Hey There

1. Introduction

INcare LLC, doing business as INcareTrans (“INcareTrans,” “we,” “us,” or “our”), is a veteran-owned provider of premium non-emergency medical transportation (NEMT) and paratransit services, including ambulatory, wheelchair, and stretcher transportation. We are committed to protecting the privacy and security of the personal information entrusted to us by our clients, website visitors, job applicants, employees, contractors, and business partners.

This Privacy Policy explains what information we collect, how we use and protect it, with whom we may share it, and the choices and rights available to you. It applies to information collected through our website (www.incaretrans.com), our transportation and dispatch services, our hiring and recruitment process (including applications submitted through third-party applicant tracking platforms such as Rippling), and other interactions you may have with INcareTrans.

By using our website or services, or by submitting information to us, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our website or provide personal information to us.

2. Information We Collect

2.1 Information from Clients and Passengers

To schedule and provide transportation services, we may collect:

• Identity and contact information – Name, date of birth, home address, phone number, and email address.

• Trip and mobility information – Mobility status (e.g., ambulatory, wheelchair, or stretcher), special assistance needs, appointment details, pick-up and drop-off locations, and, where necessary for safe transport, limited health-related information.

• Coverage and billing information – Insurance, Medicaid/Medicare identifiers, Veterans Affairs (VA) authorization details, broker trip authorizations, and billing information.

• Emergency contact information – Name and phone number of an emergency contact, caregiver, or authorized representative.

2.2 Information from Website Visitors

When you visit our website, we may collect information you voluntarily provide through contact forms, quote requests, or service inquiries, as well as technical information collected automatically, such as IP address, browser type, device information, pages visited, and referring URLs. This technical data may be collected through cookies and similar technologies (see Section 7).

2.3 Information from Job Applicants

If you apply for employment or an independent contractor position with INcareTrans, we collect the information you submit in your application, which may include:

• Name, address, phone number, and email address.

• Resume, work history, education, licenses, certifications, and references.

• Driver's license information and motor vehicle records for driving positions.

• Background check, drug screening, and employment eligibility verification results, where applicable and permitted by law.

• Veteran status or other information you voluntarily disclose.

2.4 Vehicle and Operational Data

Our vehicles may be equipped with GPS tracking and, where posted or disclosed, on-board camera systems used for passenger safety, driver accountability, routing, dispatch efficiency, and compliance with contractual requirements, including those of the U.S. Department of Veterans Affairs and other institutional partners.

3. How We Use Your Information

We use personal information only for legitimate business purposes, including to:

• Schedule, dispatch, and provide safe, reliable transportation services.

• Verify trip authorizations and process billing with insurers, brokers, Medicaid/Medicare, the VA, and other payers.

• Communicate with clients, caregivers, facilities, and authorized representatives regarding trips and services.

• Evaluate applications for employment or contractor engagements and conduct lawful pre-hire screening.

• Maintain safety, quality assurance, and regulatory and contractual compliance.

• Improve our website, services, and customer experience.

• Respond to inquiries, complaints, and legal requests, and protect our legal rights.

We do not sell personal information, and we do not use client health-related information for marketing purposes.

4. Protected Health Information (HIPAA)

In the course of providing non-emergency medical transportation, INcareTrans may receive or handle protected health information (“PHI”) as defined under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). Where INcareTrans acts as a covered entity or as a business associate of a covered entity (such as a hospital, VA facility, managed care organization, or transportation broker), we handle PHI in accordance with HIPAA, applicable business associate agreements, and our internal privacy and security safeguards.

PHI is used and disclosed only as necessary to provide transportation services, obtain payment, and carry out related healthcare operations, or as otherwise required or permitted by law. Our personnel are trained to limit access to PHI to the minimum necessary to perform their duties.

5. How We Share Information

We may share personal information with the following categories of recipients, and only as necessary for the purposes described in this Policy:

• Healthcare facilities and partners – Hospitals, clinics, dialysis centers, VA facilities, and other healthcare providers involved in coordinating your transportation.

• Payers and brokers – Insurance companies, transportation brokers, Medicaid/Medicare programs, and the U.S. Department of Veterans Affairs, for trip authorization and payment.

• Service providers – Vendors that support our operations, such as scheduling and dispatch software, applicant tracking and HR platforms (e.g., Rippling), payroll processors, background check providers, and IT and communications providers, each bound by appropriate confidentiality obligations.

• Legal and regulatory authorities – Courts, regulators, law enforcement, or other government authorities when required by law, subpoena, audit, or contractual obligation.

• Business transactions – In connection with a merger, acquisition, financing, or sale of business assets, subject to appropriate protections.

We do not sell, rent, or trade personal information to third parties for their own marketing purposes.

6. Job Applicant and Candidate Privacy

Information submitted in connection with an application for employment or a contractor position is used solely for recruitment, hiring, onboarding, and related human resources purposes. Applications may be collected and processed through third-party platforms such as Rippling, which act as service providers on our behalf and are contractually obligated to safeguard your information.

Background checks, motor vehicle record reviews, and drug screenings are conducted only where applicable to the position, with any required notices and authorizations, and in compliance with the Fair Credit Reporting Act (FCRA) and other applicable laws. If you are not selected for a position, we may retain your application materials for a reasonable period, consistent with applicable law, to consider you for future opportunities and to satisfy record-keeping obligations, unless you request deletion where such a right applies.

INcareTrans is an equal opportunity employer. Any demographic or veteran status information you voluntarily provide is used only for lawful purposes, such as compliance reporting, and does not affect hiring decisions.

7. Cookies and Website Analytics

Our website may use cookies and similar technologies to operate the site, remember preferences, and understand how visitors use our pages so we can improve them. You can control or disable cookies through your browser settings; however, some features of the website may not function properly without them. Our website may use third-party analytics tools that collect information about site usage in aggregate form.

8. How We Protect Your Information

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, alteration, or disclosure. These measures include access controls, personnel training, confidentiality obligations, secure systems for scheduling and dispatch, and vendor due diligence. While we work diligently to protect your information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Data Retention

We retain personal information only as long as necessary to fulfill the purposes described in this Policy, to comply with legal, regulatory, contractual, and audit requirements (including federal contract record-retention obligations), to resolve disputes, and to enforce our agreements. When information is no longer needed, it is securely deleted or de-identified.

10. Your Rights and Choices

Depending on your circumstances and applicable law, you may have the right to:

• Request access to the personal information we hold about you.

• Request correction of inaccurate or incomplete information.

• Request deletion of your information, subject to legal and contractual retention requirements.

• Opt out of non-essential communications.

• Receive an accounting of certain disclosures of PHI, as provided under HIPAA.

To exercise any of these rights, please contact us using the information in Section 14. We may need to verify your identity before fulfilling your request.

11. Children's Privacy

Our website and recruitment processes are not directed to children under the age of 13, and we do not knowingly collect personal information from children through our website. Where we transport minor passengers, information is collected from and managed through a parent, guardian, caregiver, facility, or other authorized representative.

12. Third-Party Websites and Platforms

Our website and job postings may contain links to third-party websites or platforms, including applicant tracking systems, social media pages, and partner organizations. This Privacy Policy does not apply to those third parties, and we encourage you to review their privacy policies before providing them with personal information.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or business operations. The “Last Updated” date at the top of this Policy indicates when it was most recently revised. Material changes will be posted on our website, and your continued use of our website or services after such changes constitutes acceptance of the updated Policy.

14. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have a concern about how your information has been handled, please contact us:

INcare LLC (dba INcareTrans)

Attn: Privacy Officer

500 Polk St, Suite 19, Greenwood, IN 46143

Phone: (317) 528-0018

Website: www.incaretrans.com