Privacy Policy

This policy explains what information the Optima Family Services, Inc. website collects, how we use it, who helps us handle it and the choices you have. It applies to this website. When your child receives services from us, their records are also protected by the health privacy laws that apply to those services and by the policies in the parent handbook you receive when services start.

In short

• We don't use cookies for advertising or tracking, and we don't use analytics tools.
• We only collect what you type into our forms, and we use it only to answer you, to arrange services for your child or to review your job application.
• We don't sell or share your personal information for advertising.
• You can ask us to see, correct or delete your information.

When you visit our website

You can read every public page without telling us who you are. We don't set cookies or use analytics or advertising tools, and we don't follow you to other websites.

The maps on our Contact page are provided by Google Maps. When that page shows the maps, Google receives technical information from your browser and may set its own cookies, as described in Google's privacy policy.

Like any website, the companies that deliver our pages receive the technical information your browser sends (such as your internet address and browser type) so they can show you the page and protect it from attacks. They don't use it to track you.

The employee portal is only for our staff. When employees sign in, their browser keeps them signed in until they sign out, and remembers which teams they chose to see in the portal. That's the only information this website stores in your browser.

Information you send us through our forms

We only collect the information you choose to type into our forms. Depending on the form, it may include:

• Contact information, such as your name, email, phone number, city and ZIP code.
• Information about your child that helps us arrange services, such as their age, the service you're interested in and how services will be paid for.
• Job application information, such as the position and area you are interested in, your availability, education and work experience, and your resume.
• Anything else you choose to tell us in a message.

We use this information only to answer you, to call you about services for your child, or to review your application and contact you about jobs. We send you an email confirming that we received your form, and our office receives a copy by email. We also save the date and the language of the page you used.

Please don't send medical records or detailed health information through our website. When we call you, we'll ask only for what we need. Once your child is our client, their records are handled under the health privacy laws that protect them and the policies in your parent handbook.

Spam protection

To keep automated spam out, our public forms use Cloudflare Turnstile, which checks in the background that a person is filling in the form. Cloudflare receives technical information from your browser for that check only and does not use it for advertising, as described in Cloudflare's Turnstile privacy addendum.

We also keep a scrambled (hashed) version of your internet address for one hour to limit repeated submissions. Messages our filters hold as possible spam are deleted automatically after 30 days unless our staff releases them.

Who we share it with

We don't sell your personal information, and we don't share it with anyone for advertising or for their own marketing. Only our staff who need it to help you can see it.

We use trusted service providers to run our website and our office. They receive only the information they need to do their job for us, and our agreements with them don't allow them to use it for anything else. They include providers that:

• Host our website and store the information you send us.
• Deliver our email, including the copies of your forms and the confirmations we send you.
• Keep spam and attacks out of our forms and our website.
• Provide other technology we use to run our services, such as the systems where we keep client and staff records.

We may also disclose information when the law requires it, for example to respond to a court order, or to protect the safety of a child.

How long we keep it and how we protect it

Messages, service requests and employment applications (with their resumes) are deleted automatically five years after you send them. California requires employers to keep job applications for at least four years. Possible spam is deleted after 30 days. Our office also receives a copy of each form by email, which stays in our secure company email system.

Your information travels over encrypted connections, is stored by our service providers in the United States, and can only be opened by our staff who sign in. Uploaded resumes are never public. No method of storing information is 100% secure, but we work to protect yours.

Notice to job applicants

When you apply for a job, we collect the information you send in the Employment Application, such as your contact information, education and work experience, the work you are looking for and your availability, and your resume. We use it only to review your application, to contact you about this and other positions at Optima Family Services, and to keep the hiring records California law requires. We keep it for five years and we do not sell or share it. You have the rights described below.

Children

Our website is meant for parents, caregivers, service coordinators and job seekers. We don't knowingly collect information directly from children under 13. Parents and caregivers may give us information about their child when they ask for services.

Your privacy rights

California residents can ask us to:

• Tell you what personal information we have about you, where it came from, why we use it and who we share it with.
• Give you a copy of it.
• Correct it if it is wrong.
• Delete it, unless the law requires us to keep it (for example, employment records).

We won't treat you differently for using these rights. We'll confirm who you are before giving out or deleting information, usually by contacting you at the email or phone number you gave us. You can also have someone you authorize ask for you. We don't sell or share personal information, so there is nothing to opt out of, and we don't use sensitive information for anything other than what you sent it for.

Do Not Track and Global Privacy Control: we don't track visitors over time or across websites, so every visit is treated as if you had turned these signals on. We also don't give your information to other companies for their own marketing (California's "Shine the Light" law).

How to contact us

To ask about this policy or to use your rights, email privacy@optimafamilyservices.com, call us at 818-844-3376 (Monday to Friday, 7:00 AM to 3:30 PM) or write to Optima Family Services, Inc., 150 S. Los Robles Ave., Suite 950, Pasadena, CA 91101.

Changes to this policy

If we change how we handle your information, we'll update this page and the date at the top. If a change is important, we'll show it on our website before it takes effect.