Effective Date: January 01, 2026
INTRODUCTION
Heartfelt Caregivers (accessible at https://heartfeltcaregivers.net) and its parent Management Services Organization (MSO), Heartfelt Compliance LLC (“we,” “our,” or “us”), are committed to protecting the privacy, security, and integrity of your personal information.
Because we serve high-net-worth families, executive households, and elite medical partners across Texas and beyond, we operate our digital infrastructure with uncompromising security. This Privacy Policy outlines how we collect, use, protect, and disclose information when you visit our website, communicate with our AI systems (MAYA AI), submit care transition referrals, or utilize our digital services.
By accessing our website or utilizing our communication channels, you consent to the data practices described in this Privacy Policy.
INFORMATION WE COLLECT
We collect information that identifies, relates to, or could reasonably be linked to you. This includes:
- Information You Provide Directly: When you fill out contact forms, initiate care, or subscribe to our newsletter, we collect identifiers such as your name, email address, phone number, physical address, and payment information.
- B2B Referral & Transition Data: When hospital discharge planners, concierge physicians, or external BCBAs submit patient referrals, we collect patient demographics, care requirements, and uploaded “Face Sheets” strictly through our encrypted, HIPAA-compliant third-party portals (e.g., FormDr, Jotform).
- AI & Voice Interaction Data: When you call our intake lines or interact with our MAYA AI system, we collect audio recordings, real-time transcriptions, sentiment analysis data, and the specific care requests you articulate.
- Automated Device & Usage Data: As you navigate our site, we automatically collect technical data, including your IP address, browser type, operating system, geographic location (to route you to the correct Texas or regional hub), and browsing behavior via cookies and web beacons.
- Employment Data: If you apply to be a Vanguard Caregiver, Executive Childcare Specialist, or corporate employee, we collect your resume, licensing credentials, and background check authorization data.
HOW WE USE YOUR INFORMATION
We do not sell your personal information. We use the data collected strictly to orchestrate premium domestic architecture and manage our MSO operations. Specific uses include:
- Service Execution: To process care requests, deploy Vanguard Caregivers, and manage logistical scheduling via our secure operational CRM.
- Triage & Routing: To instantly route your inquiry to the correct local Series LLC hub (e.g., Houston, Dallas) and the appropriate care pillar based on your stated needs.
- Automated Communications: To send requested B2B face-sheet links, executive brochures, SMS appointment reminders, and follow-up texts via our automated pipelines.
- Quality Assurance & Safety: To monitor MAYA AI interactions for training, de-escalation, and strict adherence to our Corporate Practice of Medicine (CPOM) firewall.
HIPAA COMPLIANCE & NON-MEDICAL DATA HANDLING
Heartfelt Caregivers is a non-medical personal assistance practice. However, because we work seamlessly with clinical partners, our digital intake pipelines are engineered to meet institutional healthcare security standards.
- Any Protected Health Information (PHI) transmitted to us via hospital discharge planners or physicians is captured directly into secure HIPAA compliant environments.
- Once non-medical domestic support is approved, only clinically agnostic, non-PHI logistical data (e.g., home address, shift times, ADL checklists) is pushed to our non-medical staff management systems.
MAYA AI, CALL RECORDING, AND SMS CONSENT
By dialing our intake phone numbers or entering your phone number into our web forms, you explicitly acknowledge and consent to the following:
- Call Recording & AI Processing: Your voice interactions with MAYA AI are recorded, transcribed, and analyzed in real-time to ensure accurate service routing and sentiment assessment.
- SMS/Text Messaging: You consent to receive automated text messages regarding your inquiry, care transition status, or employment application. Standard message and data rates may apply. You may opt out of SMS communications at any time by replying “STOP.”
HOW WE SHARE YOUR INFORMATION
We restrict access to your information to authorized personnel and strictly vetted third parties:
- Within the Heartfelt Ecosystem: Information may be securely shared across our Delaware Series LLC entities (e.g., between Heartfelt Compliance LLC and HFCG of Houston) strictly for the purpose of executing your requested services.
- Trusted Service Providers: We share necessary data with secure software vendors who act as our digital infrastructure all of whom are bound by strict confidentiality agreements and, where applicable, BAAs.
- Legal & Regulatory Authorities: We will disclose information if required to do so by law, to comply with a subpoena, to enforce our Terms and Conditions, or to protect the safety and legal rights of our clients, staff, and the MSO.
COOKIES AND TRACKING TECHNOLOGIES
Our website uses cookies to enhance user experience, remember your regional preferences (e.g., Dallas vs. Houston), and analyze site traffic. You can configure your browser to refuse all cookies or to indicate when a cookie is being sent. However, disabling cookies may impact your ability to use certain features of the Site.
DATA SECURITY
We deploy enterprise-grade, commercially reasonable security measures to protect your data from unauthorized access, alteration, disclosure, or destruction. This includes utilizing encrypted data transfers (SSL/TLS), strictly siloed databases, and role-based access controls to prevent clinical data contamination into our non-medical platforms.
YOUR PRIVACY CHOICES
Depending on your jurisdiction, you may have the right to:
- Opt-Out: Unsubscribe from marketing emails via the “unsubscribe” link or stop SMS messages by replying “STOP.”
- Access & Deletion: Request a copy of the personal data we hold about you or request its deletion, subject to our legal and operational record-keeping obligations. To submit a request, email care@heartfeltcaregivers.net.
CHILDREN’S PRIVACY
While we provide Executive Childcare services, our website and intake portals are not directed at, nor do we knowingly collect personal information directly from, children under the age of 13. All developmental and care information regarding minors must be provided exclusively by the child’s parent, legal guardian, or authorized clinical representative.
CHANGES TO THIS PRIVACY POLICY
We reserve the right to update this Privacy Policy at any time to reflect changes in our MSO operations, technology integrations, or legal obligations. The “Effective Date” at the top of this page will reflect the most recent revisions.
CONTACT US
If you have any questions or concerns regarding this Privacy Policy or our data security architecture, please contact the Heartfelt Compliance Office:
Heartfelt Caregivers (Heartfelt Compliance LLC)
300 Delaware Ave, Suite 210 #415
Wilmington, DE 19801, United States
Phone: (302) 307-2456 Ext 1
Email: care@heartfeltcaregivers.net
