Privacy Policy for The Arbors at Battlefield Assisted Living and Memory Care

Effective Date: 12/11/2025

Applies to: Residents, Prospective Residents, Family Members, Website Visitors, and Mobile Messaging Participant

1. Introduction

This Privacy Policy describes how Battlefield Assisted, LLC d/b/a as The Arbors at Battlefield Assisted Living and Memory Care (“The Arbors”, “we,” “our,” or “us”) collects, uses, shares, and protects personal information when you interact with our website, services, digital communication tools, and SMS/MMS messaging programs.

As a provider of assisted living and memory care services, The Arbors complies with:

HIPAA (Health Insurance Portability and Accountability Act) when handling Protected Health Information (PHI)
Virginia state privacy laws, including the Virginia Consumer Data Protection Act (VCDPA)
The Campaign Registry (TCR) requirements for SMS/MMS messaging

By using our website or submitting personal information, you agree to this Privacy Policy.

2. Information We Collect

2.1 Personal Information You Provide

This may include:

Name, mailing address, phone number, email
Relationship to a resident or prospective resident
Care-related or health-related information you voluntarily submit
Billing or insurance information
Inquiry, tour requests, and admissions forms
Communication preferences and messaging opt-ins

2.2 Automatically Collected Information

When you visit our website, we may collect:

IP address and device information
Browser type and operating system
Date/time of visits, pages viewed, and referring URLs
Cookies, pixels, tags, and analytics data

2.3 Information From Third Parties

We may receive information from:

Healthcare providers (with proper authorization)
Referral services or senior-care platforms
Marketing or advertising vendors

3. How We Use Your Information

We use personal information to:

Provide assisted living and memory care services
Respond to inquiries and schedule tours
Communicate with residents and families
Coordinate care (with authorizations)
Process billing and administrative needs
Improve website functionality and visitor experience
Send SMS/MMS messages (with opt-in consent)
Comply with HIPAA, Virginia laws, and other regulations

4. How We Share Information

We do not sell personal information.

We may share information with:

Authorized staff involved in care or administrative operations
Third-party service providers (hosting, messaging platforms, analytics providers, payment processors)
Healthcare partners in compliance with HIPAA
Regulators or law enforcement as legally required

All vendors receiving PHI or sensitive data must maintain confidentiality and follow security and privacy requirements.

5. SMS/MMS Messaging & The Campaign Registry (TCR) Compliance

5.1 Opt-In Requirements

You must explicitly opt in to receive mobile messages through:

Website forms
Paper forms
Text-based consent flows

Consent is never a condition of receiving care.

5.2 Message Types & Frequency

Message categories may include:

Appointment or tour reminders
Care-related notifications
Facility updates or emergency alerts
Service information and community announcements

Frequency varies depending on interaction.

5.3 Opt-Out

Text:

STOP to unsubscribe
HELP for assistance

5.4 Messaging Data Use

Your phone number and consent status may be shared with:

SMS platform providers
The Campaign Registry (TCR)
Mobile network operators

Used only for compliant A2P/10DLC messaging.

5.5 Carrier Charges

Message and data rates may apply.

6. HIPAA Notice of Privacy Practices (Summary)

(A full HIPAA Notice of Privacy Practices is provided separately to residents upon admission.)

6.1 How We Use and Disclose PHI

We may use PHI for:

Treatment and caregiving
Billing, insurance coordination, payments
Healthcare operations and quality improvement
Safety, public health, or emergency purposes
Legal and regulatory compliance

6.2 Your HIPAA Rights

You have the right to:

Access and request copies of your PHI
Request corrections
Request restrictions on certain uses/disclosures
Request confidential communications
Receive an accounting of disclosures
File a complaint with us or the U.S. Department of Health & Human Services

6.3 HIPAA Compliance Safeguards

We employ administrative, technical, and physical measures to protect PHI in compliance with HIPAA standards.

7. Cookies, Tracking Technologies, Google & Meta Analytics

We use cookies, pixels, and tracking technologies to analyze usage, enhance user experience, and support marketing.

7.1 Google Analytics & Google Advertising Tools

We use tools such as:

Google Analytics
Google Ads
Google Tag Manager

Google may collect:

IP address
Device identifiers
Browsing and interaction behavior

Google uses this data for analytics and interest-based advertising.
You may opt out using Google’s available tools.

7.2 Meta (Facebook) Pixel & Meta Tracking Tools

We use the Meta Pixel to:

Measure ad performance
Understand visitor actions
Improve our ability to reach interested audiences

Meta may receive:

Page visit data
Conversion or form submission data
Device/browser information

You may adjust your ad preferences through your Meta account.

7.3 Your Tracking & Advertising Choices

You can manage tracking preferences by:

Adjusting browser cookie settings
Using Google’s Ads preferences and Analytics opt-out tools
Adjusting Meta ad preferences
Using opt-out mechanisms provided by third-party platforms

Some website features may not function properly if cookies are disabled.

8. Virginia Consumer Data Protection Act (VCDPA) Rights

Virginia residents have the right to:

8.1 Your VCDPA Rights

Confirm whether we process your personal data
Access your personal data
Correct inaccuracies
Delete personal data
Obtain a portable copy of your data
Opt out of:
- Targeted advertising (including Google/Meta-based targeting)
- Sale of personal data (we do not sell data)
- Profiling with legal or significant effects

8.2 Submitting a Request

The Arbors at Battlefield Assisted Living and Memory Care

Privacy Officer

Email: compliance@seniorsolutionsva.com
Phone: 757-384-2562
Address: 308 35^th Street, Suite 101, Virginia Beach, VA 23451

We will respond within 45 days as required by Virginia law.

8.3 Appeals Process

If we deny your request, you may appeal. Appeal instructions will be included in our response.

9. Data Security

We use industry-standard administrative, technical, and physical safeguards to protect personal information, including encryption, access controls, and staff training.

While no method is 100% secure, we follow HIPAA and state security requirements.

10. Children’s Privacy

Our website is not intended for children under 13. We do not knowingly collect information from minors without parental consent.

11. Third-Party Links

Our website may link to external websites. We are not responsible for the privacy practices of those sites.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. The “Effective Date” will reflect the latest version. Continued use of our website indicates acceptance of updated terms.

13. Contact Us

For questions about this Privacy Policy or to exercise privacy rights:

The Arbors at Battlefield Assisted Living and Memory Care – Privacy Officer