This Privacy Policy describes how RHN360 Group LLC ("RHN360", "we") collects, uses, and protects information in connection with RHN360 Provider OS, the RHN360 Care Network Agent Gateway (the API and MCP server at /api/agent and /api/mcp), and the related websites (together, the "Service").
1. Information we collect
Account and operational data. Names, work email addresses, roles, agency details, provider profiles (credentials, trainings, service areas, rates, availability), schedules, visit records (including clock-in/out times and, where enabled, GPS coordinates captured for Electronic Visit Verification), care documentation, timesheets, and billing preparation records entered by our customers and their authorized users.
Client information. Customers may enter information about individuals receiving services, which can include health information. RHN360 processes that information only on behalf of and under the instructions of the customer that entered it.
Agent Gateway data. When an AI agent calls the Service on a user's behalf, we record the API key label, the action requested, the parameters supplied, the result (success or an error), and the time. Shift requests created through the Gateway are stored until a human administrator decides on them.
Technical data. Standard server logs (IP address, user agent, timestamps) and, in the browser, locally stored application state and preferences.
2. How we use information
To operate the Service: matching and scheduling providers, verifying visits, generating documentation, supporting billing and payroll preparation, and maintaining the compliance and audit records our customers rely on. To secure the Service, prevent abuse, and enforce rate limits. To communicate with customers about the Service. We do not sell personal information and do not use client health information for advertising.
3. What AI agents can and cannot access
The Agent Gateway returns verified provider profiles (name, type, service area, skills, languages, hourly rate, credential status) and the status of shift requests. Clients are referenced only by an internal identifier and first name. The Gateway does not return care plans, diagnoses, service addresses, emergency contacts, visit notes, or any other client health information. Write actions create a pending request that a human administrator must approve inside RHN360; agents cannot book shifts, notify providers, or modify records directly.
4. Sharing
We share information only with service providers that host and operate the Service under contract (for example, cloud hosting and database providers), with the customer that owns the data and its authorized users, with AI agent platforms only to the extent an authorized user directs an agent to make a request, and as required by law. We do not share client health information with agent platforms.
5. Retention
Visit verification records are retained in an append-only audit log for at least six years from the date of service (longer for minors, consistent with Virginia Medicaid requirements). Other records are retained for as long as the customer account is active and as needed to meet legal obligations, then deleted or de-identified.
6. Security
Data is encrypted in transit; the audit log is append-only; database backups are taken daily by our hosting provider; API access requires per-agent keys that can be individually revoked; and access to the application is restricted to authorized users. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
7. Your choices and rights
Customers control the data they enter and can correct or delete it through the Service or by contacting us. Individuals whose information is held by a customer should direct requests to that customer; we will assist as their processor. Depending on where you live, you may have rights to access, correct, or delete personal information — contact us to exercise them.
8. Children
The Service is for use by adults acting as care providers, agency staff, or family employers. Information about minors receiving services is entered by those adults and handled as client information above.
9. Changes
We may update this policy; the date above reflects the latest revision. Material changes will be announced in the Service.
10. Contact
RHN360 Group LLC · care@rhn360.com