GLENOAK LIVING
Privacy Policy
Effective September 15, 2026
Who we are and what this notice covers
GlenOak Living is a senior-living directory and referral service provided by GlenOak Advisors. This policy applies to glenoakliving.com, its inquiry forms, partner applications, listing claims, and private workspaces. It does not govern a community’s own services or another placement company’s independent handling of information. Contact us at lucas@glenoakadvisors.com or 4938 Hampden Ln., #552, Bethesda, MD 20814. Our directory focuses on the Phoenix metropolitan area; that mailing address is our business contact address, not the address of a listed community.
Information you provide
When you request pricing, availability, care information, or a tour, we collect the name, email, phone number, community of interest, budget range, move timeframe, and preferences you submit. Tour preferences may include a date, time of day, and in-person or video format. We record the consent text version and submission time. If you contact us directly, we retain the correspondence needed to respond. Provide another person’s information only when you have authority to do so. Please do not enter medical records, diagnoses, government identification numbers, insurance identifiers, bank details, or payment-card information in website forms.
Partner applications and listing claims
Applications collect your company, name, work email, phone number, service area, and optional business website. Listing claims collect the community, company or operator, name, work email, phone number, and role. We retain submission and review records, verification notes, and the decision. A partner application can create or link a pending contact in Zoho CRM; it does not itself create approved partner access. A listing claim is linked to the facility in CRM only after approval and an appropriate account match. We may check public business and licensing records and contact a business using independently obtained details to verify authority. Do not send identity documents through these forms.
Information collected through use of the site
Our hosting, security, map, and email providers process technical information such as IP address, browser and device information, requested pages, timestamps, delivery results, and approximate location derived from IP address. We use country information to restrict online submissions to the United States. Public pages remain available internationally. Essential session cookies support sign-in; browser storage can remember interface choices and your analytics preference. Security controls use short-lived hashed request identifiers for rate limiting. We do not request your device’s precise geolocation through the website.
Optional Google Analytics
If you select Allow analytics, we use Google Analytics property G-SH00DL5SYK to measure visits to allowlisted public directory and information pages. We isolate the Analytics tag from our forms and private workspaces and provide a public page path without its query string. We do not send inquiry answers, applicant details, workspaces, sign-in links, email addresses, phone numbers, or free-text search entries to Analytics. Google may process browser, device, cookie, and network information to provide measurement. Advertising storage, personalized advertising signals, and Google signals are disabled in our implementation. Analytics is optional and does not load before you allow it. Decline, or change your choice using Privacy choices near the footer. Withdrawal stops future Analytics loads from this site; it does not automatically erase records already processed by Google. Clearing browser storage may reset the choice. Browser privacy tools may also block measurement.
How we use information
We use information to respond to requests, coordinate introductions, qualify budget and timing preferences, arrange follow-up, review partner applications and listing claims, operate accounts, maintain listing accuracy, document consent and referral activity, troubleshoot delivery, prevent abuse, and meet applicable legal obligations. We may use non-identifying usage information to improve public pages. We do not make housing admission, care eligibility, or medical decisions through automated website scoring. Communities make their own admission and care assessments.
Sharing with placement companies and communities
When you request help and consent to an introduction, GlenOak may share relevant inquiry details with the placement company assigned to assist you and, as needed to respond to your request, the community involved. An approved placement contact can access only inquiries currently assigned to their company through the portal. GlenOak controls assignments and can suspend access. Recipients may keep information under their own policies and obligations; contact them directly for their practices. Claims and business applications are not published as personal profiles simply because a form was submitted. We do not publish family contact information in the directory or public data interfaces.
Referral compensation and choices
Families are not charged to use the directory or submit an inquiry. GlenOak may receive compensation from a community or placement partner when a referral results in a move-in. That business arrangement is distinct from optional Analytics. Privacy laws may treat particular transfers of personal information differently, including as a sale or sharing depending on the facts and applicable law. Contact us before submitting if you do not want a referral, or afterward to request that we stop additional sharing or contact. We do not use this website to sell audience lists or run targeted-advertising campaigns. A request to stop future sharing cannot retract information already lawfully received by a provider.
Service providers and storage
Vercel hosts the website and provides private object storage and security infrastructure. Neon provides the private database for inquiries, access, applications, review decisions, and delivery queues. Zoho CRM holds facility records and copies of relevant inquiries and business contacts. ZeptoMail sends sign-in links and operational notifications. Administrative and lead notifications generally link to the private workspace rather than including family contact and budget details. Google Maps Platform supplies maps, place matching, photos, ratings, and available reviews or summaries. We use providers to operate these features and limit information supplied to what the feature needs. Provider processing and backups may occur in the United States or other locations where those providers operate.
Maps, images, reviews, and links
Loading maps or third-party images lets their providers receive the technical information needed to serve that content, including IP address and referrer. Google Maps may have its own cookies and processing under Google’s policies. Inquiry form contents are not sent to Maps. Google review and photo results used on a page are loaded at runtime; our current integration does not save those review texts or photo URLs into Zoho. Community descriptions can be prepared with AI assistance from available listing information. Review summaries, when shown, may be generated or supplied using available review content; they are not medical assessments. External links take you to services with separate terms and privacy policies. Google’s privacy policy is available at https://policies.google.com/privacy and its Maps terms at https://www.google.com/intl/en_us/help/terms_maps/.
Accounts, security, and operational records
Approved partner contacts sign in using short-lived, single-use email links. Account sessions use secure cookies on the production site. Server-side access checks separate company inquiries; administrator access is restricted to GlenOak’s designated administrator. We keep audit records of assignments, notes, application decisions, and delivery attempts. We use encryption in transit, restricted storage, validation, origin checks, rate limits, and hosting protections. No system is completely secure. Protect your email account, do not share sign-in links, sign out on shared devices, and report suspected misuse promptly to lucas@glenoakadvisors.com.
Retention
We retain inquiry, application, verification, account, and referral records while reasonably needed to respond, provide service, manage a relationship, establish referral attribution, resolve disputes, prevent fraud, and comply with applicable requirements. We periodically review records and remove or de-identify information no longer needed. Retention depends on record type and circumstances; we do not promise a single automatic deletion deadline for all records. Short-lived security counters expire separately from business records. Deletion from active systems may take additional time to reach backups and provider systems, and required legal or dispute records may be retained with restricted use.
Access, correction, deletion, and communications
Email lucas@glenoakadvisors.com to request access, correction, deletion, withdrawal of referral consent, or cessation of contact. Describe the request without sending sensitive identity documents. We may ask for proportionate verification to protect your information. Depending on applicable law, you may also have rights to a portable copy, to restrict or object to processing, to opt out of certain transfers or profiling, to use an authorized agent, or to appeal a decision. We will assess requests under the laws that apply and explain an applicable exception or appeal route. We will not discriminate against you for exercising applicable privacy rights. You may also complain to a relevant regulator. Operational sign-in and security messages may be necessary when you request or use an account.
Children, international access, and changes
The service is intended for adults aged 18 or older and is not directed to children. If you believe a child provided personal information, contact us so we can investigate and take appropriate action. International access to public pages does not expand our service area; U.S. submission restrictions use IP-based location and can be imperfect. We may update this policy as the service changes. The effective date will appear above, and we will provide additional notice or seek consent where required for a material change. Public review forms or demonstration pages explicitly labeled as previews do not submit their entries; their on-screen notice controls that demonstration’s behavior.