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CareIQ Assist

Legal

Privacy Policy

Effective Last updated

Welcome to CareIQ Assist (the "Website"), operated by CareIQ Assist LLC ("Company," "we," "us," or "our"). Your privacy is important to us. This Privacy Policy explains how we collect, use, protect, and disclose personal information when you use our Website, our CRM platform, and our related services (collectively, the "Services").

This Privacy Policy applies to users located in the United States. By accessing or using the Website or Services, you agree to the terms of this Privacy Policy.

1. Information We Collect

1.1 Information You Provide Voluntarily

We may collect personal information you voluntarily provide, including but not limited to:

  • Full name
  • Email address
  • Mobile phone number
  • Business name and business address
  • Industry and business type
  • Appointment, consultation, or inquiry details
  • Staffing requirements and service preferences
  • Billing and payment information
  • Information submitted through forms, surveys, chat, or booking tools

Providing personal information is voluntary; however, certain services may not be available without it.

1.2 Information Collected from Job Applicants

If you apply to join CareIQ Assist as a virtual professional, we may collect your resume, work history, educational background, professional certifications, skills assessments, contact details, and any other information you submit through our application process. This information is used solely for recruitment, screening, and placement purposes.

1.3 Client Data Processed Through Our Services

In the course of providing virtual assistant and CRM services, we may process data belonging to our clients and their customers, including contact records, appointment information, and business documentation. This data remains the property of our clients at all times. We act only as a service provider with respect to such data and process it solely to deliver the services requested.

1.4 Automatically Collected Information

When you visit the Website, we may automatically collect non-personal information such as:

  • IP address
  • Browser type and version
  • Device type and operating system
  • Pages viewed and time spent on each page
  • Referring and exit URLs
  • Approximate location derived from IP address

This data is used for analytics, security monitoring, and Website optimization. It is not used to identify any specific individual.

1.5 Cookies and Tracking Technologies

We may use cookies, pixels, and similar tracking technologies to support Website functionality, analytics, security, and remarketing. You may disable cookies through your browser settings; however, doing so may affect the functionality of certain parts of the Website.

2. How We Use Your Information

We use the information we collect to:

  • Provide and deliver the virtual staffing, CRM, and digital services you request
  • Match clients with suitable virtual professionals
  • Respond to inquiries and provide customer support
  • Schedule and manage discovery calls, consultations, and appointments
  • Process billing, invoicing, and payments
  • Send transactional communications related to your account or services
  • Send email marketing communications in compliance with U.S. CAN-SPAM laws
  • Send SMS/text messages only with your valid prior express written consent
  • Evaluate and process applications from prospective virtual professionals
  • Improve Website performance and user experience
  • Prevent fraud and ensure the security of our systems
  • Comply with applicable legal and regulatory obligations

We do not sell your personal information to third parties.

3. Email Marketing Compliance

If you provide your email address, we may send transactional emails and, where permitted by law, promotional emails. All marketing emails include a clear and easy unsubscribe option. You may opt out of marketing emails at any time by clicking the unsubscribe link in any email or by contacting us directly.

Opting out of marketing emails does not affect delivery of transactional emails necessary to provide the services you have requested.

4. Text Message and SMS Policy (A2P / TCPA / CTIA Compliant)

4.1 Program Description

CareIQ Assist LLC may send text messages to clients, prospects, and applicants who have provided express written consent. Messages may include:

  • Transactional messages: appointment confirmations, reminders, onboarding updates, service notifications, and account-related communications
  • Promotional messages: service announcements, offers, and business updates, sent only with explicit prior consent

4.2 Consent

By providing your mobile phone number and opting in to receive text messages, you provide express written consent to receive SMS/text messages from CareIQ Assist LLC. Consent is not a condition of purchase or service. Consent is collected through a clear, affirmative, and unchecked opt-in mechanism.

4.3 Message Frequency

Message frequency may vary depending on your interaction with our Services and the nature of your engagement with CareIQ Assist LLC.

4.4 Fees

Message and data rates may apply depending on your mobile carrier and plan.

4.5 How to Opt Out

You may opt out of receiving text messages at any time by replying STOP to any message you receive from us. After opting out, you may receive one final confirmation message acknowledging your request. No further messages will be sent after that confirmation.

4.6 Help

Reply HELP to any of our text messages for assistance, or contact us directly at:

4.7 Transactional vs. Promotional Messages

Transactional messages are sent to fulfill services you have requested and do not require separate opt-in beyond the initial service enrollment. Promotional messages require explicit opt-in consent and will stop immediately upon your request to opt out.

4.8 Opt-In Confirmation

After opting in to receive text messages, you will receive a confirmation message that includes:

  • Program description and business identity
  • Message frequency disclosure
  • Message and data rate disclosure
  • Instructions to reply STOP to opt out
  • Instructions to reply HELP for support
  • Customer support contact information

5. Mobile Information: No Sharing With Third Parties

No mobile information, including phone numbers, SMS opt-in data, or consent records, will be shared with third parties or affiliates for marketing or promotional purposes.

Text messaging originator opt-in data and consent records will never be shared with any third party under any circumstances.

6. Limited Sharing With Service Providers

We may share personal information with trusted third-party service providers solely to support the operation of our business, including but not limited to CRM platforms, SMS messaging providers, website hosting services, payment processors, time tracking platforms, and analytics tools. These service providers are contractually obligated to protect your personal information and are prohibited from using it for their own marketing or any purpose beyond the services they provide to us.

7. Confidentiality of Client and Customer Data

CareIQ Assist treats all client data and customer records with the highest degree of confidentiality. We will never use client data, contact records, or any personally identifiable information belonging to our clients or their customers for demonstration, training, example, or marketing purposes.

Access to client workspaces is restricted on a strict need-to-work basis and governed by role-based permissions. Any internal training or demonstration uses non-identifying sample data only.

This obligation carries no expiration date and remains in effect regardless of whether a client engagement is active or has been terminated.

8. Healthcare-Related Information

Where CareIQ Assist provides virtual medical assistant services to healthcare clients, our systems and workflows are designed with HIPAA-aware safeguards. Any handling of protected health information is governed by a separately executed Business Associate Agreement between CareIQ Assist and the applicable healthcare client. Nothing in this Privacy Policy substitutes for or modifies the terms of any such agreement.

9. Third-Party Links and Remarketing

Our Website may contain links to third-party websites. We are not responsible for the content or privacy practices of those websites and encourage you to review their privacy policies independently. We may also use third-party advertising platforms for remarketing purposes, which may use cookies or pixels to serve targeted advertisements based on your prior visits to our Website.

10. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, modification, or disclosure. Data is transmitted and stored using industry-standard encryption, and access is governed by role-based permissions and multi-factor authentication requirements.

However, no method of transmission over the Internet or electronic storage system is completely secure, and we cannot guarantee absolute security.

11. Data Retention

We retain personal information only as long as necessary to provide you with our services, comply with applicable legal obligations, resolve disputes, and enforce our agreements. When personal information is no longer needed, we will securely delete or anonymize it.

Upon termination of a client engagement, client data is exported and delivered to the client upon request, after which it may be permanently deleted from our systems in accordance with the terms of the applicable service agreement.

12. Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

  • The right to be informed about how your data is used
  • The right to access the personal data we hold about you
  • The right to request correction of inaccurate data
  • The right to request deletion of your data
  • The right to restrict or object to the processing of your data
  • The right to data portability
  • Rights related to automated decision-making and profiling

To exercise any of these rights, please contact us using the information provided in Section 15 below.

13. Children's Privacy (COPPA)

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. If you believe we have inadvertently collected information from a child under 13, please contact us immediately and we will take steps to delete such information.

14. Legal Disclosure

We may disclose your personal information if required to do so by law or in good-faith belief that such action is necessary to comply with a legal obligation, protect and defend the rights or property of CareIQ Assist LLC, prevent or investigate possible wrongdoing in connection with the Services, protect the personal safety of users or the public, or comply with a subpoena or similar legal process.

15. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page with an updated effective date. We encourage you to review this page periodically. Your continued use of the Website after any changes constitutes your acceptance of the updated Privacy Policy.

16. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your personal information is being handled, please contact us at:

CareIQ Assist LLC