Privacy policy

Ovel EVV is a workforce and Electronic Visit Verification service run by OveliTHub ("we", "us"). This policy explains what we collect, why, who can see it and the choices you have. It is written in plain words; if anything is unclear, email hello@ovelithub.com.

Who is responsible for what

Companies that use Ovel EVV (agencies, employers and contractors, "customers") decide which workers and clients they add and what they record about them. For that information, the customer is in charge and we process it on their instructions to provide the service. If you are a worker or client of one of our customers, contact that company first about your information; we will help them answer you.

For people who visit this website, sign up for an account or contact us, we decide how that information is used, as described below.

What we collect

• Account details: names, email addresses, phone numbers, company details and passwords (stored only as one-way hashes) for company users, workers and client portal users.
• Worker records entered by the customer: contact details, worker ID, pay rates, availability, credentials and their expiry dates, and other employment details the customer chooses to store.
• Client records entered by the customer: names, addresses, contacts, service plans or task lists, and, for healthcare customers, payer and authorization details.
• Visit records: scheduled and actual times, the service, tasks done, notes, exceptions and every change made by the office with its reason.
• Location: the worker's GPS position and its accuracy at the moment they clock in and the moment they clock out, and the distance from the client's or site's address. We do not track location during a visit, between visits or when the worker is off the clock.
• Signatures: drawings made by workers and clients when they sign a timesheet, stored with the signer's name, the time, the IP address and device details, and a fingerprint (hash) of what was signed.
• Messages and files sent through the service.
• Billing records: invoices, claims and payments the customer creates, and the customer's own subscription and payment references.
• Technical data: IP addresses, browser and device type, and logs needed to keep the service secure and working.

Health information

Home care and healthcare customers may store protected health information, such as care plans, progress notes and Medicaid member IDs. Healthcare customers must sign a business associate agreement with OveliTHub before storing protected health information, and only on a plan that supports it. The free plan and the public demo must not be used for real health information. If you are not sure whether your plan supports it, ask us before you load real patient records.

Why we use it

• To provide the service: scheduling, verifying visits, timesheets and signatures, payroll calculations, billing and messages.
• To keep it secure: detecting abuse, investigating problems and keeping audit records.
• To support you when you ask for help.
• To send service emails and texts, such as invitations, password resets, schedule reminders and signature requests.
• To bill customers for their subscription.
• To meet legal obligations.

We do not sell personal information. We do not use customer data for advertising, and we do not share it with data brokers.

The free tools on this website

The calculators and checkers on our free tools pages run entirely in your browser. What you type, and any file you open in the EVV visit record checker, is not sent to us. Some tool inputs are saved in your own browser's local storage so they are there next time; you can clear them at any time in your browser settings. Signatures drawn in the timesheet tool are not saved.

The public demo

The live demo is a fictional company that anyone can sign in to with the demo logins. Anything you type there can be seen by other visitors, and the demo is wiped and rebuilt every night. Never enter real personal or health information in the demo.

Who can see it

• The customer's own users, according to the roles the customer gives them (for example scheduler, payroll or billing).
• Workers see their own schedule, visits, timesheets, pay statements and messages.
• Clients in the client portal see their own visits, shared notes, timesheets, invoices and messages.
• Service providers who help us run the service, such as hosting, email and text message delivery, under contracts that limit their use of the data.
• Payers, aggregators and clearinghouses only when the customer exports or sends data to them.
• Authorities when the law requires it. We will tell the customer unless we are not allowed to.

OveliTHub staff access customer data only to provide support, keep the service secure or meet a legal duty.

How long we keep it

We keep customer data while the account is active. Customers can export their data at any time. After an account is closed we delete or anonymize customer data within 90 days, except where the law or a business associate agreement requires us to keep it longer, and except for backups, which roll off on their own schedule. Customers are responsible for keeping their own copies of records that their state, payers or labor laws require them to retain.

Security

Connections are encrypted. Each customer's data is kept separate. Access inside a company follows roles. Uploaded files are checked and stored privately. Edits to visits and signatures keep an audit trail. No system is perfectly secure; if we learn of a breach that affects your information, we will tell the affected customers and, where the law requires, the people affected and the authorities.

Your choices

• Workers and clients: ask the company that added you to see, correct or delete your information. You can also contact us and we will pass your request on.
• Workers can deny location permission on their phone; the company will then see a "no GPS" exception and may ask for another way to verify visits.
• Depending on your state, you may have rights to know, access, correct or delete personal information. Email us and we will respond within the time the law allows.

Children

The service is for businesses. Clients may include minors (for example students of a tutoring company); their information is entered and controlled by the customer. We do not knowingly collect information directly from children under 13.

Changes

We will post changes here and update the date at the top. For material changes we will also tell customers by email before they take effect.

Contact

OveliTHub, Ovel EVV: hello@ovelithub.com.