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Privacy Policy

Effective Date: May 20, 2026

This notice describes Equus Workforce Solutions’ Privacy Policy. This Privacy Policy has been compiled to better serve those who are concerned with how their “Personal Information” (both PII + PHI) is being used online. Personally Identifiable Information, or PII, as described under applicable laws, is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. Protected Health information, or PHI, as defined by the U.S. Health insurance Portability and Accountability Act (HIPAA) is defined as is individually identifiable health information created, received, maintained, or transmitted by a covered entity or business associate that relates to an individual’s health, treatment, or payment.

Please read our Privacy Policy carefully to get a clear understanding of how we collect, use, protect or otherwise handle your Personal Information in accordance with our website. By visiting EquusWorks.com you are accepting the practices described in this Privacy Policy.

 

What Personal Information Do We Collect?

We receive and store any information you enter on our website. In addition, when registering on our website, you may be asked to enter your name, email address, mailing address, phone number or other details to help you with your experience.

We may also collect the following categories of personal information:

  • Identifiers (e.g., name, postal address, email address, phone number, IP address, account name)
  • Internet or other electronic network activity information (e.g., browsing history, search history, interactions with our website)
  • Geolocation data
  • Professional or employment-related information
  • Sensitive personal information, as defined under applicable state laws, including but not limited to government-issued identification numbers

We collect personal information only to the extent necessary for the purposes described in this Policy (data minimization). We do not collect personal information beyond what is reasonably necessary for those purposes.

 

When Do We Collect Information?

We collect information from you when you register on our site, subscribe to a newsletter, fill out a form, upload, create, or edit a resume, interact with our applications or third-party websites linked to this policy, or enter information on our site. We also gather information whenever you interact with us using tracking tools such as browser cookies or web beacons.

 

How Do We Use Your Information?

We may use the information we collect from you when you register, sign up for our newsletter, respond to a survey or marketing communication, surf the website, or use certain other site features in the following ways:

  • To personalize your experience and to allow us to deliver the type of content and product offerings in which you are most interested.
  • To improve our website in order to better serve you.
  • To allow us to better service you in responding to your service requests.
  • To follow up with you after correspondence (live chat, email or phone inquiries).
  • Carry out our obligations and enforce our rights arising from any contracts entered into between you and us.
  • Notify you when services updates are available and about changes to any products or services we offer or provide though them.
  • To comply with applicable federal and state laws and regulations.
  • To respond to verified consumer rights requests as described in this Policy.

We do not use your personal information for purposes that are incompatible with those described here without first providing you with notice and, where required by law, obtaining your consent.

 

How Do We Protect Your Information?

Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential.

We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information. All transactions are processed through a gateway provider and are not stored or processed on our servers.

We maintain reasonable and appropriate administrative, technical, and physical safeguards designed to protect your personal information against unauthorized access, disclosure, alteration, or destruction, consistent with applicable law including HIPAA where applicable.

In the event of a data breach that affects your personal information, we will notify you in accordance with applicable federal and state breach notification laws. Notification timelines vary by jurisdiction; however, we will act promptly and no later than the timeframes required by applicable law.

However, no website, mobile application, system, electronic storage, or online service is completely secure, and we cannot guarantee the security of your personal data transmitted to, through, using, or in connection with the services. In particular, email, texts, and chats sent to or from the services may not be secure, and you should carefully decide what information you send to us via such communications channels. Any transmission of personal data is at your own risk.

The safety and security of your information also depends on you. You are responsible for taking steps to protect your personal data against unauthorized use, disclosure, and access.

 

Artificial Intelligence and Automated Processing

We use commercially available generative artificial intelligence (“AI”) technologies and large language model (“LLM”) services to provide certain features, including resume and cover letter generation, document editing, personalized content suggestions, and online chat functionality. To provide these features, information that you submit — such as resume content, employment history, education details, job preferences, chat communications, and other user-provided materials — may be processed by third-party AI service providers acting on our behalf and pursuant to contractual confidentiality and data protection obligations. We collect and retain AI chat interactions and related usage data for purposes including providing services to you, maintaining system security, improving user experience, troubleshooting, quality assurance, and complying with legal obligations. We do not use, and we contractually prohibit our AI service providers from using, personal information submitted by users through our services to train, retrain, fine-tune, or improve generalized artificial intelligence or large language models. AI-generated content may contain inaccuracies or incomplete information, and users are responsible for reviewing and verifying all generated materials before use or submission to prospective employers.

Please note that AI outputs are informational only and may contain inaccuracies, so they are not intended to be taken as professional career or legal advice. Neither our website nor our contracted AI tools are used to make employment decisions.

 

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, to comply with our legal obligations, resolve disputes, and enforce our agreements. When personal information is no longer needed, we dispose of it securely. This means that we consider our legal and business obligations, potential risks of harm, and nature of the information when deciding how long to retain personal data. You may request information about our retention practices by contacting us using the information provided at the end of this Policy.

Unless otherwise stated, all personal information collected from persons in the United States is stored and processed in the U.S.

 

Use of “Cookies”

Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your Web browser (if you allow it) that enable the site’s or service provider’s systems to recognize your browser and capture and remember certain information. Cookies are used to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

We use cookies to:

  • Understand and save a user’s preferences for future visits
  • Compile aggregate data about site traffic and site interactions to offer better site experiences and tools in the future
  • Support analytics and website performance

We do not use cookies to track your activity for advertising purposes without your consent where such consent is required by applicable law.

We may also use trusted third-party services that track this information on our behalf. We do not control these third parties’ tracking technologies or how they may be used. If you have any questions about an advertisement or other targeted content, you should contact the responsible provider directly.

You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser settings. Since every browser is a little different, look at your browser’s Help Menu to learn the correct way to modify your cookie settings.

If you turn cookies off, some of the features that make your site experience more efficient may not function properly.

Residents of certain states may have additional rights regarding cookies and tracking technologies that constitute a “sale” or “sharing” of personal information under applicable law. Please see the “Your Privacy Rights” section below for more information.

 

Third-Party Disclosure

We do not sell, trade, or otherwise transfer to outside parties your Personal Information, except as described in this Privacy Policy or as required by law. We may disclose aggregated information about our users, and information that does not identify any individual, without restriction. We may also disclose your personal data to comply with any court order, law, or legal process, including responding to any government or regulatory request.

We may share your personal information with:

  • Service providers and contractors who assist us in operating our website and conducting our business, subject to confidentiality obligations and restrictions on use consistent with applicable law
  • Third parties to fulfill the purpose for which you provide it or for any other purpose disclosed by us when you provide the information
  • Other parties with your prior consent
  • If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of our organization, our customers or others

We do not sell your personal information, as the term “sell” is defined under applicable state privacy laws, including the California Consumer Privacy Act (CCPA/CPRA). We do not share your personal information for cross-context behavioral advertising purposes.

 

Third-Party Links

Occasionally, at our discretion, we may include or offer third-party products or services on our website. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

 

SMS/Text Messaging

Text messaging is an additional method of communication that Equus Workforce Solutions may use to reach out to job seekers, participants, employers, and the public. The Privacy Policy outlined on this page applies to SMS/MMS. You may also review our Terms of Use here – https://equusworks.com/terms-of-use/. Project team members in your local area will provide you with additional information on SMS/MMS opt-in and the type(s) of communication you are consenting to (i.e., conversational or informational messages focused on program components, job posting/employment information, local events/workshops that may be of interest to you, etc.). No mobile information, including but not limited to opt-in or text message consent, will be shared with third parties for marketing/promotion purposes. You may opt-in or opt-out of receiving texts at any time by replying STOP to opt-out or by contacting your local office.

 

Your Privacy Rights

This section describes rights that may be available to you under applicable federal and state privacy laws. The rights available to you depend on your state of residence and the nature of our relationship with you. We will not discriminate against you for exercising any of these rights.

  • Right to Know / Access – You have the right to request that we disclose what personal information we have collected about you, including the categories of personal information collected, the purposes for which it is used, and the categories of third parties with whom it is shared. You also have the right to request a copy of the specific pieces of personal information we hold about you.
  • Right to Correct – You have the right to request that we correct inaccurate personal information we hold about you.
  • Right to Delete – You have the right to request deletion of personal information we have collected about you, subject to certain exceptions permitted by law (for example, where we are required to retain information to comply with a legal obligation).
  • Right to Opt Out of Sale or Sharing – We do not sell your personal information or share it for cross-context behavioral advertising. If this practice changes in the future, we will update this Policy and provide you with a mechanism to opt out.
  • Right to Limit Use of Sensitive Personal Information – Where we collect sensitive personal information, you may have the right to request that we limit our use of that information to purposes permitted by applicable law. To exercise this right, contact us using the information below.
  • Right to Data Portability – Where required by applicable law, you have the right to receive a copy of your personal information in a portable, usable format.
  • Right to Appeal – If we deny your privacy rights request, you may have the right to appeal our decision. To appeal a decision, please contact us using the information below within 45 days of receiving our response. We will respond to your appeal within the timeframe required by applicable law. If your appeal is denied, you may have the right to contact your state privacy office or attorney general.
  • Authorized Agents – If permitted by your state’s laws, you may designate an authorized agent to submit a privacy rights request on your behalf. We will verify the agent’s authorization before processing the request.

 

How to Submit a Request

To exercise any of the rights described above, please use the link below.
https://equusworks.com/privacy-policy/privacy-request/

You may also contact us:

  • By email: privacyequus@equusworks.com
  • By Postal mail: Equus Workforce Solutions, 9100 Shelbyville Road, Suite 140, Louisville, KY 40222, Attn: Privacy Officer
  • By phone: 877-867-4740

We will verify your identity before processing your request. We will respond to verifiable consumer requests within 45 days of receipt, unless an extension is required and permitted by applicable law, in which case we will notify you.

 

California-Specific Disclosures (CCPA/CPRA)

California residents have specific rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA). In addition to the rights described above, California residents have the right to:

  • Know the categories of sources from which personal information is collected
  • Know the business or commercial purpose for collecting personal information
  • Opt out of the sale or sharing of personal information
  • Limit the use and disclosure of sensitive personal information
  • Not to be discriminated against for exercising their rights

California residents may submit requests to know, delete, or correct by contacting us as described in the “How to Submit a Request” section above.

“Do Not Sell or Share My Personal Information”: We do not sell or share personal information as defined under CCPA/CPRA. If this changes, we will provide a “Do Not Sell or Share My Personal Information” link on our homepage.

Shine the Light: California Civil Code Section 1798.83 permits California residents to request information regarding disclosure of personal information to third parties for their direct marketing purposes. We do not disclose personal information to third parties for their own direct marketing purposes.

California Online Privacy Protection Act (CalOPPA): Users can visit our site anonymously. Our Privacy Policy may be reached from the home page on our website. Our Privacy Policy link includes the word ‘Privacy’ and can easily be found on the page specified above. Any Privacy Policy changes will be posted to this Privacy Policy. You may change or edit your Personal Information by logging in to your account.

 

State-Specific Privacy Rights — Additional Disclosures

The following disclosures apply to residents of states with comprehensive consumer privacy laws in effect, including but not limited to Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), Texas (TDPSA), Oregon (OCPA), Montana (MCDPA), Iowa (ICDPA), Indiana (IDPL), Tennessee (TIPA), Delaware (DPDPA), New Hampshire (NHPA), New Jersey (NJDPA), Kentucky (KCDPA), Nebraska (NDPA), Maryland (MODPA), Minnesota (MNDPA), Rhode Island (RIDPA), Florida (FDBR), and any other state with a comprehensive consumer privacy law applicable to our activities.

Where required by your state’s law, you have the rights described in the “Your Privacy Rights” section above, including rights to access, correct, delete, portability, opt out of targeted advertising and profiling, and appeal. The scope and mechanics of these rights may vary by state.

If you are a resident of a state with a consumer privacy law and wish to exercise your rights, please contact us using the methods described in the “How to Submit a Request” section above, and indicate your state of residence. You may also use the same methods to appeal any decision made based on your request. Appeals should be submitted within 45 days of the original decision.

 

Do Not Track

We honor Do Not Track signals and do not plant cookies or use advertising tracking when a Do Not Track (DNT) browser mechanism is in place.

In addition, we recognize and respond to Global Privacy Control (GPC) signals, where required by applicable law, as a valid opt-out of the sale or sharing of personal information.

 

COPPA (Children’s Online Privacy Protection Act)

When it comes to the collection of personal information from children under the age of 13 years old, the Children’s Online Privacy Protection Act (COPPA) puts parents in control. The Federal Trade Commission, United States’ consumer protection agency, enforces the COPPA Rule, which spells out what operators of websites and online services must do to protect children’s privacy and safety online. We do not specifically market to children under the age of 13 years old. Our website is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we learn we have inadvertently collected personal information from a child under 13, we will delete it promptly. Parents or guardians who believe we may have collected information from a child under 13 may contact us at privacyequus@equusworks.com.

 

CAN-SPAM Act

The CAN-SPAM Act is a law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have emails stopped from being sent to them, and spells out tough penalties for violations.

We may collect your email address to:

  • Send information, respond to inquiries, and/or other requests or questions
  • Market to our mailing list or continue to send emails to our clients after the original transaction has occurred

To comply with the CAN-SPAM Act, we will:

  • Not use false or misleading subjects or email addresses
  • Identify the message as an advertisement in some reasonable way
  • Include the physical address of our business or site headquarters
  • Monitor third-party email marketing services for compliance, if one is used
  • Honor opt-out/unsubscribe requests quickly
  • Allow users to unsubscribe by using the link at the bottom of each email

If at any time you would like to unsubscribe from receiving future emails, you can opt out via our website or a link in the footer of our emails, and we will promptly remove you from ALL correspondence.

 

Changes to our Privacy Policy

We may update this policy from time to time, and we will provide notice of any such changes to the policy as required by law. The date the privacy policy was last updated is identified at the top of the page. We will notify you of changes to this policy by updating the “last updated” date and posting the updated policy on the services. We may email or otherwise communicate reminders about this policy, but you should check our services periodically to see the current policy and any changes we have made to it.

 

Contacting Us

If there are any questions regarding this Privacy Policy, you may contact us using the information below.

Equus Workforce Solutions
9100 Shelbyville Road, Suite 140, Louisville, KY 40222
Phone: 877-867-4740
Email: privacyequus@equusworks.com
Attn: Privacy Officer

 

Notice of Privacy Practices (HIPAA)

Effective Date: May 20, 2026

Your Information. Your Rights. Our Responsibilities.

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully. This notice replaces all prior versions.

Your Rights Under HIPAA

You have the right to:

  • Receive a copy of your paper or electronic medical record
  • Correct your paper or electronic medical record
  • Request confidential communications
  • Ask us to limit the information we share
  • Get a list of those with whom we’ve shared your information
  • Get a copy of this privacy notice
  • Choose someone to act for you
  • File a complaint if you believe your privacy rights have been violated

 

Your Choices Under HIPAA

You have some choices in the way that we use and share information as we:

  • Communicate with you
  • Tell family and friends about your condition
  • Provide disaster relief
  • Provide mental health care, including restrictions on disclosure of psychotherapy notes
  • Market our services with your written authorization where required
  • Never sell your information without your written authorization
  • Raise funds (you have the right to opt out of fundraising communications)

 

Our Uses and Disclosures of PHI

We may use and share your information to:

  • Treat you
  • Run our organization
  • Bill for your services
  • Help with public health and safety issues
  • Do research
  • Comply with the law
  • Respond to organ and tissue donation requests
  • Work with a medical examiner or funeral director
  • Address workers’ compensation, law enforcement, and other government requests
  • Respond to lawsuits and legal actions

 

Your HIPAA Rights in Detail

  • Get an Electronic or Paper Copy of Your Medical Record – You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this. We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee. If your request is for an electronic copy and the information is maintained electronically, we will provide it in the electronic format you request, if readily producible, or in a readable electronic format if not.
  • Ask Us to Correct Your Medical Record –  You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this. We may say “no” to your request, but we’ll tell you why in writing within 60 days.
  • Request Confidential Communications – You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address. We will say “yes” to all reasonable requests. We will not ask you to explain the reason for your request as a condition of accommodation.
  • Ask Us to Limit What We Use or Share – You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care. If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.
  • Get a List of Those with Whom We’ve Shared Information – You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why. We will respond no later than 60 days after receiving the request We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
  • Get a Copy of This Privacy Notice – You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.
  • Choose Someone to Act for You – If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will make sure the person has this authority and can act for you before we take any action.
  • File a Complaint if You Feel Your Rights Are Violated – You can complain if you feel we have violated your rights by contacting us using the information below. You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/. We will not retaliate against you in any way for filing a complaint.

 

Your Choices for Health Information

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and choice to tell us to:

  • Share information with your family, close friends, or others involved in your care
  • Share information in a disaster relief situation
  • Include your information in a hospital directory

If you cannot tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.

In these cases, we will never share your information unless you give us written authorization:

  • Marketing purposes
  • Sale of your information
  • Most sharing of psychotherapy notes
  • Any other use or disclosure not described in this notice

In the case of fundraising, we may contact you for fundraising efforts, but you have the right to opt out, and we will honor your request not to be contacted again.

In a civil, criminal, administrative, or legislative proceeding against an individual, we will not use or share information about your substance abuse treatment records unless a court order requires us or you give us your written permission.

 

How We Typically Use or Share Your Health Information

  • To Treat You – We can use your health information and share it with other professionals who are treating you.
    • Example: A doctor treating you for an injury asks another doctor about your overall health condition.
  • To Run Our Organization – We can use and share your health information to run our practice, improve your care, and contact you when necessary.
    • Example: We use health information about you to manage your treatment services.
  • To Bill for Your Services – We can use and share your health information to bill and get payment from health plans or other entities.
    • Example: We give information about you to your health insurance plan so it will pay for your services.

 

Other Permitted Uses and Disclosures

We are allowed or required to share your information in other ways — usually in ways that contribute to the public good, such as public health and research. We must meet many conditions in the law before we can share your information for these purposes. For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/index.html.

  • Help with Public Health and Safety Issues – We can share health information about you for certain situations such as:
    • Preventing disease
    • Helping with product recalls
    • Reporting adverse reactions to medications
    • Reporting suspected abuse, neglect, or domestic violence
    • Preventing or reducing a serious threat to anyone’s health or safety
  • Our business associates – We may use and disclose your PHI to outside persons or entities that perform services on our behalf, such as auditing, legal, or transcription (Business Associates). The law requires our business associates and their subcontractors to protect your PHI in the same way we do. We also contractually require these parties to use and disclose your PHI only as permitted and to appropriately safeguard your PHI.
  • Health information exchanges – We participate in health information exchanges (HIEs), which support electronic information sharing among members for treatment, payment, and health care operations purposes.
  • Perform Research – We can use or share your information for health research that meets applicable legal and ethical requirements.
  • Comply with the Law – We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.
  • Respond to Organ and Tissue Donation Requests – We can share health information about you with organ procurement organizations.
  • Work with a Medical Examiner or Funeral Director – We can share health information with a coroner, medical examiner, or funeral director when an individual dies.
  • Address Workers’ Compensation, Law Enforcement, and Other Government Requests – We can use or share health information about you:
    • For workers’ compensation claims
    • For law enforcement purposes or with a law enforcement official
    • With health oversight agencies for activities authorized by law
    • For special government functions such as military, national security, and presidential protective services
  • Respond to Lawsuits and Legal Actions – We can share health information about you in response to a court or administrative order, or in response to a subpoena.

 

Special Notes

Equus Workforce Solutions never markets or sells personal information without your prior written authorization.

 

Our Responsibilities

We are required by law to maintain the privacy and security of your protected health information.

We will notify you without unreasonable delay, and no later than 60 days after discovery, if a breach occurs that may have compromised the privacy or security of your protected health information, in accordance with the HIPAA Breach Notification Rule (45 CFR §§ 164.400–414).

We must follow the duties and privacy practices described in this notice and give you a copy of it.

We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers

 

Changes to the Terms of This Notice

We can change the terms of this notice, and the changes will apply to all information we have about you. The revised notice will be posted prominently on our website and made available in our offices. We will also provide the revised notice to you at your next service encounter or upon request. The new notice will be available on request, in our office, and on our website.

 

Privacy Officer Contact

The US Privacy Officer may be reached at:

9100 Shelbyville Road, Suite 140, Louisville, KY 40222
Attn: Privacy Officer
Phone: 877-867-4740
Email: privacyequus@equusworks.com

This notice applies to Equus Workforce Solutions and all subsidiaries and affiliates throughout the country.