accessible from, or that you may use in connection with the Products. If you, the user, elect to link to other applications, websites, or products, please review the privacy policies posted for those products.
This Privacy Notice also does not apply to:
We collect several types of information from and about users of our Products, including:
Customer Feedback: Any data you voluntarily provide to us as part of a survey or other feedback mechanism. When you use our Products as a healthcare provider, we also collect:
We collect this information directly from you, from other parties, or from you indirectly through cookies and other technologies, including when you:
We may use the information we collect about you as follows:
Any information submitted to us through our Products in connection with an online job application for a position with our Company will be used for the purpose of considering and moving forward with your application. We may also retain personal information from your application for the purpose of considering your application for future employment needs with our Company. Such information may be shared with third-party service providers whom we retain to gather, maintain, and evaluate candidate applications for job postings. All such information may also be shared to conduct and report equal opportunity and diversity monitoring where required by law or regulation.
We may share your personal information as follows:
In any situation, we reserve the right to raise or waive any legal objection or rights available to us.
You, as a user, have the following choices regarding information provided to the Products:
We will retain the personal information that you share with us via the Products for as long as may be required or permitted under applicable law. If you are a California resident, please see our Privacy Notice for California Residents and Notice of Collection of Personal Information for California Applicants below for further information about our retention of California Personal Information (as defined below).
Our Products are restricted to use by individuals fourteen (14) years of age and older. No one under the age of fourteen (14) may access or use the Products. We do not knowingly collect information from children under the age of fourteen (14). Should you have knowledge that a user of our Products is under the age of fourteen (14), please contact us immediately.
This Privacy Notice is intended to primarily cover the collection of information via the Products from United States residents. However, we recognize that some users may access our Products from Canada. In such cases, we handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA). If you are utilizing the Products outside the United States, please know that by using the Products, you understand and agree that your information may be transferred to and processed in the United States where our servers are located and our central database is operated and such information may also be transferred to our third parties with whom we share such information as described in this Privacy Notice. If you reside in Canada, you have the right to request how we use your personal information and the recipients to which it has been disclosed, as well as the right to access and correct your personal information. If you reside in Canada and would like to exercise your rights noted above, please submit your request to us by either:
Only you, or someone legally authorized to act on your behalf, may make a request to know or correct your Canadian personal information. You may also make a request to know or correct on behalf of your child.
All information provided by users will be protected in accordance with industry standard security protocols and technology. We have physical, electronic and procedural security measures in place to prevent misuse and modification of your information under our control and to prevent any loss thereof. Unfortunately, the internet, mobile networks, and other networks our Products rely on are not completely secure and thus we cannot 100% guarantee the security of any information provided to us by our users. Please also note that email and other communication methods may not be secure, and you should avoid sending any personal information via such channels.
Depending on the Product being used, we may use cookies, pixels, web beacons, mobile analytics and advertising IDs, and similar online tracking technologies (collectively “cookies” or “tracking technologies”) managed by us or our third party vendors to provide, personalize, secure, support and improve our Products, to deliver advertisements and marketing, and to provide a better Product experience. For example, use of cookies allows us to customize our Products according to your individual interests; speed up your searches; and recognize you when you return to our Products.Tracking technologies can generally be categorized as follows:
In certain circumstances, we may combine tracking technology information with other personal information about you. We or external parties, on our behalf and pursuant to contract, may collect personal information about your online activities over time and across different online services when you use our Products.
We may use Google Analytics or other providers (such as Google Tag Manager and 6Sense) to help us understand how users interact with our Products and for other analytics services. We may also implement Google Analytics Advertising Features such as remarketing with analytics and interest-based ads. We may use first-party cookies or other first-party identifiers as well as third-party cookies or other third-party identifiers to deliver advertisements, measure your interests, and/or personalize content.
For more information on how certain of these providers use data collected through our Products or to opt-out, visit:
You may also opt out of certain tracking technologies by visiting the opt-out services by the Digital Advertising Alliance in the U.S. and the Canadian Digital Advertising Alliance in Canada. You can visit Ad Choices (U.S.) or Your Ad Choices (Canada). Opting out through these services does not mean you will no longer receive advertising from us, or when you use the internet.
Depending on your device settings, you may also opt out of certain interest-based advertising through the device’s “Limit Ad Tracking” or equivalent feature. Refer to your device for more information on what this opt out affects. For instance, you can generally adjust or reset the advertising identifiers on your mobile device in the device settings. In addition, iOS and Android operating systems provide options to limit tracking and/or reset advertising IDs.You can set your browser to refuse cookies from websites, but if you do so, you may not be able to access or use portions of our Products and certain portions of our Products may not function as intended or as well.
To control web beacons, most email providers have settings which allow you to prevent the automatic downloading of images, which will disable web beacons in the email messages you read.
We are not responsible for opt-out processes provided by external parties.
We may engage third party service providers to provide certain interactive features on our Products. Your use of these interactive features is voluntary, and we and our third party service providers may monitor, record, use, share and retain the information that you submit through these features. For example, we may offer interactive chat or voice assistance features on or in our Products to (a) answer questions and for other customer support purposes and (b) help identify your product needs and for other sales and marketing purposes. When you participate in the interactive features, either with a virtual or live agent, the contents of the communication may be captured, recorded, kept as a transcript and stored by our third-party service providers. By using these features, you understand that our service providers may receive and process the information obtained through the feature to provide the service on our behalf.
You may occasionally be invited to participate in polls and surveys by us and our affiliates, either directly or via a third-party service provider. Such invitation may be random or may be based on information gathered by us or the third party. Your participation is completely voluntary, and you may be asked to provide personally identifiable information in order to participate. Information gathered in connection with surveys or polls will be used only in connection with that survey or poll and will not be disclosed with any third parties other than the affiliate or third-party service provider conducting that survey or poll.
This Privacy Notice for California Residents and Notice of Collection of Personal Information for California Applicants supplements the information contained in our Privacy Notice and applies solely to all visitors to and users of our Products who reside in the State of California (“consumers” or “you”) and California online job applicants (“California Applicants”). We adopt this notice to comply with the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 (“CCPA”) and any terms defined in the CCPA have the same meaning when used in this Notice. Unless otherwise noted, the disclosures in this Privacy Notice for California residents cover our activities in the twelve (12) months preceding the Effective Date, as well as our current practices.
We collect California Consumer Personal Information from California users of our Products and California Applicant Personal Information from California Applicants (collectively, “California Personal Information”).
As used herein, the term “California Applicant Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with California Applicants. California Applicant Personal Information does not include information that is publicly available, de-identified, or aggregated.
As used herein, “California Consumer Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household.
California Consumer Personal Information does not include:
We may collect, use, and disclose California Personal Information for business purposes consistent with applicable laws as identified below. Where we transfer applicable California Personal Information to recipients, such as our service providers, we do so for the same business purposes described below. These examples may vary depending on the nature of your interactions with us.
We may also collect publicly available information about you, including information that is lawfully made available to the general public from federal, state, or local government records.
We may disclose each of the categories of California Personal Information identified above to the identified categories of recipients for operational or business purposes consistent with the purposes for collection or use designated, as is reasonably necessary and proportionate to achieve those purposes, or for another purpose that is compatible with the context in which the California Personal Information was collected, including, but not limited to:
In addition to the other purposes for collection, use, and disclosure of California Personal Information described in this Privacy Notice for California Residents and Notice of Collection of Personal Information for California Applicants, we may collect, use, and disclose California Personal Information as required by law, regulation or court order; to respond to governmental and/or law enforcement requests; to identify, contact or bring legal action against someone who may be causing injury to or interfering with our or others’ rights or property; to support any actual or threatened claim, defense or declaration in a case or before any jurisdictional and/or administrative authority, arbitration or mediation panel; or in connection with disciplinary actions/investigations. Likewise, we may use and disclose California Personal Information to other parties in connection with the sale, assignment, merger, or reorganization of the Company.
We may share your personal information by disclosing it to a third party for a business purpose. We only make these business purpose disclosures under written contracts that describe the purposes for such disclosures, require the recipient to keep the personal information confidential, and prohibit using the disclosed information for any purpose except performing the contract. In the preceding twelve (12) months, we have disclosed personal information for a business purpose to the categories of third parties indicated in the chart above.
We may also sell or share the following categories of California Personal Information with third parties for the purposes of cross-context behavioral advertising: identifiers, internet or other electronic network activity, and approximate geolocation data. We sell and/or share this California Personal Information with third parties for advertising purposes. The third parties to whom this personal information was sold and/or shared are advertisers and analytics vendors. When we use the terms sell, sold, or sale, we mean for valuable consideration and not monetary value.
We offer you the ability to opt out of sales and sharing of your California Personal Information as set forth below.
We do not have actual knowledge that we sell or share the California Personal Information of consumers under sixteen (16) years of age.
We will store your California Personal Information for as long as necessary for the performance of our obligations or to achieve the purposes for which the California Personal Information was collected, or as may be required or permitted under applicable law. To determine the appropriate retention period, we will consider the amount, nature, and sensitivity of the data; the potential risk of harm from unauthorized use or disclosure of the data; the purposes for which we process the data and whether we can achieve those purposes through other means; and the applicable legal requirements. Unless otherwise required by applicable law, at the end of the retention period we will remove California Personal Information from our systems and records or take appropriate steps to properly anonymize, deidentify, or aggregate it, where legally applicable.
The CCPA provides California residents with specific rights regarding their personal information. This section describes your CCPA rights and explains how to exercise those rights.
You have the right to request that we disclose certain information to you about our collection and use of your California Personal Information over the past 12 months (the “right to know”). Once we receive your request and confirm your identity (see Exercising Your Rights to Know, Delete, or Correct), we will disclose to you:
You have the right to request that we delete any of your California Personal Information that we collected from you and retained, subject to certain exceptions (the “right to delete”). Once we receive your request and confirm your identity (see Exercising Your Rights to Know, Delete, or Correct), we will review and respond to your request.We will delete or deidentify personal information not subject to an exception from our records and will direct our service providers to take similar action.
You have the right to correct California Personal Information that we hold about you (the “right to correct”).
We do not use or disclose sensitive California Personal Information for purposes to which the right to limit use and disclosure applies under the CCPA.
To exercise your rights to know or delete described above, please submit a request by either:
Only you, or someone legally authorized to act on your behalf, may make a request to know, delete, or correct your California Personal Information.
You may also make a request to know, delete, or correct on behalf of your child.
You may only submit a request to know twice within a 12-month period. Your request to know, delete, or correct must:
We cannot respond to your request or provide you with California Personal Information if we cannot verify your identity or authority to make the request and confirm the personal information relates to you. You may designate an authorized agent to make a request on your behalf; however, you will still need to verify your identity directly with us before your request can be processed.
You do not need to create an account with us to submit a request to know, delete, or correct. However, we do consider requests made through your password protected account sufficiently verified when the request relates to California Personal Information associated with that specific account.
We will only use personal information provided in the request to verify the requestor’s identity or authority to make it.
We will confirm receipt of your request within ten (10) business days. If you do not receive confirmation within the 10-day timeframe, please contact [email protected].
We endeavor to substantively respond to a verifiable consumer request within forty-five (45) days of its receipt. If we require more time (up to another 45 days), we will inform you of the reason and extension period in writing.
We will deliver our written response by mail or electronically, at your option.
The response we provide will also explain the reasons we cannot comply with a request, if applicable. For data portability requests, we will select a format to provide your California Personal Information that is readily useable and should allow you to transmit the information from one entity to another entity without hindrance.
We do not charge a fee to process or respond to your verifiable consumer request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request.
We will only use California Personal Information provided in an opt-out request to review and comply with the request.
We will not discriminate against you for exercising any of your CCPA rights. Unless permitted by the CCPA, we will not:
However, we may offer you certain financial incentives permitted by the CCPA that can result in different prices, rates, or quality levels. Any CCPA-permitted financial incentive we offer will reasonably relate to your personal information’s value and contain written terms that describe the program’s material aspects. Participation in a financial incentive program requires your prior opt-in consent, which you may revoke at any time.
We occasionally update this Privacy Notice and will post the date of the last update at the top of this Privacy Notice. Please check back periodically so as to inform yourself of any changes to this Privacy Notice. Any changes will become effective upon the posting of the revised Privacy Notice on our website. Each time that you use our Products, you agree to all terms set forth in this Privacy Notice, the Terms of Use and any other policies published by Company on the Product being utilized. In the event that you object to any changes, please promptly close your account. Please email us at [email protected] with any questions regarding the terms or conditions of any of our policies.
If you have any questions regarding this Privacy Notice, please do not hesitate to contact us via email or postal mail as follows:HHAeXchange130 West 42nd Street, 2nd FloorNew York, NY 10036[email protected]