What this covers
This policy explains what Oregon Care Network LLC collects, why we collect it, who sees it, and what you can ask us to do about it.
It covers our website at oregoncarenetwork.com, our scheduling app at app.oregoncarenetwork.com, and the text messages we send and receive.
Two different groups of people appear in this policy and they are treated differently, so we have separated them: providers, who are our customers, and caregivers, who are our employees. If you are a caregiver, section 4 is the one that concerns you most.
Information we collect from providers
When you sign up we collect your name, your business name, your email address, your mobile phone number, and for each Home its name, address and Oregon license number.
We use this to create your account, to verify your license with the State, to text you shift and billing notifications, and to send you a login code when you sign in.
As you use the service we hold the shifts you post, the rates you set, the hours worked at your Homes, your invoices, and the reports you file about caregivers.
Payments are processed by Stripe. Card details are entered on Stripe's systems and stored by Stripe. We receive a token that lets us charge the card, the last four digits, the card brand, and whether a charge succeeded. We never hold your full card number, and no card details pass through our website.
Information we hold about caregivers
Caregivers are our employees, so much of what we hold is an employment record rather than ordinary customer data. That distinction matters, and it is worth being plain about what exists.
We hold your name, phone number, address, and the documentation required to employ you, including your background check result, training and certification records, tax and payroll information, and your bank details for direct deposit.
We hold your work record: shifts you were offered, shifts you accepted or declined, your clock-in and clock-out times, hours worked, wages paid, and your reliability score along with the events that changed it.
What providers can see about you
A provider whose Home you work at can see your name, that you are assigned to their shift, your clock-in and clock-out times for shifts at their Home, and your reliability score. They can file a report about your conduct on a shift at their Home.
They cannot see your address, your pay, your bank details, your background check, your shifts at other Homes, or reports filed by other providers.
We keep your phone number out of the app. Providers who need to reach you during a shift do so through us.
Text messages
We use text messaging for three things: sending a one-time code when you log in, offering shifts to caregivers, and telling providers about shift and billing activity.
When you reply to one of our texts, we store the reply and the time it arrived, because a reply of YES is how a shift gets assigned and we need a record of it.
Message content is handled by our messaging provider, Telnyx, in order to deliver it. Reply STOP to any message to opt out, and HELP for help. Our full SMS Terms set this out in more detail.
Your phone number is how you log in. We text you a code instead of asking for a password. If you reply STOP, the carrier stops delivering our messages, including those login codes, and you will not be able to sign in until you opt back in by replying START.
What we use it for
We use the information we hold to run the service: to match caregivers to shifts, to verify licenses, to calculate wages and invoices, to send the notifications the service depends on, and to investigate a report when one is filed.
We also use it to meet obligations we cannot avoid: payroll tax reporting, workers' compensation, wage and hour records, and responding to a licensing authority or a lawful request.
We do not sell personal information. We do not share it with advertisers. We do not use it to build profiles for anyone else's purposes.
Who else sees it
We use a small number of service providers, each of which sees only what it needs to do its job:
- Google Firebase hosts our database and application. It holds account records, shifts and hours.
- Stripe processes payments and holds card details and billing history.
- Telnyx delivers and receives our text messages.
- Our payroll provider processes caregiver wages, tax withholding and direct deposit.
Beyond those, we disclose information only where the law requires it, where a licensing or regulatory authority requests it in the course of its duties, where it is necessary to report suspected abuse or neglect, or where it is needed to establish or defend a legal claim.
How long we keep it
Account records are kept while your account is active and for seven years after it closes, which matches the period we are required to retain employment and payroll records.
Shift and hours records are kept for seven years for the same reason.
Login codes expire after ten minutes and are deleted. Inbound message records are kept for one year.
Where a record is no longer needed and no law requires us to keep it, we delete it.
How it is protected
Access to the app requires a phone number we recognise and a code we text to that number at the time of sign-in. There is no shared password to be guessed or passed around.
Repeated failed login attempts lock a number temporarily. Data is encrypted in transit. Database access is restricted by role, so a provider account can only reach its own Homes and shifts.
No system is perfect. If a breach affects your information, we will tell you and the appropriate authorities as the law requires.
Your choices
You can ask us for a copy of the information we hold about you, ask us to correct something that is wrong, or ask us to delete information we are not required to keep. Email us and we will respond within 30 days.
You can update your own contact and billing details at any time from your account.
You can stop text messages by replying STOP, with the login consequence described above.
Some information we cannot delete on request, because employment, payroll and wage records must be retained by law. We will tell you plainly when that is the reason.
Children
Our service is for licensed care providers and adults employed as caregivers. It is not directed at children and we do not knowingly collect information from anyone under 18.
Changes to this policy
If we change this policy in a way that affects how we handle your information, we will update the date at the top and tell you by text or email before the change takes effect.
How to reach us
Oregon Care Network LLC
Salem, Oregon
dola@oregoncarenetwork.com