Privacy Policy · BedOpen

1. Who we are and what this covers

This Privacy Policy explains how Hawes Co., Inc. ("BedOpen," "we," "us") collects, uses, shares, and protects information when you use the BedOpen websites, apps, text messages, and referral network (the "Service"). It is part of our Terms of Service.

BedOpen is business software for small residential care homes and the hospital, hospice, and agency professionals who place residents. It is not meant for children, and we do not knowingly collect information from anyone under 18.

2. Health information (HIPAA)

Until a home and BedOpen sign a Business Associate Agreement (a "BAA"), the Service must not be used for real resident or patient health information. The referral need board is built to be anonymous: no names, birth dates, record numbers, addresses, or photos of patients.

When a BAA is signed, protected health information is handled under that BAA and HIPAA, which control over this Policy for that information.

3. Information we collect

Information you give us:

Account details: name, email, phone number, job role, company name, and work city, state, and ZIP.
Business details a home enters: homes, licenses, beds, rates, photos, schedules, staff, supplies, receipts, payment records, documents, and notes.
Referral details: anonymous care needs posted by Dispatchers and homes' answers.
Messages and support requests you send us, and email addresses entered to receive BedOpen News.

Information collected automatically: IP address, browser and device type, pages visited, and times of use, kept in server logs to run and secure the Service. When you accept our Terms, we record the date, time, version, IP address, and device as proof of agreement.

Information from others: a company owner may add you as a staff member, and Google provides basic account details if an owner connects Google Drive.

4. How we use information

To run the Service: sign-in, scheduling, referrals and matching, alerts, reminders, statements, and reports.
To send operational texts and emails you or your company set up (for example, referral alerts and shift call-outs).
To keep the Service secure, prevent fraud and abuse, and fix problems.
To support customers, bill for subscriptions, and communicate about the Service.
To improve the Service using aggregated or de-identified information that does not identify any person or home.
To meet legal obligations and enforce our Terms.

5. Text messages

If you give us your mobile number, BedOpen may text you about your account and work: referral alerts, shift call-outs, and similar operational messages. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help.

We do not sell, rent, or share mobile phone numbers or text-message opt-in information with third parties or affiliates for their marketing or promotional purposes. We share them only with the text-message provider that delivers our messages.

6. How we share information

We do not sell your personal information, and we do not share it for targeted advertising. We share information only:

Inside your company: owners and staff of the same company see the company's information according to their role.
Through the referral network, as designed: a home's profile, photos, rates, open beds, and answers are shown to verified Dispatchers; needs are shown to matching homes.
With service providers that help us run the Service under contract, such as cloud hosting, text-message delivery, and, when a company connects them, Google Drive. They may use the information only to provide their service to us.
When the law requires it, or to protect the rights, safety, or property of users, the public, or BedOpen.
In a business transfer, such as a merger or sale of BedOpen, under this Policy's protections.
With your direction or consent.

7. Cookies and similar tools

We use a small number of necessary cookies: one keeps you signed in, and one remembers an administrator's plan preview. Your browser may also store simple display preferences (for example, schedule zoom). We do not use advertising cookies or sell browsing data.

Some pages load content from other services, such as map tiles from OpenStreetMap on the Dispatcher map and a video player on the Demo page. Those services may receive your IP address and browser information under their own privacy policies.

8. How we protect information

We use reasonable safeguards: encrypted connections (HTTPS), hashed passwords, signed sign-in cookies, access limited by company and role, one-time links stored only as secure hashes, and file checks on uploads. No system is perfectly secure, so we cannot promise information will never be lost, misused, or accessed without permission. If we learn of a breach that affects your information, we will notify you as the law requires.

9. How long we keep information

We keep account and company information while the account is active. After an account closes, the company may request an export within 30 days; after that we delete or de-identify it, except what we must keep for legal, tax, security, or dispute reasons (such as records of Terms acceptance and billing), and copies in routine backups until they expire.

10. Your choices and rights

Access and correction: you can see and update most account information in the Service, or ask us to.
Deletion: you may ask us to delete your personal information. If you use BedOpen through a company, some requests go through that company, which controls its business records.
Texts: reply STOP to any text. News emails: ask us to remove you at any time.
State privacy rights: depending on where you live (for example, California, Colorado, Oregon, Texas, or Washington), you may have rights to know, access, correct, delete, or port your personal information and to opt out of its sale or targeted advertising (we do neither). We will not discriminate against you for using these rights. You may use an authorized agent; we may verify identity before acting.

To make a request, email legal@getbedopen.com. We will respond within the time the law requires.

11. Changes to this Policy

We may update this Policy. When we make a material change, we will tell you through the Service or by email before it takes effect. The date at the top shows when it last changed.

12. Contact us

Hawes Co., Inc. · BedOpen · legal@getbedopen.com