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Policy & HIPAA Notice

Effective Date: 2025

At Memory Haven of Tolono, your privacy is our priority. This Privacy Policy and HIPAA Notice explain how we collect, use, and protect the personal and health information of our residents, families, and website visitors. We are committed to safeguarding your information in accordance with all applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA).

1. Information We Collect

We may collect two types of information:

a. Personal Information

When you contact us through our website or by phone, we may collect:

• Name, address, phone number, and email

• Information you share when inquiring about care, tours, or employment

b. Health Information (Protected Health Information or PHI)

If you are a resident or prospective resident, we may collect:

• Medical history, care needs, medications, and physician information

• Insurance or billing information

• Emergency contact details

This information is considered Protected Health Information (PHI) and is subject to strict confidentiality under HIPAA.

2. How We Use Your Information

We use your information to:

• Respond to inquiries, schedule tours, and provide requested information

• Coordinate and deliver resident care and related services

• Communicate with healthcare providers, insurance companies, and authorized family members

• Manage administrative and operational needs of our community

• Comply with federal, state, and local legal requirements

We only use or share PHI as allowed or required by HIPAA.

3. How We Protect Your Information

We take multiple steps to safeguard your data, including:

• Secure servers, encrypted communication, and password-protected systems

• Limiting access to personal and health information to authorized staff only

• Regular training of our employees on HIPAA and confidentiality standards

Although we take all reasonable precautions, no system can be guaranteed to be 100% secure. If a data breach were ever to occur, we will notify affected individuals promptly as required by law.

4. Sharing Your Information

We do not sell or rent your personal or health information.
We may share your data only in the following cases:

• With your consent or authorization

• With healthcare professionals involved in your care

• With insurance providers for billing and payment purposes

• When required by law or to prevent serious threats to health or safety

• With trusted vendors or contractors who are bound by confidentiality agreements and HIPAA Business Associate Agreements (BAAs)

5. Your Rights Under HIPAA

You have important rights regarding your Protected Health Information:

• Access: You may request a copy of your health records.

• Amendment: You may ask us to correct information you believe is inaccurate.

• Restrictions: You may request limits on how we use or disclose your information.

• Confidential Communications: You may request that we communicate with you in a specific way (e.g., via mail only).

• Accounting of Disclosures: You may request a record of when and why your PHI has been shared.

To exercise these rights, please contact us in writing using the details below.

6. Cookies & Website Data

Our website may collect limited non-personal information (such as page views and browser type) through cookies or analytics tools. This information helps us improve our online experience but does not include PHI.

7. Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The most current version will always be available on our website with the latest effective date.

8. Contact Information

If you have any questions, concerns, or complaints about this Privacy Policy or your rights under HIPAA, please contact:

Privacy Officer: Ty Gillespie I  ty@gmgmtg.com
 

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If you believe your privacy rights have been violated, you may also file a complaint with the U.S. Department of Health and Human Services (HHS), Office for Civil Rights. We will never retaliate against you for filing a complaint.

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