Privacy Policy
1. Who We Are
StaffWave ("Company," "we," "us," or "our") operates dischargeforms.com and the DischargeReady platform, an AI-powered compliance automation service for Medicare-certified home health agencies. Our parent platform is available at homecareagents.ai.
This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website or use our service. By accessing or using DischargeReady, you agree to this Policy.
2. Information We Collect
a. Account and Contact Information
When you register for or inquire about DischargeReady, we collect your name, job title, agency name, business email address, phone number, and other information you voluntarily provide.
b. Agency and Operational Data
In providing the service, we process information you or your agency upload or transmit through the platform, including CMS-485 forms, HHAeXchange data exports, discharge documentation, and related clinical workflow records. This data is processed solely to deliver the contracted service.
c. Usage and Technical Data
We automatically collect information about how you use the platform: log files, IP addresses, browser type, pages visited, session duration, and error reports. We use this data to maintain service reliability and improve product features.
d. Communications
If you contact us by email or through the site, we retain those communications to respond to your inquiry and improve our support.
3. HIPAA and Protected Health Information
DischargeReady is designed for use by Medicare-certified home health agencies that are Covered Entities under the Health Insurance Portability and Accountability Act (HIPAA).
When your agency uses DischargeReady to process documents containing Protected Health Information (PHI) — including patient names, diagnoses, physician orders, or other individually identifiable health information — StaffWave acts as a Business Associate as defined under 45 C.F.R. § 160.103.
A fully executed Business Associate Agreement (BAA) is required before your agency may transmit, upload, or process PHI through DischargeReady. Please contact us at info@staffwave.ai to request and execute a BAA prior to onboarding.
PHI processed through DischargeReady is:
- Used only to provide the contracted compliance automation service
- Never sold, rented, or shared with third parties for marketing or commercial purposes
- Stored with encryption at rest and in transit
- Subject to access controls limiting exposure to authorized personnel only
- Retained and disposed of in accordance with applicable HIPAA requirements and your BAA
4. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the DischargeReady platform
- Process and generate compliance documentation on your agency's behalf
- Respond to your inquiries and provide customer support
- Send service-related notifications, including updates to billing and product changes
- Send product news and marketing communications (you may opt out at any time)
- Monitor and improve platform performance and security
- Comply with our legal obligations
5. How We Share Your Information
We do not sell your personal information. We may share information only in these limited circumstances:
- Service providers: We use Brevo (formerly Sendinblue) for transactional and marketing email delivery. These vendors are bound by data processing agreements and may not use your data for their own purposes.
- Hosting and infrastructure: Platform data is hosted on secured cloud infrastructure. Vendors with access to infrastructure are bound by confidentiality obligations.
- Legal obligations: We may disclose information if required by applicable law, court order, or government authority.
- Business transfer: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, subject to the same protections described in this Policy.
6. Cookies and Tracking
Our website uses minimal tracking. We do not use third-party advertising cookies. Analytics, if any, are limited to privacy-respecting tools that do not use persistent cross-site tracking. You may disable cookies in your browser settings; this will not affect your ability to use the DischargeReady platform.
7. Data Security
We implement industry-standard technical and organizational security measures including encryption in transit (TLS), encryption at rest, role-based access controls, and regular security reviews. No method of transmission over the internet is 100% secure. We will notify affected parties of a security breach as required by applicable law.
8. Data Retention
We retain account and contact information for as long as your account is active or as needed to provide the service, and for a reasonable period thereafter for legal and operational purposes. PHI is retained and disposed of in accordance with your BAA and applicable HIPAA regulations. You may request deletion of your personal data by contacting us at the address below.
9. Your Rights
Depending on your location, you may have rights to access, correct, delete, or port your personal information, or to object to certain processing. To exercise any of these rights, contact us at info@staffwave.ai. We will respond within 30 days.
Requests concerning PHI that we process on behalf of your agency as a Business Associate should be directed to your agency's Privacy Officer in the first instance, who may then coordinate with us as required under your BAA.
10. Children's Privacy
DischargeReady is a business-to-business service intended for healthcare professionals and agency administrators. We do not knowingly collect personal information from individuals under the age of 18.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the revised version with an updated effective date. If we make material changes, we will notify registered users by email. Your continued use of DischargeReady after such notice constitutes acceptance of the updated Policy.
12. Contact Us
For questions, requests, or BAA inquiries, contact: