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Welcome! This Privacy Policy explains how Arca.ai (“we,” “us,” or “our”) collects, uses, shares, and protects information you provide to us in connection with our website located at www.usearca.ai (the “Site”) and the Arca.ai desktop/mobile applications, and the related content, products, services, and other functionality offered on or through the online services (collectively, the “Services”), and when you otherwise interact with us in any way.
Arca.ai is a workforce management platform designed to help healthcare organizations streamline scheduling, time and attendance, payroll, analytics, and staffing operations for long-term care and other healthcare facilities.
This Privacy Policy applies to visitors to the Site, who view only publicly-available content, customers who have signed up to access and use the Services, and customers’ employees and contractors authorized by customer to access and use the Services.
The terms “User” and “Users” refer to all individuals and other persons who access or use the Services, including, without limitation, any business entities or other organizations that register accounts or otherwise access or use the Services through their respective representatives.
By visiting the Site or by using the Services, you agree to the collection and use of information as described in this Privacy Policy.
This Privacy Policy primarily applies to the collection, use, and sharing of User (e.g. healthcare facility administrators, staff, and workforce managers) Personal Information.
Personal Information: When we use the term “Personal Information” in this Privacy Policy, we mean information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, to an individual. It does not include aggregated or deidentified information that is maintained in a form that is not reasonably capable of being associated with or linked to an individual.
De-Identified and Aggregated Information: Arca.ai reserves the right to create, use, and share Aggregated and De-identified Data (e.g. data that cannot reasonably be linked back to an individual) for any lawful business purpose, including but not limited to developing and improving our Services, developing new products, research, data licensing, advertising, and benchmarking.
Sometimes we collect Personal Information automatically when an individual interacts with our Services, and sometimes we collect the Personal Information directly from an individual.
Account Information: When you create an Arca.ai account, we collect your name, address, email address, phone number, employer’s name (if applicable), password, professional role (e.g., Administrator, Scheduler, HR Manager, etc.), and communication preferences.
Professional Information, which may include name, email address, address, zip code, phone number, licensing information, Social Security Number, date of birth, gender, driver’s license number and information, background check (including criminal history-related) information, physical and health-related information, profile information, professional information including prior roles, video, audio recording, photograph, voice, or other sound effects, information you provide on boards or in chats, and any other information provided to us during your account sign-up process or through our Services.
Facility Information, including facility/company name, related entities’ names, names of facility representatives, those representatives’ positions, address, email address, phone number, profile information, billing and payment information, and any other information provided to us during your account sign-up process or through the Services.
Workforce and Scheduling Data: To use the workforce management features of Arca.ai, you will input information about your employees, shifts, staffing levels, resident census data, and labor costs. We process this information exclusively to provide the workforce management services to you and to comply with our legal obligations.
Subscription and Payment Information: To use premium features of Arca.ai, you must provide payment information, such as credit card details. This is used solely to process your subscription payments and is handled by our secure third-party payment processors. Please note we utilize third-party providers, including but not limited to Stripe and Invoiced, to process payments on our behalf. These vendors may collect and store personally identifiable financial information on our behalf. In addition, we may store or view data associated with your account stored by these vendors, which may include the last four digits of your credit card, debit card and/or bank account number. To view Stripe’s privacy policy, please visit: https://stripe.com/privacy. To view Invoiced’s privacy policy, please visit: https://www.invoiced.com/legal/privacy.
Communications: When you contact us for customer support or provide feedback, we collect the information included in your communications.
Any Other Personal Information You Choose to Provide: Arca.ai may also collect and store certain data about your use of the Services on an aggregate and/or de-identified basis.
Usage and Technical Data: We automatically collect information about how you interact with Arca.ai, such as the features you use, the frequency of use, and performance data.
As is true of many websites, we and our third-party partners may automatically collect certain information from or in connection with your device when visiting or interacting with our Services, such as:
Device Data, including internet protocol (IP) address, operating system, device type and version, browser type and version, browser id, the URL entered and the referring page/campaign, date/time of visit, other user agent string data, the time spent on our Services, and any errors that may occur during the visit to our Services. Device Data may overlap with the other categories of data below.
Analytics Data, including the path taken to our Services, through our Services, and when exiting our Services, usage and activity on or in connection with our Services, metrics on how many emails we send are actually opened and which attachments or links are opened, clicked, or viewed.
We may also obtain Personal Information from third parties, which we may combine with Personal Information we collect either automatically or directly from you. For example, we may receive the same categories of Personal Information as described above from the following third parties:
Your Employer / Company: When an individual interacts with our Services as an employee or representative of their company, we may receive their information from their employer or other employees at their company.
Service Providers: Our service providers that perform services solely on our behalf, such as payment processors or survey and certain advertising/marketing providers, may collect Personal Information and may share some or all of this information with us.
We may use your Personal Information for the following purposes:
to provide and maintain the Service, including to operate the workforce management platform, generate schedules, process payroll, manage your account, and process your subscription
to manage our organization and its day-to-day operations
for billing, payment, identification and authentication, and fraud prevention
to identify and analyze how individuals use our Site and Services and to conduct research and analytics on our User base and our Services
to improve and customize our products and the Services to address the needs and interests of our User base and other individuals we interact with
to communicate with you, including via email, text message, social media and/or telephone calls, and to deliver administrative notices and communications relevant to your use of our products and the Services, and to send you service-related updates, security alerts, and respond to your support requests
to market our Services to individuals, including through email, direct mail, phone or text message
to administer, improve and personalize our Services, including by recognizing an individual and remembering their information when they return to our Site
to facilitate User benefits and services, including customer support through our command center services
for internal market research
to test, enhance, update and monitor the Services, or diagnose, fix or troubleshoot technology problems
to help maintain the safety, security and integrity of our property and Services, technology assets and business
to fulfill or meet the reason the information was provided, such as to fulfill our contractual obligations, to provide our products and the Services, and to process transactions
to detect, investigate, provide notice of or protect against error, fraud or other unlawful or criminal activity
for distribution to third-party contractors that provide services to Arca.ai and our partners
to comply with applicable legal obligations
to defend, protect or enforce our rights or applicable contracts and agreements, including our Terms of Service, and as otherwise set forth in this Privacy Policy.
We may use anonymized and aggregated usage data to analyze performance and improve the functionality of our platform and analytics models.
We do not sell your Personal Information. We may only share your Personal Information in the following limited circumstances:
With Service Providers: We engage third-party service providers that perform business or operational services for us or on our behalf, such as payment processing, website hosting, infrastructure provisioning, IT services, analytics services, administrative services. We use third-party vendors for services like cloud hosting (e.g., AWS) and payment processing (e.g., Stripe). We may also share Personal Information with advertising partners (ad networks, social media platforms) to perform targeted marketing for our Services.
Your Employer / Company: When an individual interacts with our Services as an employee or representative of their company, we share their information with their employer or other employees at their company.
Affiliates: We may share Personal Information with other companies owned or controlled by Arca.ai, and other companies owned by or under common ownership as Arca.ai, which also includes our subsidiaries (i.e., any organization we own or control) or our ultimate holding company (i.e., any organization that owns or controls us) and any subsidiaries it owns, particularly when we collaborate in providing the Services.
Business Transaction or Reorganization: We may take part in or be involved with a corporate business transaction, such as a merger, acquisition, joint venture, or financing or sale of company assets. We may disclose Personal Information to a third party during negotiation of, in connection with or as an asset in such a corporate business transaction. Personal Information may also be disclosed in the event of insolvency, bankruptcy or receivership.
Legal Obligations and Rights: We may disclose Personal Information to third parties, such as legal advisors and law enforcement: if required by law or if we are given reason to believe, in our sole discretion, that someone is causing injury to or interference with the rights of Users, the general public, or Arca.ai; to comply with a judicial proceeding, court order, legal process, or response to a regulator; in connection with the establishment, exercise, or defense of legal claims; to protect our rights and property and the rights and property of others, including to enforce our agreements and policies; to detect, suppress, or prevent fraud; to protect the health and safety of us and others; or as otherwise required by applicable law.
Otherwise With Consent or Direction: We may disclose Personal Information about an individual to certain other third parties or publicly with their consent or direction. For example, with an individual’s consent or direction we may post their testimonial on our Site or Service-related publications.
We take the security of your data very seriously. We implement appropriate technical, administrative, and physical safeguards designed to protect your information.
Even with the safeguards we use, we cannot completely guarantee the security of your personal information. You should keep your login details in a safe place, and report any suspected security violations or incidents involving personal information by contacting us.
We retain your personal information for as long as your account is active, or where we have an ongoing legitimate business need to do so (for example, to comply with applicable legal requirements or obligations). You may request to delete your personal information within the application. However, we may need to retain certain personal information for a longer period, even after a deletion request, if required by law or other legal obligation.
When processing data on behalf of our customers, we will retain that data as described in our agreements with that customer. The workforce, scheduling, payroll, and staffing data you generate are retained in your account for your access.
You have the right to access, update or correct, or delete the Personal Information in your Arca.ai account through your account settings.
For questions about your data rights, please contact us via email at contact@usearca.ai.
Our Site and Services may include links to third-party websites, plug-ins and applications. Except where we post, link to or expressly adopt or refer to this Privacy Policy, this Privacy Policy does not apply to, and we are not responsible for, any Personal Information practices of third-party websites and online services or the practices of other third parties. To learn about the Personal Information practices of third parties, please visit their respective privacy policies.
This Privacy Policy may be periodically reviewed and updated at Arca.ai’s discretion, including as Arca.ai expands and/or modifies the Service. Arca.ai will endeavor to notify you of these changes by email, but will not be liable for any failure to do so. Use of our Service after an update to this Privacy Policy constitutes consent to the updated terms to the extent permitted by law. Arca.ai encourages you to review this Privacy Policy regularly, and if you do not understand any of its terms or conditions, you may inquire regarding the same via email at contact@usearca.ai.
If you have any questions about this Privacy Policy, or the privacy practices of Arca.ai, please contact us at: contact@usearca.ai