Privacy Policy for Hipaasoft

1. Information We Collect

We collect both personal and non-personal information to help us deliver HIPAA-compliant software development, EHR development, and integration services.

Information You Provide

• When you inquire about or purchase software development services
• When you complete project intake forms or provide technical or clinical-workflow requirements
• When you make payments or access client materials

Examples include:

• Name, business name, and general contact details
• Email address
• Telephone and mobile phone numbers, where you choose to give them to us
• Payment information (processed securely through third-party providers)
• Project details, feedback, and content you share for the software or integration work we build

Mobile Messaging Information

If you affirmatively opt in to receive text messages from us, we also collect and maintain:

• The mobile phone number associated with your opt-in
• Your consent record — the date, time, method, and wording of the opt-in you agreed to
• Message delivery metadata (send and delivery timestamps, delivery status, and carrier responses)
• The content of messages you exchange with us
• Your opt-out status and the date of any STOP request

How this mobile information is used — and the strict limits on sharing it — is described in Section 4: SMS and Text Messaging.

Information Collected Automatically

We may collect non-personal data such as:

• Browser type, device, and operating system
• Website usage patterns, pages visited, and time spent on site
• Cookies and analytics data to improve website performance and usability

2. How We Use Information

Your information is used to:

• Deliver design and digital services
• Communicate about projects, updates, and invoices
• Manage secure access to client files and creative assets
• Improve our website, workflows, and service quality
• Analyze engagement trends to refine the Hipaasoft experience
• Maintain secure and reliable operations

We do not sell or rent your personal information.

3. Use of Project Data

All materials and information shared with Hipaasoft as part of a project are treated as confidential.

• Confidentiality: Technical specifications, project files, and project communications are used only to fulfill the agreed scope of work.
• Storage: Project data is securely managed through our client and project-management systems, which serve as a central hub for communication, file delivery, and project tracking. Supporting project documentation may also be stored in internal workspaces used for organization and workflow management.
• Access: Only authorized Hipaasoft team members directly involved in your project have access to related information or assets.
• Automation: Limited data may pass through workflow-automation tools to handle notifications, file organization, or task management. These automations do not analyze or share project content.
• Anonymized Use: Aggregated, de-identified project data (such as build-timeline statistics or case study summaries) may be used internally for performance review, system optimization, or educational purposes — never in a way that identifies clients or discloses PHI.

We uphold strict confidentiality standards to ensure that all project information remains private, secure, and used only for its intended purpose. Where a project involves Protected Health Information (PHI), we execute a Business Associate Agreement (BAA) and handle that data under HIPAA's Privacy and Security Rules in addition to the practices described here.

4. SMS and Text Messaging

This section explains how we handle mobile phone numbers and text-messaging consent. It applies in addition to our SMS/MMS Mobile Message Program Terms and Conditions, which govern participation in the messaging program itself.

How We Obtain Consent

We send text messages only to individuals who have affirmatively opted in to receive them — for example, by checking an unchecked consent box on one of our web forms, completing an application-based enrollment form, or texting a keyword to one of our numbers. Consent to receive marketing text messages is never a condition of purchasing any product or service from us, and we do not purchase, rent, or import mobile numbers from third-party lists.

How We Use Mobile Information

We use the mobile information described in Section 1 only to:

• Send you the messages you opted in to receive, including project updates, scheduling and appointment reminders, account and service notifications, responses to your inquiries, and — where you have consented to them — promotional messages
• Respond to HELP requests and provide customer support
• Process and honor STOP requests and maintain suppression lists
• Maintain records of consent and opt-out as required by the Telephone Consumer Protection Act (TCPA), CTIA guidelines, and carrier requirements
• Monitor delivery quality and prevent fraud, abuse, and unauthorized use of our numbers

How We Share Mobile Information

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We share mobile phone numbers only with the messaging service providers and telecommunications carriers that are strictly necessary to transmit the messages you requested — for example, our SMS platform provider and the mobile carriers that deliver the message to your handset. These providers act as our service providers, are contractually bound to use the information solely to deliver messages on our behalf, and are prohibited from using it for their own marketing. We may also disclose this information where required by law, subpoena, or other valid legal process. We do not sell or rent mobile phone numbers or messaging data.

Message Frequency, Rates, and Opting Out

Message frequency varies. Message and data rates may apply. You can opt out at any time by replying STOP to any message from us; you will receive one confirmation message and no further messages unless you opt in again. Reply HELP for help, or contact us at support@hipaasoft.com. Carriers are not liable for delayed or undelivered messages.

Protected Health Information and SMS

Standard SMS and MMS are not secure channels and are not an appropriate place for Protected Health Information (PHI). Please do not send PHI, patient identifiers, clinical details, or other sensitive health information to us by text message, and do not ask us to send it to you that way. Where a project requires PHI to be exchanged, we do so through the secure, access-controlled channels covered by our Business Associate Agreement (BAA) — never over standard text messaging.

5. Data Protection

We implement administrative, technical, and physical safeguards to protect your information. This includes SSL encryption, secure hosting, and limited access based on team roles.

While no digital system can be guaranteed completely secure, we take ongoing steps to minimize risk and maintain strong data security practices.

6. Cookies and Analytics

Cookies and analytics tools help us understand how visitors use our website and improve the browsing experience. They may be used to:

• Remember preferences and enhance navigation
• Track anonymous traffic data and site performance metrics

You can disable cookies in your browser settings, though some features of the site may not function as intended.

7. Third-Party Services

We collaborate with trusted third-party providers to support our operations and maintain a seamless project delivery process. These include providers for:

• Secure payment processing
• Client communication and project management
• File storage and hosting
• Video conferencing
• Workflow automation
• Website analytics
• Email and SMS/MMS message delivery, including our messaging platform provider and mobile carriers

Each provider maintains its own privacy policy and adheres to recognized data protection and compliance standards. Providers that handle Protected Health Information on our behalf do so under a signed Business Associate Agreement.

These providers act as service providers acting on our instructions. We do not sell or rent your personal information, and no mobile information is shared with third parties or affiliates for marketing or promotional purposes.

8. Data Retention

We retain client and project information only as long as necessary to provide services, fulfill legal obligations, or improve our workflows. Completed project data may be archived securely for recordkeeping or internal reference unless removal is requested.

Text-messaging consent and opt-out records are handled differently: we retain proof of your opt-in and any STOP request for as long as required to comply with the TCPA, CTIA guidelines, and carrier requirements, and to demonstrate that we honored your request. If you opt out, we keep your number on a suppression list specifically so that we do not message you again — deleting it entirely would defeat that purpose.

9. Your Privacy Rights and Choices

You can exercise the following choices at any time:

• Text messages: reply STOP to any message to opt out, or HELP for assistance.
• Email: use the unsubscribe link in any marketing email, or email us directly.
• Cookies: disable cookies in your browser settings (see Section 6).
• Access, correction, and deletion: request a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it.
• Sale of data: we do not sell or rent personal information, so there is nothing to opt out of.

To make a request, email support@hipaasoft.com. We will respond within the timeframe required by applicable law and will not discriminate against you for exercising any of these rights. Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act (CCPA/CPRA) or the GDPR; we honor those rights where they apply. Note that where we process information as a Business Associate under HIPAA, requests relating to Protected Health Information should be directed to the covered entity — typically your healthcare provider or health plan — and we will assist them in responding.

10. Children's Privacy

Our website, services, and messaging programs are intended for business users and are not directed to children under 13. We do not knowingly collect personal information from children under 13, and we do not knowingly enroll anyone under 13 in our text messaging program. If you believe a child has provided us with personal information, contact us at support@hipaasoft.com and we will delete it.

11. Policy Updates

This Privacy Policy may be updated periodically to reflect changes in our practices, technologies, or legal requirements. Updates will be posted on this page with a revised effective date.

12. Contact Us

Questions about this Privacy Policy, our data practices, or our text messaging program can be directed to:

You can also reach us through the contact form on this website.