Privacy Policy

Effective date: August 5, 2026

How this document works
Part I explains privacy practices for brighthearthospice.com and general personal information. Part II is Bright Heart Hospice’s HIPAA Notice of Privacy Practices for protected health information (PHI). Part III contains the Mobile Terms for text messages. If a provision conflicts with applicable HIPAA requirements for PHI, the HIPAA Notice and applicable law control.

Not for emergencies or urgent clinical messages
Do not use a website form, ordinary email, or text message for an emergency. Call 911. For urgent care needs, call Bright Heart Hospice at 918-258-4810. Avoid sending detailed medical information through an ordinary website form, email, or text unless Bright Heart Hospice specifically instructs you to use an approved secure method.

Part I – Website Privacy Policy

This Website Privacy Policy explains how Bright Heart Hospice (“Bright Heart,” “we,” “us,” or “our”) collects, uses, discloses, and protects information when you visit brighthearthospice.com, submit a form, apply for employment, volunteer, contact us, or otherwise interact with our online services.

1. Information we collect

Contact and inquiry information, such as your name, email address, telephone number, message, and the nature of your request.

Care-related information you choose to provide when asking about hospice services, eligibility, scheduling, care coordination, or support for a patient or family.

Employment and volunteer information, such as contact details, work history, qualifications, cover letters, resumes, availability, and information submitted through application forms.

Communication preferences, including whether you consent to receive calls or text messages, the telephone number used, and records of opt-in, HELP, and STOP requests.

Device and usage information, such as IP address, browser type, operating system, referring pages, pages viewed, dates and times of visits, and basic diagnostic or security logs.

Cookies and similar technologies used to operate the site, remember preferences, understand general site use, prevent fraud, and improve performance.

Information from other people or organizations, such as a family member, referral source, health care provider, insurer, or authorized representative, when permitted by law.

2. How we use information

Respond to questions and requests, assess service inquiries, arrange consultations, and communicate about hospice care.

Provide, coordinate, document, improve, and support our services.

Process employment and volunteer applications and communicate with applicants.

Send service-related calls, emails, or text messages when requested or permitted.

Operate, secure, troubleshoot, analyze, and improve the website.

Maintain business records, enforce our terms, prevent misuse, and comply with legal, regulatory, accreditation, and contractual obligations.

3. Health information and HIPAA

Bright Heart Hospice is a health care provider. Information that identifies you and relates to your health, care, or payment may be protected health information when Bright Heart creates, receives, maintains, or transmits it in a capacity covered by HIPAA. Our handling of PHI is governed by Part II of this document and applicable law.

Not every item of information handled by a health care provider is PHI. For example, employment records held by Bright Heart in its role as employer are generally governed by employment and privacy laws rather than HIPAA. Information collected only for general website administration may also fall outside HIPAA, although we still handle it under this policy and applicable law.

4. How we disclose information

Service providers that support website hosting, information technology, security, communications, recruiting, document management, analytics, or other operations, subject to appropriate contractual restrictions.

Health care professionals, pharmacies, medical equipment suppliers, insurers, government benefit programs, referral partners, and others involved in treatment, payment, or health care operations, as permitted by HIPAA and described in Part II.

Government authorities, regulators, courts, law enforcement, or other parties when required or permitted by law, to protect rights or safety, or to investigate misuse.

A successor or transaction participant in connection with a merger, reorganization, financing, sale, or transfer, subject to applicable privacy and health information requirements.

Other parties when you direct us to share information or provide valid authorization or consent.

We do not sell personal information. We do not use or disclose PHI for marketing or sell PHI unless we obtain the authorization required by law.

Mobile information non-sharing statement
Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All categories described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5. Cookies, analytics, and online technologies

The website may use cookies or similar technologies that are necessary for site operation, security, preferences, and aggregate performance measurement. You may be able to control cookies through your browser settings, although blocking necessary cookies may affect site functions.

We do not knowingly use tracking technologies on authenticated patient communications or other areas intended to handle PHI in a way that discloses PHI to an online tracking vendor for the vendor’s own advertising or unrelated purposes. Any vendor that handles PHI for Bright Heart must be appropriately authorized and, when required, bound by a business associate agreement.

6. Data retention

We retain personal information for as long as reasonably necessary for the purposes described in this policy, including to provide services, maintain medical and business records, administer applications, resolve disputes, meet legal or regulatory requirements, and protect our organization. Retention periods vary by the type of information and applicable requirements.

7. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information. No website, email system, text message, or data transmission is completely secure. Please use caution and do not send sensitive medical, financial, or identity information through an ordinary contact form, email, or text unless instructed to do so through an approved method.

8. Your choices

You may decline nonessential cookies using available browser or site controls.

You may unsubscribe from nonclinical promotional emails using the instructions in the message.

You may opt out of text messages at any time by replying STOP. See Part III for complete Mobile Terms.

You may request access, correction, restrictions, confidential communications, or other rights concerning PHI as described in Part II.

9. Children’s privacy

The website is not directed to children under 13, and we do not knowingly collect personal information online directly from children under 13 without appropriate authorization. Parents or legal representatives may contact us with concerns. This section does not limit Bright Heart’s ability to provide health care or maintain patient records as permitted by law.

10. External links

The website may link to third-party sites or services. Their privacy practices are governed by their own notices, and Bright Heart is not responsible for those practices.

11. Changes to this Website Privacy Policy

We may update this policy as our services, technology, or legal obligations change. We will post the revised version on our website and update the effective date. Material changes to the HIPAA Notice will be handled as described in Part II.

12. Contact us

Bright Heart Hospice – Privacy Officer
Phone: 918-258-4810
Email: admin@brighthh.com
Website: https://brighthearthospice.com

PART II

Notice of Privacy Practices

Your information. Your rights. Our responsibilities.

PLEASE REVIEW THIS NOTICE CAREFULLY
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.

This Notice applies to protected health information maintained by Bright Heart Hospice and to members of its workforce who provide or support care, including employees and volunteers. Effective date: August 5, 2026.

Your rights at a glance

Get an electronic or paper copy of your medical record.

Ask us to correct your medical record.

Request confidential communications.

Ask us to limit what we use or share.

Get a list of certain disclosures of your information.

Get a paper copy of this Notice.

Choose someone to act for you.

File a complaint if you believe your privacy rights were violated.

Your health information rights

Get an electronic or paper copy

You may ask to inspect or obtain an electronic or paper copy of your medical record and other health information we maintain about you. Ask our Privacy Officer how to submit a request. We will usually provide a copy or summary within 30 days, subject to limited exceptions permitted by law. We may charge a reasonable, cost-based fee.

Ask us to correct your record

You may ask us to amend health information that you believe is incorrect or incomplete. We may deny the request in certain circumstances, but we will explain the reason in writing, usually within 60 days.

Request confidential communications

You may ask us to contact you in a specific way, such as at a particular telephone number, or to send mail to a different address. We will accommodate reasonable requests.

Ask us to limit what we use or share

You may ask us not to use or disclose certain PHI for treatment, payment, or health care operations. We are not generally required to agree, and we may deny a request if it could affect your care. If we agree, we may still disclose the information when needed for emergency treatment or when required by law.

If you pay in full out of pocket for a health care item or service, you may ask us not to disclose information about that item or service to your health plan for payment or health care operations. We will agree unless a law requires the disclosure.

Get an accounting of disclosures

You may ask for a list of certain disclosures of your PHI made during the six years before your request, including who received the information and why. The list will not include certain disclosures, such as disclosures for treatment, payment, health care operations, or disclosures you authorized. We will provide one accounting in a 12-month period without charge and may charge a reasonable, cost-based fee for an additional accounting during that period.

Get a copy of this Notice

You may ask for a paper copy of this Notice at any time, even if you agreed to receive it electronically. We will provide one promptly.

Choose someone to act for you

If a person has legal authority to act as your personal representative, such as under a valid health care power of attorney or guardianship, that person may exercise your rights and make choices about your health information. We will verify the person’s authority before acting.

File a complaint

You may complain to Bright Heart by contacting the Privacy Officer listed at the end of this Notice. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by visiting https://www.hhs.gov/hipaa/filing-a-complaint/, calling 1-877-696-6775, or writing to 200 Independence Avenue, S.W., Washington, DC 20201. We will not retaliate against you for filing a complaint.

Your choices

For certain health information, you may tell us your preferences. If you have a clear preference, tell us what you want us to do.

We may share information with family members, close friends, caregivers, or others involved in your care or payment for your care when you agree, do not object, or when professional judgment and law allow it.

We may share limited information for disaster relief or to notify others of your location, condition, or death, as permitted by law.

If we maintain a facility directory, you may choose whether your information is included.

If you cannot tell us your preference, for example because you are unconscious or unavailable, we may disclose information when we believe it is in your best interest or necessary to lessen a serious and imminent threat to health or safety.

Uses that generally require written authorization

Most uses and disclosures of psychotherapy notes.

Uses and disclosures of PHI for marketing, except as otherwise permitted by law.

The sale of PHI.

Other uses and disclosures not described in this Notice will be made only with your written authorization. You may revoke an authorization in writing at any time, except to the extent we already acted in reliance on it.

Fundraising

We may contact you about fundraising efforts as permitted by law. You may tell us not to contact you again. If we use substance use disorder patient records protected by 42 CFR Part 2 for fundraising, we will first give you clear and conspicuous notice and an opportunity to opt out.

How we typically use and disclose PHI

Treatment

We may use and disclose PHI to provide, coordinate, or manage your hospice care and related services. Example: a Bright Heart nurse may share relevant information with your physician, pharmacy, medical equipment supplier, social worker, chaplain, or other member of your care team.

Payment

We may use and disclose PHI to bill and obtain payment for services. Example: we may send information about your eligibility, care, or services to Medicare, Medicaid, a private insurer, or another responsible payer.

Health care operations

We may use and disclose PHI to operate Bright Heart, improve quality, coordinate services, train staff, conduct audits, obtain accreditation, manage risk, evaluate performance, and carry out administrative activities. Example: we may review care records to evaluate and improve hospice services.

Business associates

We may disclose PHI to contractors that perform services for us, such as billing, information technology, legal, quality, records, or communications support. When required, these business associates must safeguard PHI under a written agreement and may use it only as permitted by the agreement and law.

Other uses and disclosures permitted or required by law

Public health and safety: for disease prevention, product recalls, adverse event reporting, reporting suspected abuse, neglect, or domestic violence, and preventing or reducing a serious threat to health or safety, when legal conditions are met.

Health oversight: to authorized agencies for audits, investigations, inspections, licensure, accreditation, or other oversight activities.

Research: for approved research when an authorization, waiver, or other legal permission applies.

Required by law: when federal, state, or local law requires disclosure, including to the U.S. Department of Health and Human Services for HIPAA compliance review.

Organ and tissue donation: to organ procurement or similar organizations when applicable.

Death-related services: to a coroner, medical examiner, or funeral director as needed to perform authorized duties.

Workers’ compensation: as authorized by and necessary to comply with workers’ compensation or similar programs.

Law enforcement and government functions: for authorized law enforcement purposes, correctional institutions, military or veterans activities, national security, protective services, or other special government functions, subject to legal conditions.

Legal proceedings: in response to a court or administrative order, subpoena, discovery request, or other lawful process when the requirements of HIPAA and other applicable laws are met.

Special protections

Substance use disorder records

To the extent Bright Heart receives or maintains substance use disorder patient records protected by 42 CFR Part 2, those records, or testimony describing their content, will not be used or disclosed in a civil, criminal, administrative, or legislative investigation or proceeding against you unless based on your written consent or a qualifying court order after notice and an opportunity to be heard. A court order must be accompanied by a subpoena or other legal requirement compelling disclosure.

Reproductive health care

As required by applicable law, we will not use or disclose PHI to conduct a criminal, civil, or administrative investigation into, or impose liability on, a person for the mere act of seeking, obtaining, providing, or facilitating reproductive health care when the care was lawful under the circumstances, or to identify a person for such a purpose. For example, we would not disclose PHI to law enforcement to investigate lawful reproductive health care when the disclosure is prohibited by law.

For certain requests involving PHI potentially related to reproductive health care, including specified health oversight, judicial or administrative, law enforcement, and coroner or medical examiner requests, we will obtain a signed attestation that the request is not for a prohibited purpose when required by law.

More protective laws and redisclosure

We will follow applicable federal and state laws that provide greater privacy protection than HIPAA. Information disclosed as permitted by HIPAA may be redisclosed by the recipient and may no longer be protected by HIPAA, unless another law restricts redisclosure.

Our responsibilities

We are required by law to maintain the privacy and security of your PHI.

We must provide this Notice describing our legal duties and privacy practices and follow the terms of the Notice currently in effect.

We will notify affected individuals following a breach of unsecured PHI when required by law.

We will use reasonable safeguards and limit uses, disclosures, and requests for PHI to the minimum necessary when the minimum-necessary rule applies.

We will not use or disclose PHI other than as described in this Notice unless you authorize us in writing or the law permits or requires it.

Changes to this Notice

We reserve the right to change this Notice and our privacy practices. A revised Notice may apply to all PHI we maintain, including information created or received before the revision. The current Notice will be available upon request, at our office or service location as required, and on https://brighthearthospice.com.

Questions, requests, and complaints

Bright Heart Hospice – Privacy Officer
Phone: 918-258-4810
Email: admin@brighthh.com
Website: https://brighthearthospice.com
Effective date: August 5, 2026

PART III

Mobile Terms of Service

Terms for Bright Heart Hospice text-message communications

1. Program and message types

When you opt in to receive text messages from Bright Heart Hospice, you may receive messages regarding hospice service inquiries, consultation or visit scheduling, care coordination, appointment or service reminders, document or information requests, follow-up, and other service-related communications. We may also send other message categories described at the point of opt-in.

No emergency texting
Text messaging is not monitored as an emergency channel. Call 911 for emergencies. For urgent hospice needs, call 918-258-4810.

2. Consent

You may opt in through an optional, unchecked website checkbox, a written or electronic form, or another method that clearly describes the program. Consent to receive text messages is not a condition of purchasing or receiving hospice services. If the person providing a telephone number is not the subscriber or customary user of that number, that person represents that they have authority to provide consent.

3. Message frequency and charges

Message frequency varies based on your interactions and care or service needs. Message and data rates may apply to messages sent to you from us and to messages you send to us. Contact your wireless provider with questions about your text or data plan.

4. Opt out – STOP

You may cancel SMS messages at any time by replying STOP. After you send STOP, we may send one message confirming that you have been unsubscribed. You will then stop receiving messages from that program unless you sign up again. Requests using similar opt-out keywords may also be honored as required by law or carrier rules.

5. Help – HELP

Reply HELP for assistance. You may also contact Bright Heart Hospice at 918-258-4810 or admin@brighthh.com.

6. Carrier disclaimer

Wireless carriers are not liable for delayed or undelivered messages. Delivery depends on your device, network, and carrier service and is not guaranteed.

7. Privacy

Our collection and use of information through the messaging program is described in Parts I and II of this document. Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All categories described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

8. Security and message content

Standard SMS is not guaranteed to be encrypted or secure. Do not send detailed medical information, Social Security numbers, payment card information, or other highly sensitive information by text unless Bright Heart specifically instructs you to use an approved secure method. We may limit the clinical information included in text messages and ask you to continue a conversation by telephone or another secure channel.

9. Your responsibilities

You are responsible for providing an accurate mobile number and promptly telling us if the number changes or is reassigned. You should safeguard access to your device. If you share a device or account, others may be able to see messages from Bright Heart.

10. Program changes or termination

We may change, suspend, or discontinue a messaging program or these Mobile Terms. Updated terms will be posted on our website with a revised effective date. Your continued participation after an update is subject to applicable consent and notice requirements.

11. Contact

Bright Heart Hospice
Phone: 918-258-4810
Email: admin@brighthh.com
Privacy Policy: https://brighthearthospice.com/privacy-policy/

Website SMS opt-in disclosure

Use this language beside an optional, unchecked SMS checkbox
By checking this box, I agree to receive text messages at the number provided from Bright Heart Hospice regarding hospice service inquiries, scheduling, care coordination, reminders, and follow-up. Message frequency may vary. Message and data rates may apply. Reply HELP for help and STOP to opt out. Consent is not a condition of receiving services. Privacy Policy and Mobile Terms of Service are available at https://brighthearthospice.com/privacy-policy/.