Privacy Policy

1. Overview

Pelican Credentials LLC provides an onboarding and compliance platform for home health agencies in Florida. Caregivers complete an employment application, electronically sign government and agency forms, and receive reminders about expiring documents.

We process this information on behalf of the employing agency. The agency is the employer and makes all employment decisions.

2. Information We Collect

Most information is entered by the caregiver. Some is provided by the agency, and some is entered by agency staff when verifying identity documents.

Identity

• Social Security number, to complete federal employment forms (I-9, W-4, W-9)
• Date of birth
• Immigration and work-authorization document numbers, to complete the Form I-9
• Government identification document numbers, recorded by agency staff during I-9 identity verification

Contact

• Full name
• Home address
• Phone numbers
• Email address
• Language preference

Employment application

• Position and discipline
• Work-authorization responses
• Education history
• Work history
• Personal references, including names and phone numbers
• Emergency contacts, including names and phone numbers

Documents

• Resumes you upload
• Signature images
• The signed documents we assemble: Form I-9, Form W-4 or W-9, AHCA attestation, FDLE acknowledgment, agency onboarding documents, the employment application, the text-message consent record, and a certificate of completion

Records

• IP address and browser type, recorded with each electronic signature as attribution evidence under the E-SIGN Act
• Audit records of actions taken in the platform
• Text-message consent records: status, timestamp, and the disclosure version shown at the time of consent

Document reminders

• Employment document types and expiration dates
• Notification history

3. How We Use Your Information

• Completing and assembling federal and state employment forms and agency onboarding documents
• Capturing electronic signatures and retaining evidence of them under the E-SIGN Act
• Sending employment-related and account communications, including onboarding instructions, application links, and document-expiration reminders
• Providing the completed packet to the employing agency

We do not sell your information. We do not use it for marketing or advertising.

4. Text Messaging Program

Pelican Credentials operates an automated SMS notification service on behalf of home health agencies. Employees opt in to receive SMS notifications during the onboarding process. As part of new hire paperwork, employees complete a consent form where they provide their mobile phone number within the same form and are presented with a clear SMS disclosure. Employees must actively check an unchecked consent box agreeing to receive SMS messages. The checkbox is not pre-selected. Consent is voluntary and not a condition of employment.

Messages are employment-related and account notifications sent on behalf of the employing agency, including compliance reminders, credentialing updates, scheduling, and payroll-related notifications. Messages are never used for marketing or advertising.

Message frequency varies. Message and data rates may apply. To opt out at any time, reply STOP. For help, reply HELP.

5. Information Sharing and Service Providers

We use trusted third-party service providers to operate the platform, including providers for: text message delivery, email delivery, user authentication and account management, secure document storage, application hosting and database services, error monitoring, and address lookup. These providers process data only as needed to deliver their service to us and are bound by confidentiality and data-protection obligations. We share personal data only to operate the service or as required by law. We do not sell personal data.

A current list of the specific service providers we use is available to agencies under their data processing agreement.

Mobile information and opt-in data are not shared with third parties for marketing or promotional purposes.

6. Data Security

• Field-level AES-256 encryption at rest for sensitive identifiers: Social Security numbers, dates of birth, and immigration and government document numbers
• Encryption in transit (TLS)
• Infrastructure-level encryption for stored documents and the database
• Role-based access controls
• Multi-tenant data isolation, so one agency cannot access another agency's data

Stored documents are protected by encryption at the storage level and by role-based access controls. Retrieving a document requires authenticated access scoped to the employing agency.

Multi-factor authentication is available for agency staff accounts. Each agency decides whether to require it.

7. Data Retention

We retain a completed application packet for five years from the date it is completed, as evidence of the electronic signatures it contains. We notify the employing agency before that period ends, then delete the stored documents. Deletion removes the document files; a minimal record of the application session is retained in a deactivated state.

Pelican is not the system of record for employment records. The agency keeps its own copy of each completed packet and remains responsible for its own recordkeeping obligations, including the federal Form I-9 retention requirement.

8. Your Rights

You may request access to your information, ask us to correct it, or ask us to delete it. Contact your employing agency or us, using the details below.

Because we process this information on behalf of the agency, we may refer your request to them or act on their instructions. We will tell you if we do.

9. Contact Us