Privacy Notice
We help families find a home for someone they love. To do that we need personal details, and we treat them the way we'd want our own family's treated. Here is exactly what we collect, who sees it, and your choices.
Version 2026-11 · Draft pending attorney review before launch.
1. Who we are
Golden State Senior Placement [, LLC] ("we", "us") is a free senior placement service for families across California. We help people find licensed board and care homes (Residential Care Facilities for the Elderly), memory care and room and board homes. The homes pay us when someone we referred moves in; families never pay us. We don't provide care and we don't own or run any home.
We know you are trusting us with personal and sometimes medical information about someone you love. This notice explains, in plain words, what we collect, who sees it, how we protect it and the choices you have.
2. What we collect
| From | What |
|---|---|
| Families and residents | The area, budget and move-in timing you want; the type of home; care needs such as help with daily activities, memory, mobility and health conditions; medications; how care will be paid for; the resident’s name, date of birth and current address; your name, phone, email and relationship to the resident. |
| Professionals who refer | The same details, sent by hospital discharge planners, case managers and other professionals with the family’s permission, plus the professional’s own work contact details. |
| Doctors, with your written permission | The physician’s report (form LIC 602A) and a current medication list. |
| Call-back requests | Your name, phone number, the best time to call and what you’re looking for. |
| Request tracker | Your reference number and the last 4 digits of your phone number, used only to show the stage of your search. We keep a short record of lookups for 7 days to stop guessing. |
| Care homes | License number, contact details, rooms, rates, services, staff who use the home portal, insurance, and the home’s signed agreements. |
| Referral partners | Name, business, contact details and the referrals you send. For community partners who earn rewards: legal name, mailing address, payout preference, and your taxpayer identification number (Social Security number, ITIN or EIN) on IRS Form W-9. See section 6. |
| Your use of our website | Pages visited, device and browser type, and approximate region, collected without cookies (see section 8). We also run a bot check on our forms. |
We do not ask for Social Security numbers, Medicare or Medi-Cal numbers, or bank account numbers from families.
3. How we use it
- to understand what kind of home will fit and find homes that can meet the resident’s needs;
- to arrange visits and help with the move, and to follow up for up to 12 months to confirm the outcome;
- to bill homes for referral fees and pay referral partners their rewards;
- to answer questions, return calls and send updates you asked for;
- to keep our service secure, prevent fraud and misuse, and meet our legal duties.
We do not use your family’s information for advertising, and we never sell it.
4. Who sees it, and when
We share step by step, and only as much as each step needs:
| Who | What they see |
|---|---|
| Homes that may fit | A summary with no names: area, budget, type of care and move-in timing. |
| One home at a time | A care profile, still with no name, birth date or contact details, for up to 2 hours so the home can decide whether it can meet the needs. |
| Homes you’ll visit (no more than 3 at a time) | The resident’s name and your phone number, so they can host the visit. |
| The one home you choose | The physician’s report and medication list, sent by secure fax or encrypted email. Room and board homes never receive medical records. |
| The professional who referred you | The stage of the search only (for example "touring homes"), never names or care details. |
| Our staff | Everything needed to help you. Every view of private details is logged and reviewed. |
| Service providers | Companies that host our database and website, run our bot check and send our email and text alerts, under contracts that limit their use of data to serving us. Our alerts never contain client names or care details. |
| When the law requires | Government agencies or courts when the law requires us to, or to protect someone’s safety, such as a report to Adult Protective Services. |
| If our business changes hands | A buyer or successor, who must keep this notice’s promises. |
Medical information is shared only with the written authorization of the resident or their legal representative, as the California Confidentiality of Medical Information Act requires, or as that law otherwise allows. Homes that receive it may use it only to decide on and provide care.
5. How we protect it
- encryption in transit and at rest;
- two-step sign-in for everyone who can see client details, and automatic sign-out after 15 minutes without activity;
- database rules that let each home and partner see only what this notice allows, and nothing more;
- a log of every view of private details, reviewed every month;
- written confidentiality agreements with every home and partner, and a plan for responding to any security incident, including telling you when the law requires.
No system is perfectly secure, but we work to the standards we would want for our own family.
6. Referral partners’ tax information
Community partners who earn referral rewards sign IRS Form W-9 online in their partner portal, so we can report rewards on Form 1099-NEC as the law requires. Individuals give their Social Security number (or ITIN); businesses give their EIN.
- The number is encrypted the moment it is sent, with a key kept separately from the database.
- It is never shown in full on our website, not even to the partner who entered it. Partners see only the last 4 digits.
- Only our owner can unlock it, only to file tax forms or answer the IRS, and every time it is opened is logged with the reason.
- It is shared only with the IRS, the California Franchise Tax Board, and a tax filing service or accountant working for us, and only for tax reporting.
- It is deleted 4 years after the last reward we paid, as IRS record-keeping rules allow.
7. How long we keep it
| Information | Kept for |
|---|---|
| Names, contact and care details for a search that ended without a move-in | 180 days after the search ends, then deleted |
| Names, contact and care details after a move-in | 3 years after the file is closed, then deleted |
| Call-back requests | 90 days after we handle them |
| Request tracker lookups | 7 days |
| Partner tax ID numbers | 4 years after the last reward paid |
| Fee, reward and accounting records (no care details) | As long as tax law requires, usually 7 years |
| Security logs | As long as needed to protect the service and meet legal duties |
8. Cookies and tracking
We do not use advertising cookies, tracking pixels or cross-site tracking, and we do not sell or share personal information for targeted advertising. Our website statistics are counted without cookies. We store small items in your browser only to keep portal users signed in and remember settings such as light or dark mode. Because we do not track you across other websites, we treat every visitor the same whether or not their browser sends a "Do Not Track" or Global Privacy Control signal.
9. Calls, texts and emails
We call or text you only about your own request or call-back, or, for homes and partners, about your account. Message and data rates may apply. Reply STOP to any text to stop texts, or tell us on the phone. We never give your number to anyone to market to you.
10. Your choices and rights
Whether or not a particular California privacy law applies to a business our size, we honor these requests from anyone we help:
- Withdraw your permission to share information with homes, or stop our follow-up calls, at any time. This doesn’t undo sharing that already happened.
- Know what personal information we have about you and who we shared it with.
- Correct information that is wrong.
- Delete your information, except what the law requires us to keep, such as accounting records.
- Equal service: we will never treat you differently for using these rights.
To make a request, call [PHONE] or email [EMAIL]. We will confirm who you are (for example, by your reference number and the phone number on your request) before acting, and we respond within 10 business days, and in every case within 45 days. A legal representative may make a request for a resident with proof of their authority.
Shine the Light: we do not share personal information with other companies for their own direct marketing.
11. Children
Our service is for adults and their families. We don’t knowingly collect information from anyone under 16 through our website.
12. Changes to this notice
When we change this notice we post the new version on our website with a new effective date. If a change affects how we share information you already gave us, we will tell you directly before it applies to you.
13. Contact us
Golden State Senior Placement [, LLC] · [ADDRESS] · [PHONE] · [EMAIL]
Concerns about a care home can also be reported to California Community Care Licensing at 1-844-538-8766, or to the Long-Term Care Ombudsman CRISISline at 1-800-231-4024, any time, day or night.
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