Privacy Policy

Privacy Policy for Neurvana AI, LLC

Effective Date: November 23, 2025

Welcome to Neurvana.ai, operated by Neurvana AI LLC. Your privacy and data security are fundamental to our mission of helping home care agencies operate more efficiently while maintaining the highest standards of care and compliance. This Privacy Policy outlines how we collect, use, store, and protect your information when you engage with our website, services, and AI-powered automation solutions.

1. Information We Collect

We collect information necessary to provide specialized AI automation services to home care agencies:

• Personal Information: Name, email address, job title, agency information, and other details you provide when signing up or contacting us.
• Operational Data: Scheduling information, caregiver assignments, family contact preferences, visit confirmations, communication logs, and workflow patterns necessary for automation implementation.
• Text Messaging Data: When you opt in to receive text messages or use our SMS service, we collect your mobile phone number, message content, opt-in/opt-out status, and message frequency details. This data is collected to provide the requested service (e.g., service updates, appointment reminders) and for compliance record-keeping.
• Usage Data: IP address, browser type, pages visited, interaction patterns with our website, dashboard usage, and system performance metrics.
• Communication Data: Messages through contact forms, consultation calls, support requests, and automated system communications.
• Implementation Data: Custom automation configurations, workflow mappings, integration settings, and optimization parameters specific to your agency’s operations.

2. How We Use Your Information

Neurvana.ai uses your information to:

• Provide and maintain our AI automation services for home care operations.
• Implement custom communication and scheduling automation systems.
• Respond to inquiries and provide ongoing technical support.
• Monitor system performance and optimize automation workflows.
• Conduct ROI analysis and performance reporting.
• Provide training and implementation guidance.
• Improve our automation solutions and service delivery.
• Comply with healthcare industry regulations and standards.

All personal and operational data is handled in strict compliance with HIPAA requirements and applicable privacy laws, processed lawfully, fairly, and transparently.

3. Healthcare Data and HIPAA Compliance

As a provider of automation solutions to home care agencies, we understand the sensitive nature of healthcare operations:

• HIPAA Compliance: All systems and processes are designed to meet HIPAA security and privacy requirements when handling protected health information (PHI).
• Data Minimization: We collect only the operational data necessary to provide effective automation services.
• Secure Processing: All healthcare-related data is encrypted in transit and at rest using industry-standard security protocols.
• Access Controls: Strict access controls ensure only authorized personnel can access sensitive operational data.

4. AI Automation and Data Processing

Our AI automation solutions process data to enhance operational efficiency:

• Communication Automation: Processing family contact information, visit schedules, and update preferences to deliver personalized, timely communications.
• Scheduling Optimization: Analyzing caregiver availability, client needs, and operational patterns to optimize scheduling workflows.
• Performance Analytics: Monitoring system effectiveness, communication delivery rates, and operational improvements.
• Custom Workflows: Building and maintaining automation rules specific to your agency’s operational requirements.

All AI processing is conducted within secure, compliant environments designed for healthcare operations.

5. Data Security

We implement comprehensive security measures to safeguard your data:

• End-to-end encryption for all data transmission.
• Secure, compliant cloud infrastructure.
• Regular security audits and vulnerability assessments.
• Multi-factor authentication and access controls.
• Automated backup and disaster recovery systems.
• Continuous monitoring for security threats.
• Staff training on HIPAA compliance and data security.

6. Third-Party Integrations

Our automation platform integrates with various services to deliver comprehensive solutions:

• Communication Services: Twilio (SMS/voice), SendGrid/Mailgun (email)
• Automation Platform: n8n workflow automation
• Database Services: Airtable for secure data management
• AI Services: OpenAI API for intelligent communication processing
• Monitoring Tools: System performance and uptime monitoring services

All third-party providers are vetted for security compliance and bound by strict data protection agreements. We ensure HIPAA compliance across all integrated services.

7. Sharing Your Information

We do not sell or share your personal or operational information with third parties except:

• SMS Data Non-Sharing Commitment: We do not share, sell, or rent mobile phone numbers or text messaging data collected via our SMS service with any third parties for their marketing or promotional purposes. This data is used solely to provide the contracted messaging service.
• With your explicit written consent.
• To comply with legal obligations or court orders.
• To protect the rights, safety, and security of Neurvana AI LLC, our clients, or others.
• With service providers who assist in delivering our automation services, under strict confidentiality and HIPAA compliance agreements.
• In connection with a business transfer, where the receiving party agrees to honor this privacy policy.

8. Data Retention

We retain your information based on the following principles:

• Operational Data: Retained for the duration of our service relationship plus seven years to meet healthcare compliance requirements.
• Personal Information: Retained as long as necessary to fulfill service obligations or as required by law.
• System Logs: Maintained for security and performance optimization purposes, typically 12-24 months.
• Communication Records: Preserved according to healthcare documentation standards.

You may request earlier deletion of non-essential data subject to legal and contractual obligations.

9. Your Rights

You have the right to:

• Access your personal and operational information.
• Correct inaccurate or incomplete data.
• Request deletion of your data (subject to legal and compliance requirements).
• Object to or restrict certain processing activities.
• Request data portability for information you’ve provided.
• Withdraw consent for processing activities based on consent.
• Receive notification of data breaches that may affect you.

To exercise your rights, contact us at connect@neurvana.ai.

10. Cookies and Tracking Technologies

Our website uses cookies to enhance user experience and analyze site usage patterns. We use:

• Essential Cookies: Required for basic website functionality.
• Analytics Cookies: To understand how visitors interact with our site.
• Performance Cookies: To optimize site performance and user experience.

You can manage cookie preferences through your browser settings.

11. Geographic Scope

Neurvana.ai primarily serves home care agencies within the United States. Your information may be processed and stored on servers located within the US. We ensure all data handling meets or exceeds US healthcare privacy standards.

12. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, legal requirements, or industry standards. Material changes will be communicated via:

• Email notification to registered users.
• Prominent notice on our website.
• Direct communication during active service relationships.

Continued use of our services after changes indicates acceptance of the updated policy.

13. Contact Us

For questions about this Privacy Policy, data handling practices, or to exercise your privacy rights:

Neurvana AI LLC Email: connect@neurvana.ai Subject Line: Privacy Policy Inquiry

For HIPAA-related concerns or to file a privacy complaint: Email: connect@neurvana.ai Subject Line: HIPAA Privacy Concern

14. Effective Date and Compliance

This privacy policy is effective as of November 23, 2025, and supersedes all previous versions. Our privacy practices comply with:

• Health Insurance Portability and Accountability Act (HIPAA)
• California Consumer Privacy Act (CCPA) where applicable
• State healthcare privacy regulations
• Industry best practices for healthcare technology providers

Thank you for trusting Neurvana AI LLC with your operational data and automation needs.