Privacy Policy

Introduction

AIMS Force, LLC ("Company," "we," "us," or "our") is committed to protecting your privacy and ensuring transparency about how we collect, use, and protect your personal information. This Privacy Policy explains our data practices for our website, services, and interactions with healthcare professionals, healthcare facilities, government agencies, and other users.

This policy applies to all information collected through our website at aimsforce.com, our staffing portal, mobile applications, and our healthcare staffing services. Please read this policy carefully. If you do not agree with our practices, please do not use our services.

1. Information We Collect

Personal Information You Provide

We collect personal information that you voluntarily provide to us, including:

• Account Information: Name, email address, phone number, password, and security questions when you create a portal account
• Healthcare Professional Data: License numbers, credentials, certifications, medical credentials (for healthcare providers), work history, educational background, and employment verification
• Identity Verification: Government-issued ID information, Social Security Numbers (for employment purposes), and background check information when authorized
• Contact Information: Mailing address, business address, and additional contact details
• Payment Information: Banking details, tax information, and wage payment information (processed securely through third-party payment processors)
• Health & Compliance Data: HIPAA compliance acknowledgments, OSHA certifications, vaccinations status, and other regulatory documentation
• Communication Data: Messages, inquiries, and information you submit through contact forms or support requests

Information Collected Automatically

When you visit our website and use our services, we automatically collect certain information about your device and usage:

• Device Information: Browser type, operating system, device identifiers, and unique device IDs
• Usage Data: Pages visited, time spent on pages, links clicked, search queries, referral source, and navigation patterns
• Location Information: IP address, general geographic location (city/state level), and location data if you enable location services
• Cookies and Tracking Technologies: We use cookies, web beacons, and similar tracking technologies to recognize returning users and personalize your experience
• Server Logs: Information about requests made to our servers, including timestamp, IP address, browser information, and pages accessed

Information from Third Parties

We may receive personal information about you from:

• Healthcare facilities and government agencies requesting our staffing services
• Background check and credential verification services
• Professional licensing boards and regulatory agencies
• Reference providers and previous employers
• Data aggregators and public records databases
• Social media platforms if you link your accounts

2. How We Use Your Information

Service Delivery & Staffing Operations

We use your information to:

• Identify and match healthcare professionals with appropriate staffing assignments
• Process job applications and staffing requests
• Manage credentialing, background checks, and compliance verification
• Process payments, wages, and employment-related documentation
• Maintain employment records and performance tracking
• Facilitate communication between healthcare professionals and healthcare facilities

Account Management

We use your information to:

• Create and manage your portal account
• Verify your identity and prevent fraudulent access
• Process login requests and password resets
• Send account notifications and security alerts

Communications

We use your information to:

• Send job opportunities and staffing notifications
• Provide customer support and respond to inquiries
• Send administrative updates and policy changes
• Send marketing communications (with your consent)
• Facilitate communication about assignments and schedules

Compliance & Legal Obligations

We use your information to:

• Comply with federal, state, and local employment laws
• Meet healthcare industry regulatory requirements (HIPAA, CMS, state licensing boards)
• Maintain records required for government contracts (FAR/DFARS compliance)
• Respond to legal requests and court orders
• Prevent fraud, abuse, and unlawful activity
• Enforce our terms of service and other agreements

Business Analytics & Improvements

We use your information to:

• Analyze trends in staffing demand and healthcare professional availability
• Improve our website, services, and user experience
• Conduct quality assurance and performance monitoring
• Create aggregated statistical data and reports
• Test new features and optimize our platform

3. Healthcare Industry Specifics

HIPAA Compliance

AIMS Force operates in the healthcare industry and is subject to the Health Insurance Portability and Accountability Act (HIPAA). We have implemented appropriate administrative, physical, and technical safeguards to protect protected health information (PHI):

• We limit PHI access to authorized personnel only on a need-to-know basis
• All systems handling PHI are encrypted and access-controlled
• We maintain audit logs of all PHI access and disclosure
• We have business associate agreements in place with all entities that may access PHI
• We provide annual HIPAA training to all employees

Employment Records

As an employment staffing company, we maintain employment records including compensation, hours worked, performance evaluations, and disciplinary records as required by federal and state employment law. These records are kept confidential and accessed only by authorized personnel.

Government Contract Compliance

For contracts involving government agencies, we comply with Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) requirements, including handling Controlled Unclassified Information (CUI) according to NIST standards. We maintain CMMC Level 2 certification for cybersecurity posture.

4. Information Sharing

With Healthcare Facilities

We share necessary information about healthcare professionals with healthcare facilities that request staffing services, including credentials, licensing information, availability, and performance data relevant to the assignment.

With Government Agencies

We may share information with government agencies (federal, state, or local) as required by law or legal process, including:

• Employment Eligibility Verification (I-9, E-Verify)
• Tax authorities (IRS, state tax agencies)
• Workers' Compensation agencies
• Unemployment insurance agencies
• Healthcare licensing boards and regulatory agencies
• Law enforcement when legally required

With Service Providers

We share information with third-party service providers who assist in our operations, including:

• Background check and credential verification companies
• Payment processors and payroll service providers
• IT infrastructure and cloud hosting providers
• Email service providers for communications
• Analytics providers
• Legal and accounting professionals

Legal Obligations

We may disclose your information when required by law, legal process, or governmental request, including subpoenas, court orders, or regulations.

Business Transfers

If AIMS Force is involved in a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will provide notice of any such change and any choices you may have regarding your information.

5. Data Security

Security Measures

We implement comprehensive security measures to protect your personal information from unauthorized access, disclosure, and misuse:

• Encryption: We use SSL/TLS encryption for data in transit and AES-256 encryption for sensitive data at rest
• Access Control: We restrict employee access to personal information on a need-to-know basis and require multi-factor authentication for administrative access
• Network Security: We maintain firewalls, intrusion detection systems, and regular penetration testing
• Secure Development: We conduct security code reviews and vulnerability assessments during development
• Incident Response: We maintain an incident response plan and monitor for security breaches

Certifications & Compliance

AIMS Force maintains the following security certifications:

• SOC 2 Type II Certified: Demonstrating controls over security, availability, processing integrity, confidentiality, and privacy
• CMMC Level 2 Certified: Compliance with cybersecurity maturity model certification for government contracting
• HIPAA Compliant: Compliance with healthcare privacy and security standards

Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy and to comply with legal, regulatory, and contractual obligations. Retention periods vary depending on the type of information and purpose:

• Active account information is retained while your account is active
• Employment records are retained for at least 3-7 years as required by federal law
• Government contract records are retained per contract requirements (often 5-10 years)
• After account closure, we retain information as necessary for legal and business purposes

6. Your Privacy Rights

California Consumer Privacy Act (CCPA)

If you are a California resident, you have the following rights under the CCPA:

• Right to Know: You have the right to request what personal information we collect, use, share, and sell
• Right to Delete: You have the right to request deletion of personal information we have collected from you, subject to certain exceptions
• Right to Opt-Out: You have the right to opt-out of the sale of your personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights
• Right to Limit Use: You may limit our use of sensitive personal information to necessary business purposes

Virginia Consumer Data Protection Act (VCDPA)

If you are a Virginia resident, you have the right to:

• Access the personal information we maintain about you
• Correct inaccurate personal information
• Delete your personal information
• Obtain a copy of your information in a portable format
• Opt-out of targeted advertising and the sale of your information

General Data Access & Correction

You may request access to, correction of, or deletion of your personal information by contacting us at info@aimsforce.com. We will respond to verifiable requests within 45 days (or as required by applicable law).

Opt-Out of Communications

You may opt-out of promotional and marketing communications by:

• Clicking the "unsubscribe" link in any marketing email
• Logging into your portal and adjusting communication preferences
• Contacting us directly at info@aimsforce.com

Marketing Communications

We will only send marketing communications if you have opted in to receive them. You may withdraw consent at any time using the methods described above.

7. Cookie Policy

What Are Cookies?

Cookies are small text files stored on your device that help us recognize you and remember your preferences. We use cookies to enhance your browsing experience and analyze how our website is used.

Types of Cookies We Use

• Essential Cookies: Required for website functionality, security, and session management
• Preference Cookies: Remember your settings and language choices
• Analytics Cookies: Help us understand how visitors use our website
• Marketing Cookies: Used for targeted advertising and campaign effectiveness (only with your consent)

Cookie Management

You can control cookies through your browser settings and opt out of certain tracking technologies. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of our website.

8. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will promptly delete such information and notify the appropriate parties. If you believe we have collected information from a child under 18, please contact us immediately at info@aimsforce.com.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the "Last Updated" date and posting the revised policy on our website. Your continued use of our services after such modifications constitutes your acceptance of the updated Privacy Policy.

10. Contact Us

If you have questions about this Privacy Policy, would like to exercise your privacy rights, or have concerns about our privacy practices, please contact us:

We will respond to your inquiry within 10 business days or as required by law.