Privacy Policy
Procare IQ · Effective October 14, 2026
Procare IQ is a client portal operated by PROCare HR (“Procare HR”, “we”, “us”) for the senior living organizations we serve (our “clients”). It brings a client's scheduling, timekeeping, payroll, recruiting and census information together into dashboards, scheduled reports and alerts. This policy explains what information Procare IQ handles, why, who can see it and how it is protected.
This policy covers Procare IQ only. Procare HR's public website is covered by its own privacy policy.
Whose information this is
Procare IQ processes workforce information on behalf of each client under that client's service agreement with Procare HR. The client decides what information is sent to Procare IQ and who in its organization may see it; we process it only to provide the services the client has asked for. If you work for one of our clients and have a question about information about you, please contact your employer first. We will help them answer it.
Information we handle
- Workforce information from a client's systems, such as its timekeeping, payroll, scheduling, human resources, recruiting and census systems: team members' names, employee identifiers, job titles, departments and work locations, hire and termination dates, scheduled and worked shifts and hours, and pay information such as hours, earnings and pay rates.
- Account information for the people who use Procare IQ: name, work email address, the organization and role they belong to, and sign-in records.
- Activity and technical information: the pages and reports opened, downloads and exports, changes made to settings, emails sent, and the technical details any web service receives, such as IP address, browser type and error diagnostics.
- Information you send us, such as a support request through Get help.
How we use it
- To build the dashboards, reports, scheduled PDFs and alerts the client has asked for.
- To support the client's labor strategy work, including insights prepared and approved by the client's assigned Procare HR labor coach.
- To sign you in, decide what you may see, and keep the service secure.
- To answer support requests and to maintain, troubleshoot and improve Procare IQ.
- To meet legal, audit and contractual obligations.
We do not sell personal information, and we do not use it for advertising.
Who can see it
- Within a client. Each person sees only their own organization's information, limited to the communities and departments their role covers. Pay rates and individual pay are shown only to roles the client has authorized to see them. No client can see another client's information, or which other organizations use Procare IQ.
- Procare HR. Procare HR staff who support a client, such as its labor coach and our workforce analytics team, can see that client's information to provide the service. Staff access is limited by role and recorded.
- Service providers. We use carefully chosen companies to host Procare IQ and its data (Microsoft Azure, in the United States), to sign people in (Microsoft), to deliver email (Twilio SendGrid), to manage support requests (Salesforce), and to provide other data processing services under contract. They may use the information only to provide their services to us, and they are bound to protect it.
- When required. We may disclose information when the law requires it, such as in response to a subpoena or court order, or to protect the safety of people or the rights and property of Procare HR or our clients.
Cookies and browser storage
Procare IQ uses only the cookies it needs to work: one that keeps you signed in and ones that protect forms against forgery. We do not use advertising or tracking cookies. Some pages remember display choices (for example, a card or table view) in your browser's local storage on your device. Pages load fonts from Google Fonts, which receives your IP address when it serves them. You can set your browser to refuse cookies, but you will not be able to sign in.
Procare IQ sends scheduled reports, alerts and account emails only to people a client or Procare HR has set up to receive them. We do not send marketing email from Procare IQ, and we do not give email addresses to other organizations for their own use. To stop a scheduled email, contact your organization's administrator or your labor coach.
How we protect it
Information is encrypted in transit and at rest. Access is controlled by role and organization at several layers, including in the database itself. Sign-ins, access changes, exports, setting changes and emails are recorded in an audit trail. No system can be guaranteed to be completely secure, but we work to protect your information and to respond promptly to any incident, including notifying affected clients as their agreements and the law require.
How long we keep it
We keep a client's information for as long as we provide services to that client and as its agreement requires, and then delete or return it as that agreement sets out. Some records have their own periods: the security audit trail is kept for at least one year, page-view records for 90 days, and copies of delivered reports for up to seven years.
Your choices and requests
Account holders can ask us to correct their name or email address. Requests to see, correct or delete workforce information are handled with the client that provided it, because that information belongs to the client's records. Depending on where you live, you may have additional rights under privacy law; we will help our clients honor them.
Children
Procare IQ is a workplace service for adults. It is not directed to children.
Changes to this policy
We may update this policy as Procare IQ changes. The effective date at the top shows when it last changed. If a change materially affects how we handle client information, we will tell our clients.
Contact us
Questions about this policy or about information in Procare IQ: email information@procarehr.com, or use Get help after you sign in.