Privacy Policy

Effective November 7, 2026 · Last updated November 7, 2026

HomeCare Provider Services, LLC ("HCPS", "we", "us") is an independent manufacturer sales representative company serving home medical equipment dealers. This policy explains what information we collect, how we use and share it, how long we keep it, and the choices you have, across:

our website, www.homecareproviderservices.org;
the 360 Dealer Portal (online ordering, customer quotes and dealer business tools, including the Social Ads builder, AI Marketing Studio and social publishing);
public dealer storefronts that HCPS hosts for participating dealerships;
HCPS Connect 360, our internal staff and sales system (including Dealer 360); and
the HCPS Training & Certification Academy.

Our services are offered to businesses. Where this policy says "dealer", it means a dealership and the people who use our services on its behalf.

1. Information we collect

Information you give us — for example when you contact us, request pricing or literature, apply to become a dealer, open a manufacturer account, register for training or chat with us.
Information created when dealers use our services — accounts, orders, quotes, saved ads, scheduled posts and similar records described below.
Information from manufacturers and partners — manufacturer sales and commission reports, account numbers and order confirmations about dealers' purchases.
Information from platforms a dealer connects — only what is described in section 6.
Technical information — basic device, browser and usage information needed to run and secure our services, described in section 7.

2. Dealer information

To provide ordering, support and sales services, HCPS processes:

dealer company details and contact information (names, job titles, business email addresses, telephone numbers and business addresses);
360 Dealer Portal users, their sign-in details and roles, and the dealership's locations;
the manufacturer product lines each dealership is approved to order;
manufacturer account identifiers (account numbers, account names or user names) and their verification status;
orders, order history, carts, retail prices the dealer sets, and customer quotes the dealer prepares (a quote may contain the name and contact details of the dealer's customer, entered by the dealer);
manufacturer account applications, including the business, ownership, tax, reference and signature information the application form asks for, and signed documents;
portal activity, such as sign-ins and open carts, used to support dealers and keep accounts secure;
portal and email engagement — product, pricing and order-page views in the 360 Dealer Portal, and whether HCPS emails are opened or their links clicked — used to measure a dealership's interest, prompt follow-up by our representatives and send automated reminder emails to the dealership;
business messages and support requests, including emails exchanged with HCPS staff, call and visit notes, tasks and follow-ups recorded by HCPS staff in Connect 360 / Dealer 360; and
training enrolments, progress and certificates in the HCPS Academy (Academy payments are handled by Stripe; HCPS does not receive or store full card numbers).

We use this information to operate dealer accounts, price and review orders, pass orders and applications to the relevant manufacturer, provide customer service, support our sales and training work, report to manufacturers we represent, keep our records and protect our services. Access inside HCPS is limited by role: dealer users see only their own dealership's information, and HCPS sales representatives see only the dealerships they are assigned to unless their role requires wider access.

3. Public dealer storefronts

HCPS hosts optional public storefronts for participating dealerships. A storefront lets members of the public browse the products that dealership offers and send it a question. There is no checkout on a storefront.

What we collect when you send a request

When you use "Request information" (or a similar form) on a storefront, we collect the information you enter: your name, email address and/or telephone number, your question or message, the product you are asking about (if any) and the dealership location whose storefront you used. Before sending, you are asked to agree that the dealership may contact you about your request.

Where it goes

Your request is stored by HCPS for that dealership and sent by email to the dealership's storefront contact address so it can answer you; the dealership can also see it in its 360 Dealer Portal and mark it handled or delete it. The dealership's own use of your information is governed by the dealership's privacy practices. HCPS staff may access a request only to operate, support or secure the service. Your contact details are not passed to manufacturers and are not used for HCPS's own marketing.

Abuse protection

To limit spam and abuse, our servers count requests and product views per visitor using a short-lived, keyed (one-way) code derived from your network address. The network address itself is not stored, and these codes are deleted after 2 days.

4. Demand Intelligence

"Demand Intelligence" helps dealers and HCPS understand which products people are interested in. It uses:

Anonymous product-interest counts — for each storefront and product, the number of product views and the number of information requests per day. These counts are not linked to any person, cookie or device identifier, and storefronts set no tracking cookies.
Business purchasing information — dealer orders placed through the 360 Dealer Portal and dealers' purchases reported to HCPS by manufacturers.

Demand Intelligence reports are available to authorized HCPS staff and representatives. They do not include storefront visitors' names or contact details. Identifiable information requests are handled only as described in section 3.

5. AI-assisted marketing and AI tools

AI Marketing Studio (dealers)

Authorized dealer users may choose to use AI tools in the 360 Dealer Portal to draft product advertising headlines, marketing messages, customer-benefit descriptions, social media captions, calls to action, advertising themes and campaign designs. When a dealer chooses AI generation, HCPS sends the following to our AI service provider, Anthropic (Claude):

the public product information shown on the dealer's storefront for the selected products (name, brand, category, description, features, specifications and the advertised price or "Call for Price");
the dealership's public business details used in the ad (name, city, state and the storefront or business telephone number); and
the dealer's selected options (for example goal, audience, tone, platform and format).

Report recommendations (dealers)

When a dealer asks for AI recommendations in its business reports, a summary of that dealership's own purchase, order and quote figures is sent to Anthropic to draft the recommendations. Reports may also show ordering trends across the HCPS dealer network that are aggregated and unnamed, and only shown where at least three dealerships are included.

What the AI service does not receive

For AI Marketing Studio, we do not send wholesale or dealer costs, manufacturer account information, customer records, storefront inquiries or social media access tokens to the AI service. AI output is a draft: HCPS checks it for unsupported claims and prices, and the dealer can edit or discard it. Nothing is published to a social platform unless the dealer approves that specific post.

AI tools used by HCPS staff

HCPS staff also use AI services to help draft emails to dealers, summarize sales visits and calls, and prepare product content. These tools may process dealer business information and contact details that our staff provide. Visit dictation may be transcribed by Deepgram, and drafting and summarizing use Anthropic. Staff review AI drafts before they are used, and AI-drafted emails are never sent automatically.

Dealers may choose to connect their own business accounts so that HCPS can publish the posts they approve. Connecting is voluntary, and only a signed-in dealer user with permission to manage that location can do it.

How connecting works

The dealer signs in with Facebook or LinkedIn on the platform's own page and sees the permissions HCPS requests.
The platform returns the business Pages, Instagram professional accounts or LinkedIn organization pages the dealer manages.
The dealer chooses one account to connect. The access for every account not chosen is deleted.

Permissions we request and why

Facebook Pages: pages_show_list, pages_read_engagement, pages_manage_posts — to list the Pages you manage so you can choose one, and to publish your approved posts to it.
Instagram professional accounts (through Facebook): pages_show_list, pages_read_engagement, instagram_basic, instagram_content_publish, business_management — to find the Instagram account linked to your Page and publish your approved posts to it.
LinkedIn organization pages: r_organization_admin, w_organization_social — to find the organization pages you administer and publish your approved posts to the one you choose.

HCPS uses these permissions only to list the accounts you may connect and to publish the posts you approve. We do not read or store your personal profile, private or direct messages, followers or follower lists, comments, advertising accounts or insights.

Information we keep about a connection

the chosen Page, Instagram account or organization: its name and platform identifier;
the access token issued by the platform (encrypted — see section 9) and its expiry date if the platform provides one;
the permissions granted (where the platform reports them), the connection status, who connected it and when; and
the approved marketing content, images, schedule, approval record and the result of each publishing attempt (including the platform's post identifier and any error message); and
for accounts a sign-in returned that the dealer did not choose, only their name and platform identifier as a record of the sign-in (their access is deleted).

Disconnecting

A dealer can disconnect an account at any time in the 360 Dealer Portal (Social Ads → Schedule & publish → Disconnect), or remove HCPS Social Publishing in the platform's settings — see Data Deletion Instructions. Disconnecting in the portal deletes the stored access token immediately, and HCPS can no longer publish to that account. Each approved post is tied to the account the dealer approved it for: it is never sent to a different Page or account, so after a disconnect its scheduled posts to that account do not publish unless the dealer reconnects that same account before their time; otherwise they fail. To use another account, the dealer edits the post and approves it again. Disconnecting does not remove posts already published; those stay on Facebook, Instagram or LinkedIn until you delete them there.

7. Cookies and similar technologies

Website analytics: our website uses Cloudflare Web Analytics, which counts page visits without cookies.
Live chat: our website and the 360 Dealer Portal offer live chat through Zoho SalesIQ, which uses cookies. On the website, SalesIQ may record the pages a visitor views. In the 360 Dealer Portal, SalesIQ receives the signed-in user's name, email and dealership identifiers and the products they view, so our CRM can connect chats and visits to the dealer account.
Email engagement: HCPS emails to dealers use open and click tracking (see section 2).
Embedded content and fonts: some website pages embed YouTube videos (Google), which may set Google's own cookies, including advertising-related cookies, when a page with a video loads or the video plays. Our website and portal load fonts from Google Fonts, so Google receives your browser's network address.
Sign-in: the 360 Dealer Portal and Connect 360 keep your sign-in session in your browser's storage. Connecting a social account uses a short-lived security cookie (15 minutes) to protect the sign-in step.
Public storefronts set no tracking cookies; product views are counted anonymously (see section 4).

HCPS does not place advertising cookies of its own or sell visitor data to advertisers.

We share information only as needed to provide our services:

Manufacturers we represent — dealer orders, account applications and the account information needed to process them, and sales information about the product lines they make. Golden Technologies orders are placed through Golden's own ordering system.
Participating dealerships — storefront information requests sent to that dealership.
Social platforms a dealer connects — Meta (Facebook and Instagram) and LinkedIn receive the approved posts to be published.
Service providers that operate our services on our behalf: Netlify (website and application hosting), Supabase (database, sign-in and file storage), Resend (email delivery), Microsoft 365 (HCPS staff email), Zoho (CRM, email campaigns and live chat), Cloudflare (website analytics), Google (fonts and embedded YouTube videos), OpenRouteService (route planning for HCPS sales visits, using dealer business addresses), Anthropic and Deepgram (AI features described in section 5), Documenso (electronic signatures for applications) and Stripe (Academy payments).
Legal and safety — where required by law, or to protect the rights, safety and security of HCPS, our users or others.
Business transfers — as part of a merger, acquisition or sale of HCPS's business, subject to this policy.

HCPS does not sell personal information, and does not share it for cross-context behavioral advertising.

9. Security

Social media access tokens are encrypted with AES-256-GCM before they are stored. The encryption key is kept only in our server environment, tokens are decrypted only on our servers at the moment of publishing, and they are never sent to a browser or written to logs.
Sensitive tables in our database are closed to public access and reached only through our server functions, which check the user's sign-in and the dealership, location or staff role before returning or changing anything.
Dealer users can see and act only on their own dealership's records; posts publish only with the dealer's recorded approval.
Connections are made through the platforms' official OAuth sign-in, using a single-use, 15-minute link tied to the dealer user who started it.
Error messages are cleaned of access tokens before they are recorded.

No system is perfectly secure. If you believe your information has been compromised, contact us right away.

10. How long we keep information

Dealer accounts, orders and order history — while the dealership's account is active and afterwards as long as needed for accounting, tax, legal and manufacturer reporting purposes.
Manufacturer account applications — signed files and application answers are kept for seven years after the application is closed and then deleted; a record that the application existed and its history are kept.
Storefront information requests — deleted automatically after 24 months; the dealership can delete a request sooner.
Storefront abuse-protection codes — deleted after 2 days.
Saved ads and designs — kept while the dealership's account is active; an ad the dealer archives is kept in our records until removed on request (see section 11).
Scheduled and published post records — kept while the dealership's account is active as a record of what was approved and published. On request we delete their images and remove the content and account details that identify you, keeping only an unidentifiable record of the approval and publishing history.
Social access tokens — deleted when the dealer disconnects the account, when the sign-in reaches its expiry date, or when the platform reports that the sign-in has expired or was revoked (the connection is then no longer used until the dealer reconnects); access for accounts the dealer did not choose is deleted when the choice is made, and in any case about an hour after signing in.
Security and audit records (sign-ins, approvals and changes) — kept as long as needed to protect our services and to show who did what.

Some records must be kept to meet legal, accounting, tax or contractual obligations, even after a deletion request.

11. Your choices and rights

You may ask us to tell you what personal information we hold about you, to correct it, or to delete it. Dealers can also disconnect social accounts and delete storefront requests themselves in the 360 Dealer Portal. To make a request, email info@homecareproviderservices.us; see Data Deletion Instructions for deletion requests. We may need to confirm your identity or your authority to act for a dealership. We respond within 30 days; if a request needs more time, we will tell you why. If we decline a request, we will explain why, and you may ask us to reconsider by replying to our answer. Some U.S. state privacy laws give residents additional rights; we honor those rights where they apply to us.

You can opt out of HCPS marketing emails at any time using the unsubscribe link in the email or by contacting us.

12. Children

Our services are intended for businesses and adults. They are not directed to children under 13, and we do not knowingly collect personal information from children.

13. Changes to this policy

We may update this policy as our services change. The "Last updated" date at the top shows when it last changed; the effective date shows when this policy was first published. Material changes will be noted on this page.

14. Contact us

HomeCare Provider Services, LLC
Email: info@homecareproviderservices.us
Phone: 937-626-5141