Client & Health Data Policy
How care notes, Medicaid billing data, and childcare records about employers' clients are handled
Some Hireqo features let employers in home-care and childcare industries record information about the employer's own clients — including care recipients and, in childcare settings, children — rather than about Hireqo's registered users. This policy explains how that data is handled and supplements our Privacy Policy.
Summary: This client data is entered and controlled by the employer, not by Hireqo. It is used only to operate the employer's care or childcare operations, and Hireqo acts as the employer's service provider, not as an independent data owner.
1. Care Notes
For home-care and similar roles, employers may use Care Notes to record shift checklists (e.g., personal care tasks, medication reminders, meal preparation) and free-text notes about a client's condition during a visit. This information is entered by the employer's staff, visible to the employer's authorized administrators, and used solely to document the services delivered during a shift.
2. Medicaid Billing Export
Where enabled, visit and care-note data may be exported by the employer to support Medicaid billing for home-care services. Hireqo provides this export as a tool for the employer; the employer remains responsible for the accuracy of submitted claims and for compliance with applicable state Medicaid program and confidentiality requirements.
3. Childcare Records
For childcare-industry employers, Hireqo's childcare features may store, on the employer's behalf:
- A child's first name and room/group assignment, for ratio and attendance tracking
- Authorized-pickup information, including the name, relationship, and a reference photo of the person authorized to pick up a child
- Medication administration logs for medications given during care
This information is entered by the employer or its staff to meet the employer's own recordkeeping and state childcare-licensing obligations. Hireqo does not independently collect this information from children, and does not use it for any purpose other than providing the childcare feature to the employer.
4. Health-Information Status
Hireqo is a software provider to employers and is not itself a health care provider, health plan, or health care clearinghouse. Where an employer using these features is a HIPAA-covered entity or business associate, the employer is responsible for determining its own obligations and for entering into any business associate agreement it requires from Hireqo; contact legal@hireqo.com to request one.
5. Security
Client data described in this policy is stored using the same access-controlled infrastructure as other employer data on Hireqo, restricted to the employer's authorized administrators and staff assigned to the relevant shift or client.
6. Retention and Deletion
Employers may request deletion of client records they control by contacting Hireqo support, subject to any retention period required for Medicaid billing, licensing, or other recordkeeping obligations that apply to the employer.
7. Contact
Questions about this policy: legal@hireqo.com