Privacy Policy
This policy covers two different things: this website, and the Lanterlink Care Portal that agencies log into. Our role is different in each, so we describe them separately.
The short version. On this website we collect only what you type into a form, and we use it to reply to you. Inside the portal, the records belong to the agency that issued your login — we hold them on that agency’s behalf under a signed agreement, and we do not sell personal information anywhere.
1. This website
If you request a walkthrough, ask about pricing, or start onboarding, we collect the details you enter — typically your name, email address, agency name, and anything you write in a message field. We use that information to reply to you and, if it looks like a fit, to follow up once.
Our web host records standard server logs, which include IP address, browser type, and the time of the request. These are used to keep the site available and secure.
We do not sell your information, and we do not add you to a mailing list because you contacted us.
2. The Lanterlink Care Portal
The portal is used by staff at agencies that have a subscription with us. If you have a login, the agency that issued it — not Lanterlink — decides what is recorded about the people it supports and how long it is kept.
In health-privacy terms, the agency is the Covered Entity and Lanterlink is its Business Associate. We hold the health information stored in the portal under a signed Business Associate Agreement with that agency, and that agreement governs how we may use it.
3. What the portal holds
- Account credentials and profile details for staff.
- Work records staff enter — shifts, visit-verification timestamps, progress notes, training records, and pay documents.
- Health and support information recorded about the individuals an agency serves.
- Server logs, including IP address, browser, and timestamp.
4. How it is used
To operate the portal, to meet the reporting obligations agencies have to their funders and regulators — visit verification, Regional Center billing, payroll tax — and to answer support requests. We do not sell personal information, and we do not use the health information in the portal to advertise anything.
5. Your rights
California and federal health-privacy rules give people the right to see, correct, or receive a copy of information held about them.
If you are portal staff, use the My Data button in the portal, or contact your agency administrator. If the request concerns someone an agency supports, it goes to that agency — the agency holds the records and decides how the request is handled, and Lanterlink assists it in meeting the deadlines that apply to it.
For anything relating to this website rather than the portal, email privacy@lanterlink.com.
6. How long we keep it
Records inside the portal are kept for whichever period is longest among the rules that apply to that record. The agency that issued your login sets its own policy on top of this; these are the minimums we build to. If the underlying rules change, these periods change with them and we update this page.
| Record | Kept for | Why |
|---|---|---|
| Care and medical records | 7 years after the person leaves services | California medical-records law |
| Billing claims and service authorizations | 7 years | Regional Center audit and state licensing rules |
| Financial and service records tied to funding | 5 years from final payment for that state fiscal year, and longer while any audit or appeal is open | California Regional Center record-keeping rules |
| Security and access audit logs | 6 years | Federal health-privacy rules |
| Pay records and paystubs | 4 years | California payroll record-keeping rules |
| The in-app activity log (who changed what) | 400 days | An operational convenience record, not the compliance audit trail above |
| Inquiries sent through this website | Only as long as needed to answer them | — |
Deletion. An agency can ask us to delete its data earlier, and we will, except where a rule above still requires the record to exist. Before anything is deleted, our tool checks the record against the retention rules it knows about — billing history, service authorizations and pay records — and will not proceed until an administrator reviews each warning and states a reason. That decision is written to the audit trail, so nothing quietly disappears, and the security and access audit log is never deleted at all. We do not keep customer data indefinitely by default.
7. Security
Access to the portal is restricted by role and by agency, actions are audit-logged, and data is encrypted in transit and at rest by our hosting providers, who are themselves under signed agreements covering health information. No system is perfectly secure, and we do not claim otherwise.
8. Changes
If this policy changes materially, we will update the date at the top and, for customers, say so in the portal.
9. Contact
Lanterlink LLC, California
Privacy: privacy@lanterlink.com
General: info@lanterlink.com
Lanterlink LLC · Built in California, for California providers.