Privacy Policy

RayLeeJ Homecare & Respite Solutions LLC ("we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website at rljhcsolutions.com or submit inquiries through our contact form. As a licensed homecare provider in the State of Tennessee, we take our obligation to protect your information seriously.

1. Information We Collect

When you submit our contact or care assessment request form, we collect the following information:

• Full name
• Email address
• Phone number
• Service(s) you are interested in
• A free-text message, which may include details about care needs or health conditions

Because the information you provide may relate to health conditions, care needs, or diagnoses, some of the data submitted through our contact form may constitute Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA). We handle all submitted information with the same level of care and security as PHI.

2. How We Use Your Information

We use the information you provide solely for the following purposes:

• Care Assessment: To evaluate your care needs and determine how we can best serve you or your family member
• Communication: To respond to your inquiry via email or phone
• Email Notifications: To send you a confirmation of your submission and to notify our administrative team for follow-up
• Service Coordination: To schedule consultations, assessments, or care services

We do not sell, rent, or share your personal information with third parties for marketing purposes.

3. Data Storage and Security

We implement industry-standard security measures to protect your information:

• Encryption: All form submissions are encrypted at rest using AES-256-GCM encryption, a military-grade encryption standard
• Secure Storage: Data is stored in Google Firebase/Firestore, which maintains SOC 1, SOC 2, and SOC 3 compliance
• Transmission Security: All data transmitted between your browser and our servers is encrypted via TLS/SSL (HTTPS)
• Access Controls: Only authorized administrative personnel have access to submitted information

4. Data Retention

Contact form submissions are retained for a maximum of 90 days from the date of submission. After this period, submissions are automatically purged from our systems. If you become an active client, your information will be retained in accordance with our client records policies and applicable Tennessee healthcare record retention requirements.

5. HIPAA Compliance

As a healthcare services provider, we are committed to complying with the Health Insurance Portability and Accountability Act (HIPAA) and its implementing regulations. Our practices are designed to protect the privacy and security of any Protected Health Information (PHI) you share with us.

For a comprehensive description of your rights under HIPAA and how we may use and disclose your health information, please review our HIPAA Privacy Notice.

6. Third-Party Services

We use the following third-party services to operate our website and process your information:

• SendGrid (Twilio): Used to send email notifications when you submit a contact form. SendGrid processes your name and email address to deliver confirmation and notification emails. SendGrid maintains SOC 2 Type II certification.
• Google Firebase / Firestore: Used to securely store contact form submissions. Firebase is hosted on Google Cloud Platform, which maintains HIPAA-eligible infrastructure.
• Umami Analytics: We use Umami, a privacy-focused, cookie-free analytics tool, to understand general website traffic patterns. Umami does not collect personally identifiable information, does not use cookies, and does not track individual users across websites. All analytics data is aggregated and anonymous.

We do not use any advertising networks, retargeting pixels, or social media tracking tools on our website.

7. Cookies

Our website uses minimal cookies that are strictly necessary for website functionality. We do not use tracking cookies, advertising cookies, or third-party marketing cookies. Our analytics solution (Umami) is entirely cookie-free. You may configure your browser to block cookies, though this should not affect your ability to use our website.

8. Children's Privacy

Our website is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 through our website, in compliance with the Children's Online Privacy Protection Act (COPPA). If a parent or guardian submits a care inquiry on behalf of a minor, the parent or guardian is responsible for providing that information. If we learn that we have inadvertently collected information from a child under 13 without verified parental consent, we will promptly delete that information.

9. Your Rights

You have the following rights regarding your personal information:

• Access: You may request a copy of the personal information we hold about you
• Correction: You may request that we correct any inaccurate information
• Deletion: You may request that we delete your personal information from our systems
• Restriction: You may request that we restrict processing of your information

To exercise any of these rights, please contact us using the information provided below. We will respond to all privacy-related requests within 30 days. For requests related to Protected Health Information under HIPAA, please refer to our HIPAA Privacy Notice for the applicable procedures and timelines.

10. Tennessee-Specific Disclosures

As a homecare provider licensed in the State of Tennessee, we comply with all applicable state laws regarding the collection, use, and protection of personal and health information, including but not limited to:

• The Tennessee Identity Theft Deterrence Act (Tenn. Code Ann. 47-18-2101 et seq.)
• Tennessee consumer protection statutes regarding data breach notification (Tenn. Code Ann. 47-18-2107)
• Tennessee Department of Health regulations governing homecare service providers

In the event of a data breach affecting your personal information, we will notify you in accordance with Tennessee law and applicable federal regulations.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically.

12. Contact Us

If you have questions or concerns about this Privacy Policy, our data practices, or wish to exercise your privacy rights, please contact us: