Privacy Policy

Effective Date: October 16, 2025
Last Updated: October 16, 2025

1. Introduction

TheraLinks, LLC (“TheraLinks,” “we,” “us,” or “our”) values your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect information obtained through our website, digital forms, email communications, and other electronic interactions.

TheraLinks operates as a California-based healthcare staffing organization connecting licensed clinicians (such as physical, occupational, and speech therapists) with home health agencies and healthcare partners. Because our work may involve sensitive or health-related data, we also maintain awareness of and alignment with relevant HIPAA privacy standards when handling information that could be considered Protected Health Information (PHI).

By using our website or submitting information to us, you consent to the terms of this Privacy Policy.

2. Information We Collect

We collect information to provide our services effectively and maintain professional communication with clients, clinicians, and partner agencies. The types of information we may collect include:

A. Personal Information

Information you voluntarily provide through our website forms, emails, or calls, such as:

  • Full name, email address, and phone number

  • Professional license or certification type

  • Company or agency name and coverage area

  • Mailing address or work location

  • Any additional details you choose to share in a message or file attachment

B. Technical & Usage Information

When you visit our website, we automatically collect certain non-personal data, such as:

  • IP address, browser type, operating system, and device information

  • Pages viewed, time spent on site, and referral source

  • Cookies and tracking pixels (used to improve site functionality and analytics)

We may use third-party tools such as Squarespace Analytics or Google Analytics to help us understand website usage patterns. These tools may use cookies or similar technologies to collect anonymized data.

C. Communications

We retain correspondence you send us, including emails or form submissions, for quality assurance, recordkeeping, and compliance with professional documentation requirements.

D. Health-Related or Sensitive Information

While our website is not designed to collect medical records or patient data, some limited health-related information may be shared by clinicians or agencies when relevant to staffing needs. In such cases, TheraLinks takes appropriate administrative and technical measures to safeguard that information in line with HIPAA privacy principles.

3. How We Use Your Information

We use your information for legitimate business and operational purposes, including to:

  • Provide and improve our services: facilitate staffing matches between clinicians and agencies.

  • Communicate with you: respond to inquiries, schedule consultations, and manage contracts or employment discussions.

  • Verify credentials: confirm therapist licensure, qualifications, and service areas for potential assignments.

  • Support compliance: ensure adherence to HIPAA, state licensing, and agency partnership requirements.

  • Improve website experience: analyze traffic patterns and make improvements based on user behavior.

  • Send administrative updates: notify you of policy updates, service changes, or partnership opportunities.

  • Meet legal obligations: respond to lawful requests, prevent fraud, and protect the rights, property, or safety of TheraLinks and its users.

4. How We Share Information

TheraLinks does not sell, rent, or trade personal information to any third party for marketing purposes. Information is only shared under the following circumstances:

  • Service Providers: We may share limited data with trusted third-party vendors who assist in operating our website, managing forms, analytics, or secure communications (e.g., Squarespace, Google, or HIPAA-compliant email services).

  • Clinicians or Agencies (by consent): When you complete a contact form, we may share relevant details to facilitate introductions or contracting opportunities with your explicit or implied consent.

  • Legal Compliance: We may disclose information if required by law, subpoena, court order, or government regulation, or when we believe in good faith that disclosure is necessary to protect our rights or users’ safety.

Each third-party partner is contractually obligated to maintain the confidentiality and security of your information.

5. Data Security

We take the security of your information seriously. TheraLinks employs industry-standard administrative, technical, and physical safeguards to protect your personal data from unauthorized access, loss, misuse, or alteration.

These safeguards include:

  • Encrypted website connections (HTTPS)

  • Access controls and password protection for staff systems

  • Limited data retention policies

  • Secure cloud hosting and email encryption tools

While we make every effort to protect your information, no online platform is entirely secure. Please avoid submitting protected health information (PHI) through open forms unless explicitly requested by a licensed TheraLinks representative using a secure, HIPAA-compliant method.

6. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance your browsing experience, remember your preferences, and analyze site traffic. You can disable cookies in your browser settings; however, doing so may affect certain site functions.

Some analytics tools may store anonymous identifiers or aggregated data for performance tracking purposes.

7. Your Privacy Rights (California Residents)

If you are a California resident, you are entitled to specific privacy rights under the California Consumer Privacy Act (CCPA/CPRA), including:

  • The right to know what personal data we collect and how it is used.

  • The right to request correction or deletion of your data.

  • The right to opt out of any future data sharing not essential for service delivery.

  • The right to receive equal service even if you exercise your privacy rights.

To exercise these rights, please contact us at privacy@theralinks.com. We may request verification of your identity before processing your request.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill its intended purpose, meet contractual or legal obligations, and comply with recordkeeping requirements. When data is no longer needed, it is securely deleted or anonymized.

9. Third-Party Links

Our website may contain links to third-party sites or applications (e.g., social media, referral partners, or external forms). TheraLinks is not responsible for the content, privacy practices, or security of those external websites. We encourage you to review their policies before sharing any information.

10. Children’s Privacy

Our website and services are not directed toward children under the age of 16. We do not knowingly collect or store information from minors. If we learn that we have inadvertently collected personal data from a child, we will promptly delete it.

11. Updates to This Policy

We may revise or update this Privacy Policy periodically to reflect changes in law, business operations, or technology. The revised policy will be posted on this page with a new “Last Updated” date. We encourage you to review it regularly.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, you may contact us at:

📧 privacy@mytheralinks.com
📬 TheraLinks, LLC
P.O. Box 19146
Newbury Park, CA 91319