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BESTCAREMATCH™ — MASTER PRIVACY POLICY

Effective Date: November 2025
Last Updated: November 2025

BestCareMatch™ (“BestCareMatch,” “we,” “our,” or “us”) is committed to protecting the privacy, dignity, and safety of every individual and family who uses our services. This Privacy Policy explains the types of information we collect, how we use that information, how it may be shared, and the choices available to you. This policy applies to all services and programs offered by BestCareMatch™, including senior care navigation, Medicare and Medicaid educational support, ACA Marketplace guidance, community resource referrals, the Facility Excellence Program™, hospital-transition support, and all website interactions.

This Privacy Policy should be read together with our:

These linked pages provide additional detail for situations involving protected health information (PHI), vulnerable adults, and Medicare/ACA guidelines.

Overview of Key Principles

(overview only; all legal text follows in paragraphs)

  • We collect only the minimum information needed to provide services.
  • We do not sell personal information.
  • We do not give or receive compensation from facilities without proper disclosure (RCW 18.330).
  • We follow federal and state requirements for privacy, safety, and transparency.
  • We are not Medicare.gov, Medicaid.gov, HCS, APS, AAA, or any government agency.
  • We use information only for the purposes described and only with consent.
  • We notify individuals as required if any unauthorized access occurs.

1. Information We Collect

BestCareMatch™ collects information that is reasonably necessary to provide senior care navigation, family support, referral guidance, or educational services. Individuals may provide personal information such as name, contact information, demographic details, language preferences, or other non-sensitive details. Individuals may also voluntarily share sensitive information such as health status, functional needs, safety considerations, or medical context for the purpose of improving service accuracy.

Non-personal information may also be collected automatically through website technologies such as browser type, device characteristics, IP address, and general usage trends. This information helps improve website performance, accessibility, and user experience.

2. How We Use Information

BestCareMatch™ uses information to provide requested services, assist with senior care navigation, help families understand facility options, offer educational support regarding Medicare, Medicaid, and ACA programs, coordinate communication with authorized parties, maintain internal records, improve service quality, and respond to questions.

We do not use personal information to perform clinical assessments, make medical diagnoses, determine safety status, or decide eligibility for government programs. All decisions related to care, benefits, or medical direction remain with the individual, family, and licensed professionals involved.

3. Information Sharing and Disclosure

BestCareMatch™ does not sell personal information to any third party. Information is shared only under the following limited circumstances:

We may share information with your consent when you ask us to communicate with a facility, community program, hospital case manager, licensed insurance agent, or similar authorized party. We may provide limited information to service providers who assist with website hosting, secure communication, analytics, or similar operational functions.

We may disclose information if required to comply with a lawful order, statute, or government request. When a situation involves credible, imminent safety concerns, we may share the minimum necessary information with appropriate protective agencies as allowed by law, including requirements under RCW 74.34 (Vulnerable Adults Act). All disclosures are limited to what is reasonably necessary.

BestCareMatch™ does not disclose personal information to facilities, carriers, or third parties for marketing purposes without explicit permission.

4. RCW 18.330 Transparency and Compensation Disclosure

BestCareMatch™ follows the requirements of RCW 18.330 governing senior placement services. We do not accept placement fees, referral payments, marketing fees, or compensation from long-term care facilities unless such compensation is fully disclosed in advance to the individual or family, and only when such arrangements comply with all legal requirements. We do not provide personal information to facilities or other entities for compensation or unsolicited marketing. Our priority is neutrality, transparency, and the best interests of the families we assist.

5. Relationship to Government Agencies and Community Programs

BestCareMatch™ is an independent organization. We are not affiliated with Medicare.gov, Medicaid.gov, Tricare, the ACA Marketplace, CMS, SSA, DSHS, Home and Community Services (HCS), Adult Protective Services (APS), Area Agency on Aging (AAA), Community Living Connections (CLC/AIDA), hospitals, or any government entity. We may help individuals understand these programs, but we do not determine eligibility, conduct formal assessments, or issue benefit decisions. When families request assistance connecting with such agencies, we share only the information they authorize for that purpose.

6. Website Cookies, Technologies, and Consent

Our website uses cookies, tags, analytics tools, and standard internet technologies to improve functionality, measure engagement, and enhance user experience. By continuing to use our website, you consent to the use of cookies as described in this Privacy Policy. Users may disable cookies through their browser settings; however, doing so may affect certain website features.

7. Security, Data Retention, and Breach Notification

BestCareMatch™ uses reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, or misuse. While no system can guarantee absolute security, we maintain practices appropriate to the sensitivity of the information we receive. If a data breach or unauthorized access occurs, and notification is required by law, we will notify affected individuals in accordance with applicable legal requirements.

Information is retained only as long as necessary to fulfill service purposes, meet legal obligations, support operational needs, or maintain accurate records. Requests for deletion will be honored as permitted by law.

8. Your Rights and How to Exercise Them

Individuals have the right to request access to the personal information we maintain, as well as the right to request correction or deletion of such information. Requests may be submitted using the contact information in this policy. To protect your privacy, we may require reasonable verification of identity before fulfilling a request. We aim to respond within 30–45 days or within the time period required by applicable law. Certain information may not be deletable when retention is required for compliance, legal purposes, or operational integrity.

Additional Privacy Rights (California, Europe, and Other Regions)

In addition to the rights described in this Privacy Policy, individuals in certain jurisdictions (such as California or countries in the European Economic Area or United Kingdom) may have additional privacy rights under local law. These may include the right to know or access personal information, the right to correct or update information, the right to request deletion, the right to object to certain processing, the right to restrict processing, and the right to data portability, subject to legal limitations.​


BestCareMatch™ will honor applicable privacy rights requests in accordance with the laws that apply based on a person’s place of residence and the nature of services provided. To exercise these rights, please submit a request using the contact information in this Privacy Policy, and BestCareMatch™ may take reasonable steps to verify your identity before acting on the request.​


Consent Records and Web Forms
When individuals submit information through BestCareMatch™ web forms or other online tools, the information provided, along with the date, time, and method of submission, may be recorded as part of the organization’s consent and communication records. These records help BestCareMatch™ document requests, preferences, and authorizations related to senior care navigation, referrals, and educational support.​
Individuals may contact BestCareMatch™ to ask how their information was obtained through online forms or to update or withdraw certain permissions, consistent with applicable law and the operational needs described in this Privacy Policy.

9. Children’s Privacy

BestCareMatch™ does not knowingly collect personal information from children under age 13. Information regarding minors may only be provided by a parent or legal guardian for family-related coordination. All such information is treated in accordance with this Privacy Policy.

10. External Links and Third-Party Resources

Our website may include links to external websites, government agencies, or organizations for informational purposes. These sites operate independently and maintain their own privacy practices. BestCareMatch™ is not responsible for content, accuracy, or privacy practices of external sites.

11. Non-Clinical, Non-Legal, and Non-Financial Advice Disclaimer

All information provided by BestCareMatch™ is educational and supportive in nature. We do not provide medical, legal, or financial advice. Senior care decisions, medical decisions, legal decisions, and financial planning must be made in consultation with licensed professionals. BestCareMatch™ offers guidance and navigation support but does not assume responsibility for outcomes of such decisions.

12. Referrals and Non-Endorsement Statement

Any facility or service options presented by BestCareMatch™ are provided as educational information based on available data and stated family preferences. A referral does not constitute endorsement, certification, or guarantee of quality. Families remain responsible for conducting their own evaluations and making final decisions about care settings.

13. Changes to This Privacy Policy

BestCareMatch™ may update this Privacy Policy to reflect changes in services, applicable laws, or operational needs. Updates will be posted with a revised “Last Updated” date. Continued use of the website or our services constitutes acceptance of updated terms.

14. Contact Information

For privacy questions or requests related to personal information, please contact:

BestCareMatch™ Privacy Officer
Email: support@bestcarematch.com
Phone: 253.518.5498