Privacy policy.

Who We Are

River City Care Navigators, LLC is an independent healthcare navigation and family advocacy company based in Virginia.

We help individuals and families understand complex healthcare systems, coordinate care, evaluate options, and make informed decisions.

RCCN is not a medical provider, law firm, insurance company, or government agency. We do not provide medical, legal, or financial advice.

Information We Collect

Depending on how you interact with us, we may collect the following information.

Information You Provide

When you contact us, schedule a consultation, complete forms, or become a client, you may provide:

• Name
• Email address
• Telephone number
• Mailing address
• Emergency contact information
• Information about your healthcare concerns
• Information about the person you are seeking services for
• Insurance information (only if relevant to requested services)
• Documents you voluntarily provide
• Payment information (processed through third-party payment processors)

We only ask for information that is reasonably necessary to provide our services.

Information Collected Automatically

When you visit our website, certain information may be collected automatically, including:

• IP address
• Browser type
• Device information
• Pages visited
• Time spent on pages
• Referral website
• General geographic region

This information helps us improve our website and understand how visitors use it.

Cookies

Our website may use cookies or similar technologies to:

• Remember user preferences
• Improve website functionality
• Measure website traffic
• Analyze visitor behavior

Most web browsers allow you to disable cookies if you choose.

How We Use Your Information

We use information to:

• Respond to inquiries
• Schedule appointments
• Provide healthcare navigation services
• Coordinate services you request
• Process payments
• Send invoices
• Maintain client records
• Improve our website
• Communicate with you regarding appointments or services
• Comply with legal obligations
• Protect our business from fraud or misuse

We do not sell your personal information.

Healthcare Information

Because RCCN assists families with healthcare decisions, you may voluntarily share health-related information with us.

Although we implement robust administrative, physical, and technical safeguards, RCCN is not a HIPAA covered entity or business associate. Consequently, information you share with us is protected by our internal privacy practices and applicable state laws, rather than the federal Health Insurance Portability and Accountability Act (HIPAA).

We encourage clients to share only the information reasonably necessary for us to provide requested services.

When We Share Information

We do not sell or rent personal information.

We may share information only when necessary:

With Your Permission

If you ask us to communicate with:

• Physicians
• Hospitals
• Rehabilitation facilities
• Nursing homes
• Home health agencies
• Hospice providers
• Insurance companies
• Family members
• Attorneys
• Financial professionals

Before sharing confidential client information with family members, designated advocates, or non-treating professionals, RCCN reserves the right to verify authorization through written consent, power of attorney documentation, or verbal confirmation from the client or legal representative.

Service Providers

We may share limited information with trusted third-party vendors who assist us in operating our business, such as:

• Payment processors
• Scheduling platforms
• Secure cloud storage providers
• Website hosting providers
• Accounting software

We share limited information only with trusted third-party vendors (such as payment processors, scheduling platforms, secure cloud storage, and hosting providers) who are contractually bound to maintain confidentiality and implement appropriate data security measures.

Legal Requirements

We may disclose information if required by law, court order, subpoena, or when necessary to:

• comply with legal obligations,
• protect the rights or safety of RCCN or others,
• investigate fraud or unlawful activity.

Data Security

We take reasonable administrative, technical, and physical safeguards to protect personal information.

These safeguards may include:

• password-protected systems,
• encrypted communications where available,
• secure cloud storage,
• limited access to client information,
• routine software updates.

In the unlikely event of a security breach compromising your personal data, RCCN will notify affected individuals and applicable regulatory authorities in accordance with applicable Virginia law.

Data Retention

We retain personal information only as long as reasonably necessary to:

• provide services,
• comply with legal obligations,
• resolve disputes,
• maintain business records,
• enforce our agreements.

When information is no longer needed, it is securely deleted or destroyed when practicable. If it is not practicable to delete or destroy information, we will continue to impose administrative, technical, and physical safeguards to protect your personal information.

Your Choices

You may request to:

• review information we maintain about you,
• update inaccurate information,
• request deletion of certain information (subject to legal and business record retention requirements),
• opt out of non-essential communications.

Requests may be submitted using the contact information below.

Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policies of those websites before providing personal information.

Children's Privacy

Our website and services are intended only for adults. If you are under 18, please leave this Website immediately without providing us any information about yourself.

We do not knowingly collect personal information from children under the age of 13.

If we learn that such information has been collected, we will promptly delete it.

Changes to This Privacy Policy

We may update this Privacy Policy periodically.

Any changes will be posted on this page with an updated Effective Date.

Continued use of our website after changes are posted constitutes acceptance of the revised Privacy Policy.