Last Updated: May 2022
For additional information related to how we use and disclose your Personal Data, please contact our Privacy Officer at firstname.lastname@example.org.
- Your login email address; and
- A statement that you are requesting account deletion.
Questions or Concerns
COLLECTION AND USE OF PERSONAL DATA
What Personal Data Does HealthSnap Collect?
We collect three types of information: (i) demographic data; (ii) support data; and (iii) technology data. Each category of data is explained in depth below.
Demographic Data: HealthSnap collects demographic data from organization administrators (“Administrators”) on behalf of Provider Users (collectively, “Users”), which may include, but not be limited to, your name, email address, and phone number, your role within your organization (i.e. physician, other qualified health care provider, clinical staff, or non-reimbursable staff), the state where you are located, and your title within your organization. The collection of this demographic data is primarily used to create your User Account, which you can use to securely utilize the Services.
Technology Data: We use common information-gathering tools, such as log files, cookies, web beacons, and similar technologies to automatically collect information, which may contain Personal Data from your computer or mobile device as you navigate our Provider Portal or interact with emails or other communications we have sent you. The information we collect may include your IP address (or proxy server), device and application identification numbers, location, browser type, Internet service provider and/or mobile carrier, the pages and files you viewed, your searches, your operating system and system configuration information, and date/time stamps associated with your usage. This information is used to analyze overall trends, help us provide and improve our Services, and ensure the proper functioning and security of the Provider Portal and Services.
How Will HealthSnap Use Personal Data?
More specifically, HealthSnap processes your Personal Data for the following legitimate business purposes:
- To provide Services;
- To communicate with you about and manage your User Account;
- To properly store and track your data within our system;
- To respond to lawful requests from public and government authorities, and to comply with applicable state/federal law, including cooperation with judicial proceedings and court orders;
- To protect our rights, privacy, safety, or property, and/or that of you or others by providing proper notices, pursuing available legal remedies, and acting to limit our damages;
- To handle technical support and other requests from you;
- To manage and improve our operations and the Provider Portal, including the development of additional functionality;
- To manage payment processing;
- To evaluate the quality of service you receive, identify usage trends, and improve your user experience;
- To keep our Provider Portal safe and secure;
- To send you information about changes to our terms, conditions, and policies;
- To allow us to pursue available remedies or limit the damages that we may sustain; and
- To enable you to connect with Patient Users and view Personal Data, which allows you to monitor patient progress and overall condition as you deem appropriate.
Does HealthSnap Use Personal Data for Analytics?
HealthSnap uses third-party service providers to monitor and analyze the use of the Provider Portal as part of our Services. The analytics services we use may include, but are not limited to: google analytics.
Where Is Personal Data Processed?
The Personal Data we collect through the Provider Portal will be stored on secure servers in the United States. Personal Data may be transmitted to third parties, which parties may store or maintain the data on their secure servers. These third parties are not permitted to transfer your Personal Data outside of the United States.
With Whom Does HealthSnap Share Personal Data?
We may share your personal information with the following categories of individuals/entities:
Business Partners and Vendors: We share Personal Data with a limited number of partners, service providers, and other persons/entities who help run our business (“Business Partners”). Specifically, may employ third-party companies and individuals to facilitate our Services, provide Services on our behalf, perform Service-related functions, or assist us in analyzing how our Services are used. Our Business Partners are contractually bound to protect your Personal Data and to use it only for the limited purpose(s) for which it is shared. Business Partners’ use of Personal Data may include, but is not limited to, the provision of services such as data hosting, IT services, customer services, and payment processing.
Our Advisors: We may share your Personal Data with third parties that provide advisory services to HealthSnap, including, but not limited to, our lawyers, auditors, accountants, and banks (collectively, “Advisors”). Personal Data will only be shared with Advisors if HealthSnap has a legitimate business interest in the sharing of such data.
Third Parties Upon Your Direction or Consent: You may direct HealthSnap to share your Personal Data with third parties. Upon your request and consent, we may share such Personal Data with those third parties that you identify.
Third Parties Pursuant to Business Transfers: In the event of a reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of HealthSnap’s corporate entity, assets, or stock (including in connection with any bankruptcy or similar proceedings), we may share your Personal Data with a third party.
How Long Does HealthSnap Retain Personal Data?
HealthSnap retains your Personal Data only as long as necessary and as required for our business operations, the provision of Services, archival purposes, and/or to satisfy legal requirements. The exact period of retention will depend on: (i) the amount, nature, and sensitivity of the Personal Data; (ii) the personal risk of harm for unauthorized use or disclosure; (iii) the purposes for which we process your Personal Data, including whether those purposes can be achieved through other means; and (iv) business operations and legal requirements. In general, HealthSnap will not retain your data after your User Account is closed (the “Retention Period”); however, the above factors may extend or decrease this Retention Period.
At the end of the applicable Retention Period, we will remove your Personal Data from our databases and will require that our Business Partners remove any identifiable Personal Data from their databases. If there is any data that we are unable to delete entirely from our systems for technical reasons, we will put in place appropriate measures to prevent any further processing of such data. Please note that once we disclose your Personal Data to third parties, we may not be able to access that Personal Data and we cannot force the deletion or modification of such information by third parties.
What Happens to Personal Data Submitted by Minors?
HealthSnap does not knowingly collect Personal Data from individuals under the age of 18. Additionally, our Services are not directed to individuals under the age of 18. We request that these individuals not provide Personal Data to us. If we learn that Personal Data from users under the age of 18 have been collected, we will deactivate the User Account associated with that data and take reasonable measures to promptly delete such data from our records. If you are aware of a user under the age of 18 accessing the Services or Provider Portal, please contact us at email@example.com.
If you are a resident of California under the age of 18 and have registered for a User Account with us, you may ask us to remove content or information that you have posted to our Provider Portal.
What Rights Do Users Have Concerning Their Personal Data?
As a user of HealthSnap’s Services and Provider Portal, you have certain rights relating to your Personal Data. These rights are subject to local data protection and privacy laws, and may include the right to:
- Access Personal Data held by HealthSnap;
- Erase/delete your Personal Data, to the extent permitted by applicable data protection and privacy laws and to the extent technologically feasible;
- Receive communications related to the processing of your Personal Data;
- Restrict the processing of your Personal Data to the extent permitted by law;
- Object to the further processing of your Personal Data, including the right to object to marketing;
- Request that your Personal Data be transferred to a third party, if possible;
- Receive your Personal Data in a structured, commonly used, and machine-readable format; and/or
- Rectify inaccurate personal information and, taking into account the purpose of processing the Personal Data, ensure it is complete.
Where the processing of your Personal Data by HealthSnap is based on consent, you have the right to withdraw that consent at any time. If you would like to withdraw your consent or exercise any of the above rights, please contact us at firstname.lastname@example.org.
How Can Users Update, Correct, or Delete Personal Data or Their User Account?
You have the right to request restrictions on uses and disclosures of your Personal Data. While we are not required to agree to all restriction requests, we will attempt to accommodate reasonable requests when appropriate.
You may change your email address and other contact information by accessing your HealthSnap User Account. If you need to make changes or corrections to other information, you may contact us at email@example.com. In order to comply with certain requests to limit use of your Personal Data, we may need to terminate your ability to access and/or use some or all of the Services. BY REQUESTING TO LIMIT USE OF YOUR PERSONAL DATA OR DELETE PERSONAL DATA, YOU ACKNOWLEDGE AND AGREE THAT HEALTHSNAP WILL NOT BE LIABLE TO YOU FOR ANY CORRESPONDING LIMITATION IN THE SCOPE OF SERVICES OR TERMINATION OF SERVICES AS NECESSARY TO COMPLY WITH YOUR REQUEST.
You have the right to request deletion of any Personal Data from your User Account or the Provider Portal. To request deletion of your Personal Data, please email us at firstname.lastname@example.org and include a description of the Personal Data you would like removed. We will respond to all requests for data deletion as soon as reasonably possible.
Should you decide to delete your User Account entirely, you may do so by emailing email@example.com. By terminating your User Account, you agree that you will not be able to access any information previously contained in your User Account. You further understand that it may not be technologically possible to remove all of your Personal Data from our systems. While we will use reasonable efforts to remove your Personal Data, the need to back up our systems to protect information from inadvertent loss means a copy of your Personal Data may exist in a non-erasable form that will be difficult or impossible for us to locate or remove.
SAFEGUARDING PERSONAL DATA
Is Personal Data Secure?
HealthSnap understands the importance of data confidentiality and security. We use a combination of reasonable physical, technical, and administrative security controls to: (i) maintain the security and integrity of your Personal Data; (ii) protect against any threats or hazards to the security or integrity of your Personal Data; and (iii) protect against unauthorized access to or use of such information in our possession or control that could result in substantial harm to you.
While HealthSnap uses reasonable security controls, WE CANNOT GUARANTEE OR WARRANT THAT SUCH TECHNIQUES WILL PREVENT UNAUTHORIZED ACCESS TO YOUR PERSONAL DATA. HEALTHSNAP IS UNABLE TO GUARANTEE THE SECURITY OR INTEGRITY OF PERSONAL DATA TRANSMITTED OVER THE INTERNET, AND THERE IS NO GUARANTEE THAT YOUR PERSONAL DATA WILL NOT BE ACCESSED, DISCLOSED, ALTERED, OR DESTROYED BY BREACH OF ANY OF OUR PHYSICAL, TECHNICAL, OR ADMINISTRATIVE SAFEGUARDS. ACCORDINGLY, WE DO NOT AND CANNOT ENSURE OR WARRANT THE SECURITY OR INTEGRITY OF ANY PERSONAL DATA YOU TRANSMIT TO US. YOU ASSUME THE RISK THAT UNAUTHORIZED ENTRY OR USE, HARDWARE OR SOFTWARE FAILURE, AND OTHER FACTORS MAY COMPROMISE THE SECURITY OF YOUR PERSONAL DATA AT ANY TIME.
What Safeguards Does HealthSnap Have in Place to Secure My Personal Data?
HealthSnap stores Personal Data on secured servers and uses a combination of technical, administrative, and physical safeguards to protect your personal information. Such safeguards include, but are not limited to, authentication, encryption, backups, and access controls.
How Can Users Protect Their Personal Data?
You are solely responsible for preventing unauthorized access to your User Account by protecting your account credentials and limiting access to the devices you use to operate the Provider Portal. HealthSnap has no access to or control over your device’s security settings, and it is your responsibility to implement any device-level security features and protections you feel are appropriate (e.g., password protection, encryption, remote wipe capability). We recommend that you take all appropriate steps to secure any device that you use to access our Services and Provider Portal.
Please note that HealthSnap will never send you an email requesting confidential information, such as account numbers, usernames, passwords, or Social Security Numbers. If you receive a suspicious email from HealthSnap, please notify us at firstname.lastname@example.org.
Further, if you know of or suspect any unauthorized use or disclosure of your User Account information or any other security concern, please notify HealthSnap immediately.
What If HealthSnap Experiences a Data or Security Breach?
HealthSnap takes the security of your Personal Data seriously. In the event of a data or security breach, HealthSnap will take the following actions: (i) promptly investigate the security incident, validate the root cause, and, where applicable, remediate any vulnerabilities within HealthSnap’s control which may have given rise to the security incident; (ii) comply with laws and regulations directly applicable to HealthSnap in connection with such security incident; (iii) as applicable, cooperate with any affected HealthSnap user or client in accordance with the terms of HealthSnap’s contract with such user or client; and (iv) document and record actions taken by HealthSnap in connection with the security incident and conduct a post-incident review of the circumstances related to the incident and actions/recommendations taken to prevent similar security incidents in the future. HealthSnap will notify you of any data or security breaches as required by and in accordance with applicable law.
ADVERTISING, MARKETING, AND TRACKING
Does HealthSnap Send Marketing or Advertisement Materials?
HealthSnap may use your Personal Data to contact you with newsletters, marketing, or promotion materials and other information that may be of interest to you. You may opt out of receiving any marketing or advertisement materials from HealthSnap at any time by following the unsubscribe link or by contacting us.
Can Users Opt Out of Receiving Communications from HealthSnap?
We may send communications, including emails, to you regarding your User Account and the Services or Provider Portal. You can choose to filter any User Account, Services, and Provider Portal emails using your email settings, but we do not provide an option for you to opt out of these communications.
If you consent to receive marketing or other communications not related to your User Account or the Services/Provider Portal, we will provide you with the option to opt out of such marketing communications within the applicable message.
How Can Users Opt Out of Cookies?
If you prefer, you can usually choose to set your browser to remove cookies and reject cookies. If you enable a do not track signal or otherwise configure your browsers to prevent us from collecting cookies, you will need to reenter your login information each time you visit the login page. You may also be unable to take advantage of some of the Services.
Do Not Track Disclosure
Some web browsers may transmit do not track (“DNT”) signals to websites with which the user communicates. To date, there is no industry standard for DNT and users cannot know how a given company responds to a DNT signal they receive from browsers. HealthSnap is committed to remaining apprised of DNT standards. However, HealthSnap does not support DNT browser settings and does not currently participate in any DNT frameworks that would allow HealthSnap to respond to signals or other mechanisms regarding the collection of your personal information.
CALIFORNIA PRIVACY RIGHTS
If you are a California resident, the California Consumer Privacy Act (“CCPA”) may apply to you. Please see the CCPA Attachment for an explanation of your rights.
Under California Civil Code sections 1798.83-1798.84, California residents are entitled to ask for and obtain from us an annual list identifying the categories of personal customer information which we shared, if any, with our affiliates and/or third parties in the preceding calendar year for marketing purposes. This list will be provided free of charge. Contact information for such affiliates and/or third parties must be included. If you are a California resident and would like a copy of this notice, please submit a written request to the following address:
1951 NW 7th Avenue
Miami, FL 33136