Contents
1 Who We Are
SIRIUS SERVICES LLC is a home care agency that provides in-home services to clients and uses this software platform to schedule visits, verify them electronically, and manage care documentation. The Services are operated by SIRIUS SERVICES LLC, located at 116 Nw 9 th terrace , apt 413 Hallandale Beach Florida 33009.
The mobile application is used by our caregivers and office staff. The web portal is used by our administrative team. Clients and their families interact with the Services in limited ways — for example, by signing a visit verification on a caregiver's device.
2 Scope of This Policy
This Policy covers:
- Caregivers and staff who use the mobile app and web portal as part of their work with SIRIUS SERVICES LLC.
- Clients and their representatives whose information appears in the Services in connection with the care we provide.
- Visitors to the public pages of our website.
3 Information We Collect
At a glance, the app works with the following categories of information:
3.1 Account and profile information
Name, work contact details, employment-related identifiers, sign-in credentials (stored using industry-standard hashing — we never store your password in plain text), and an optional profile photo. Caregiver accounts are created and managed by the agency; the app does not offer self-service sign-up.
3.2 Visit and care information
Schedules, clock-in and clock-out times, tasks performed, visit notes, electronic timesheets, care-plan details, and client signatures. This is the core record required to verify and document home care visits.
3.3 Photos, documents, and media
With your permission, the app uses the camera to document visit conditions and to attach photos where documentation requires it, and your photo library / files to update your profile picture or upload requested documents. The app only accesses media you actively choose to capture or select.
3.4 Mileage and trip information
When you travel between client visits, the app can automatically record trip distance so that work mileage is captured accurately for reimbursement. See Section 4 for exactly how location is used.
3.5 Information stored on your device
To keep working in areas with poor connectivity, the app stores a copy of your schedules, forms, and related records in an encrypted local database on your device, and queues work you complete offline until it can be securely synced. Sign-in tokens are kept in the operating system's secure storage (Keychain on iOS, Keystore-backed storage on Android).
4 Location Data & Electronic Visit Verification
The SIRIUS SERVICES LLC app collects precise location data to (1) verify your position at the moment you clock in and clock out of a client visit, as required for Electronic Visit Verification, and (2) automatically record work mileage between client visits. To measure mileage for a trip you have started, the app may collect location in the background — even when the app is closed or not in use — until that trip ends.
Location is collected only in connection with your work: at visit clock-in/out and during work trips between visits. It is not used for advertising and is never sold.
Why EVV exists: the federal 21st Century Cures Act requires home care providers to electronically verify the time and location of personal care visits paid for by Medicaid. State programs and payers require us to submit this verification data. Granting location permission during visits is therefore a condition of using the app for EVV-covered work.
You can control location access at any time in your device settings. If you disable it, EVV clock-in and automatic mileage features will not function, and manual processes may be required by the agency.
5 How We Use Information
- Visit verification (EVV): confirming the time, place, and identity associated with each home care visit, as required by law and payer rules.
- Scheduling and care delivery: assigning visits, sharing care-plan tasks, and documenting the care provided.
- Payroll and reimbursement: calculating worked hours from verified visits and reimbursable mileage from recorded trips.
- Billing: preparing and submitting claims to Medicaid programs, managed care organizations, and other payers for services delivered.
- Communication: in-app messages, and push notifications about schedules, visit reminders, and required actions. You control notifications in your device settings.
- Safety, security, and integrity: authenticating users, maintaining audit trails, preventing fraud, and troubleshooting problems.
- Legal compliance: meeting record-keeping, licensing, program-integrity, and audit obligations that apply to home care agencies.
We do not use your information for third-party advertising, and we do not sell it — ever.
7 Data Retention
Home care records are subject to mandatory retention periods. We retain visit, EVV, timesheet, and billing records for as long as required by applicable federal and state law and payer contracts — commonly six (6) years or longer. Account information is retained while your account is active and for the period required after it is deactivated. When retention periods expire, records are securely deleted or de-identified.
8 How We Protect Information
- Encryption in transit: all communication between the app, the portal, and our servers uses TLS (HTTPS).
- Encryption on your device: the app's offline database is encrypted, and sign-in tokens live in the operating system's secure storage.
- Access controls: role-based permissions limit each user to the records their job requires; administrative access is restricted and logged.
- Auditability: visit records and key actions are time-stamped and traceable to support program-integrity requirements.
- Workforce practices: staff are screened and trained on confidentiality and HIPAA-aligned handling of client information.
No system can be guaranteed 100% secure, but we work to protect your information with administrative, technical, and physical safeguards appropriate to its sensitivity, and we review them on an ongoing basis.
9 Your Choices & Controls
- Location: managed in your device settings. Required for EVV clock-in/out and automatic mileage; you may turn it off, understanding those features will stop working.
- Camera, photos, and files: the app asks before first use, and access can be revoked any time in device settings. Media is only used when you actively capture or select it.
- Push notifications: opt out in device settings, or discuss notification preferences with your agency administrator.
- Profile information: review and update your profile in the app, or ask your administrator to correct records.
- Offline data on your device: signing out or uninstalling the app removes locally cached data from your device.
10 Your Rights & Data Deletion
Subject to applicable law, you may request:
- Access to the personal information we hold about you;
- Correction of inaccurate or incomplete information;
- Deletion of your personal information and deactivation of your account;
- An explanation of how your information has been used or shared.
To make any of these requests, contact us using the details in Section 14. We will verify your identity and respond within the time required by applicable law.
Clients' rights regarding Protected Health Information — including access, amendment, and an accounting of disclosures — are described in our Notice of Privacy Practices and exercised through the agency.
11 Children's Privacy
The Services are workforce tools intended for adults and are not directed at children under 13. We do not knowingly collect personal information from children through the app. Where the agency provides care to a minor client, that client's information is handled as health information under HIPAA with the consent of a parent or legal guardian.
12 Third-Party Services
The Services rely on a small number of infrastructure providers — for example cloud hosting, mapping and geocoding services used to display visit locations and calculate distances, platform services that deliver push notifications, and real-time messaging infrastructure that powers in-app chat. These providers process data solely to provide their service to us, under contractual confidentiality and security obligations. Where a provider handles Protected Health Information, we put appropriate agreements in place as required by HIPAA.
The app may open external links (for example, turn-by-turn directions in your maps app). Once you leave the Services, the destination's own privacy policy applies.
13 Changes to This Policy
We may update this Policy as the Services, our practices, or legal requirements change. When we do, we will revise the effective date at the top of this page, and for material changes we will provide additional notice — for example, an in-app announcement. The current version is always available at this page's address.
14 Contact Us
Questions, concerns, or requests about privacy — including access, correction, and deletion requests — can be directed to: