HHAeXchange Data Privacy Policy

This policy covers how HHAeXchange (“HHAeXchange”) treats Personally Identifiable Information (“PII”) and Protected Health Information (“PHI”) that HHAeXchange collects, receives, maintains, stores or transmits, including information you transmit or submit to HHAeXchange. The PHI you provide to us may include information that individually identifies an individual or is information about an individual that can be traced back to you, your IP address, or your location. It may also include, but is not limited to an individual’s name, address, employer, email address, phone number, and information about the individual’s health and/or other types of protected health information.


By using this Site, and/or HHAeXchange’s products or services, you accept and hereby expressly consent to the terms of this Privacy Policy. This Privacy Policy may change from time to time, so please check back periodically to ensure that you are aware of any changes. Your continued use of the Site, HHAeXchange’s products or services signifies your acceptance of any such changes.

We have the right to change our privacy practices and the terms of this notice. If we make a material change to our privacy practices, we will post the revised notice on our website, at www.hhaexchange.com. We reserve the right to make any revised or changed notice effective for information we already have and for information that we receive in the future.

Information Collection and Use

HHAeXchange collects personal information when you sign up to use HHAeXchange products or services. When you sign up, we ask for your name, email address, phone number and your company’s demographic and financial information such as credit card information. It is always your choice whether or not to provide us with such information. If you choose not to provide the requested information you may not be able to use certain features or functions of this Site or HHAeXchange’s products or services. Whenever you visit our Site, HHAeXchange also receives and records information on our server logs from your browser, including your IP address, HHAeXchange’s cookie information, and the pages you request, and relates it to the PII you provide.

HHAeXchange collects and uses information you provide to introduce HHAeXchange’s products and services to you, and to communicate with you about our products and services or to reply to your request for information or comments.

With your consent, we may:

  • Provide information to you about developments, announcements, promotions or new products or services.
  • Conduct research and improve our products and services.
  • If applicable, provide information to and receive information from third party vendor(s).
  • Provide information to your health plan provider related to HHAeXchange programs.
  • Provide de-identified reporting (i.e. reporting that does not contain any PHI) for internal and external clients and associated partners.

You may opt-out of receiving future messages and announcements and remove your name from our mailing lists. The opt-out provisions do not apply to information collected by cookies or used internally to recognize you and/or facilitate your visits to the Site, or information we may retain to comply with legal requirements.

If you wish to subscribe to our newsletter, we will use your name and email address to send the newsletter to you. Out of respect for your privacy, we provide you a way to unsubscribe by clicking on the link within the email.

Our Site uses a software technology called “cookies.” Cookies are small text files that we place in visitors’ computer browsers to store their preferences. Cookies themselves do not contain any PII.

“Web beacons” are small pieces of code placed on a web page to monitor the behavior and collect data about the visitors viewing a web page. For example, web beacons can be used to count the users who visit a web page or to deliver a cookie to the browser of a visitor viewing that page. We may use web beacons on our Site from time to time for this purpose.

Information Sharing and Disclosure

HHAeXchange does not rent, sell, or share PHI with other people or non-affiliated companies, except to provide products or services you have requested, when we have your authorization to share such information or when we provide the information to companies or consultants working on behalf of or with us under confidentiality agreements. These companies and consultants may use the PHI you have provided to help us communicate with you about offers from HHAeXchange and our marketing partners. However, these companies and consultants do not have any independent right to share this information.

We may also be required to disclose the information you have provided in response to a legal process, for example, in response to a court order or a subpoena to comply with its applicable legal and regulatory reporting requirements. We also may also disclose such information in response to a law enforcement agency’s request, or where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our Terms of Use, or to verify or enforce compliance with the policies governing our products and with applicable laws, or as otherwise required or permitted by law or consistent with legal requirements. In addition, we may transfer information you have provided to an entity or individual that acquires, buys, or merges with HHAeXchange, or our other business units.

Confidentiality and Security

We have taken reasonable and necessary steps to ensure that all information collected will remain secure and in its original form, i.e., free from any alteration. We have put in place appropriate physical, electronic, and administrative procedures in an effort to safeguard and help prevent unauthorized access, maintain data security, and correctly use the information we collect online.

HHAeXchange is not responsible for and will not be a party to any transactions between you and a third party provider of products, information or services. HHAeXchange does not monitor such transactions to ensure the confidentiality of the PHI you have provided to us, including credit card information. Any separate charges or obligations you incur in your dealings with these third parties linked to HHAeXchange’s Site are solely your responsibility.

While we follow generally accepted security practices, no method of transmission over the Internet, or method of electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect any PHI, we cannot guarantee its absolute security. If you have any questions about security on our web site, you can contact us at support@hhaexchange.com.

Accessing Information

You may request access to the PHI you have provided to us and request information about our collection, use and disclosure of such information by contacting us at support@hhaexchange.com. We use best efforts to keep our records as accurate and complete as possible. You can help us maintain the accuracy of such information by notifying us of any changes to such personal information. Your rights to access the personal information you provide are not absolute. We may deny you access when required by law or if disclosure would likely reveal personal information about a third party.

Disclosure for Marketing Purposes

By agreeing to the terms of this Privacy Policy, you expressly authorize HHAeXchange to share the PHI you have provided to us with third parties for marketing purposes. If you do not want such information to be shared with any company or organization, you may notify us at any time by writing to us at support@hhaexchange.com or our regular mailing address below.

Questions and Suggestions

If you have questions or suggestions, or wish to correct any profile information, please email HHAeXchange at support@hhaexchange.com or call us at (718) 407-4633.

Written communication should be sent to:

Privacy Officer
One Court Square
44th Floor
Long Island City, NY 11101

This Privacy Policy was last updated on or about September 9, 2015.



I've been managing and submitting my claims via HHA eXchange and I have one word....fantastic! My billing time has been cut drastically. I better control my visits and employees, but work less at it. It is so much easier to stay in compliance with HHA eXchange… thanks Homecare Software Solutions!

Berey Weiss, Greater NY Homecare

Our experiences using the HHA eXchange program have been very positive. Their compliance toolset is excellent, and really gives us confidence that we are billing as near error-free as possible. It has greatly decreased unnecessary workload. It all just flows and is extremely user-friendly. My staff is extremely happy with it.

Susan Katz, Summit Home Health Care