HIPPA & Privacy
I. WHAT INFORMATION IS COLLECTED ON THE SITE
When you register as a Patient User of our Site, we may ask that you provide the following demographic and contact information: first, middle name or initial, and last name, date of birth, gender, phone number, fax number, e-mail address, mailing address, and website, if any. You may also choose to provide additional optional information such as appointment preferences and an alternate or emergency contact (name, phone number, email and relationship). We will refer to all of this information as “Personal Information”. Certain other information may also be collected through your use of the Site, including your preferred health insurance plan name if you provide it to us, your appointment dates and identified health care providers, including doctors, specialists, and other providers (collectively, we refer to these as “Healthcare Professionals”), reason(s) for visit that you provide, and any other medical information you choose to share with us. We will refer to all of this as “Medical Information”. Please do not list anything of a confidential or sensitive nature, such as HIV/AIDS, genetic information, venereal disease, drug or alcohol abuse/use and other sensitive information.
If you are a Healthcare Professional or are accessing or using the Site on behalf of a Healthcare Professional, you will be required to register as a Clinical User. We will ask for the following business information: practice name, mailing address, phone number, fax number, e-mail address, website, primary contact information (name, phone number, fax number, e-mail address) and practice NPI (“Business Information”). We will ask for the following additional provider information: provider name, gender, practice location (if multiple locations), provider credentials, (MD, DO, etc.) medical specialty, National Provider Identifier, and a personal photo to use in connection with the Site (“Healthcare Professional Information”). From time to time, AppointmentNotify may request limited other personally identifying information in connection with your use of the Site. AppointmentNotify does not condition your use of the Site on the disclosure of more information than is reasonably necessary to use the Site.
At the time you register to use our Site, you will create your own unique user name and password to log into your AppointmentNotify account. Your unique login user ID will only be visible to you and not to anyone else. You are responsible for safeguarding your unique user ID and password.
When you visit our Site, we collect from you log data as described in the Cookies and Logs section below. We will also collect location information if you permit your mobile device or a location-enabled internet browser to detect your location. You will be able to agree or deny the request to detect your location.
You may email us your questions about our services and our Site at email@example.com. We may ask for additional non-personal information to better help us respond to customer service questions. Information you provide, including personally identifying information, when you contact us with a question, is used to respond to your question(s) regarding our products and services.
We may also collect other data regarding your use of the Site, such as click-stream data, your IP address, access times and the referring website addresses (for additional information, see the section titled “Cookies and Log Data” below).
II. USE AND DISCLOSURE OF YOUR INFORMATION COLLECTED ON THE SITE
A. How We May Use Your Information.
We may use your Personal, Business, Provider and Billing Information we collect from and about you on the Site (collectively, “Information”) for any of the following purposes:
- To operate the Site;
- To fulfill your requests for products and services;
- To tailor the Site to our users’ needs;
- To contact you and communicate with you about your use of the Site;
- To send you marketing materials on products and services offered by us or related information from third parties (subject to your opt-out options and applicable law);
- To review Site and product usage and operations and to improve the content and functionality of the Site and our products and services;
- To address problems with the Site, our business, products or services;
- To protect the security or integrity of the Site, and our users and business;
In general, we may retain your Information, including Secure Chat information, for as long as needed to support the uses of your Information described in this Section or as necessary to offer our services. If you terminate use of the Site or if your use of the Site is terminated for any other reason, your account and all Information maintained in your account will be deleted, including but not limited to your appointment histories, Secure Chat history, and Medical Information. You are responsible for ensuring that you save a copy of any such Information in connection with termination of your use of the Site and account for any reason.
B. How We May Share Your Information.
This Section describes how we may Share your Personal, Medical, Business and/or Provider Information. Collectively, we may refer to these categories of information from time to time as simply “Information.”
1. Between Users
We may share Personal and Medical Information between Patient Users and Healthcare Professionals who are registered with the Site as Clinical Users in order to facilitate scheduling an appointment with the Healthcare Professional of the Patient User’s choice. For example, if you are a Patient User, your Personal Information and Medical Information such as appointment preferences and contact information may be shared with a Healthcare Professional that you choose in order for you to schedule an appointment with the Healthcare Professional, and you may be contacted by such Healthcare Professional related to your appointment, including by phone, email and/or text message reminders. If you are a Clinical User, your Business and applicable Provider Information may be shared with Patient Users who are looking to schedule an appointment with you or your practice, including available appointments.
Personal and other Information may also be communicated between users who choose to use Secure Chat functions. You may use the Secure Chat functions to communicate pertinent information relating to scheduling an appointment. You may not use this Secure Chat function to communicate anything of a confidential or sensitive nature, such as HIV/AIDS, genetic information, venereal disease, drug or alcohol abuse/use and other sensitive information. We may also provide you with other opportunities to connect with other Users at your option, and certain of your Information may be shared where you make these connections. Please see the Security section for an explanation of how AppointmentNotify keeps your information secured when you choose to use these features.
You acknowledge that sharing such Information does not create a relationship between you and other AppointmentNotify Users. Patient Users and Clinical Users are solely responsible for scheduling, rescheduling or cancelling any routine appointments which may be scheduled using AppointmentNotify. You are not permitted to use the Site to request or schedule appointments for emergency or urgent care.
2. Other Information Sharing.
We may share Information with third-party service providers with whom we have contracted to provide aspects of the Site or our products and services offered via the Site or who otherwise perform functions on behalf of AppointmentNotify to provide the Site or our products and services, such as hosting providers, credit card processors, or advertisers.
We may disclose information to your agent or legal representative (such as the holder of a power of attorney that you grant, or a guardian appointed for you).
3. Protected Health Information and HIPAA BAAs.
III. MODIFICATIONS AND CHANGES TO YOUR INFORMATION
For our registered users of our Site, we provide an easy way via your online account profile for you to access, correct, update or remove Personal and other Information that has previously been provided to us. You can review your Information and make any necessary changes at any time, by logging in to your user account. If you are unable to edit your Information by logging into your user account, please contact us for assistance at firstname.lastname@example.org.
IV. CHOICE AND OPT-OUT
You are permitted to “opt-in” to having your Information used for purpose of receiving marketing material from us, our affiliates, and/or our third-party advertisers when providing information to us. In certain circumstances, we may request your written authorization as part of the opt-in process.
If you no longer wish to receive promotional communications from us, our affiliates, and/or our third-party advertisers, you may opt-out of receiving them by following the instructions included in each communication. Please understand that if you choose not to receive promotional correspondence from us, we may still contact you in connection with your relationship, activities, transactions and communications with us.
From time to time, we may provide you the opportunity to participate in AppointmentNotify surveys and other information gathering activities to obtain information regarding the use of and possible changes to our products, services and/or the Site and the attractiveness of additional service features or new products or services. Participation in these surveys and activities is completely voluntary and you will usually be provided a choice to participate anonymously. Information obtained from such activities may be used by us to consider enhancements or improvements to the Site and/or our products and services, for future product development or for other purposes pertaining to the Site or AppointmentNotify’s business.
V. COOKIES AND LOG DATA
Unique identifiers such as cookies (which are small text files stored locally on your computer that help store user preferences and may be html files, Flash files, or other technology), web beacons or clear gifs (which are small pieces of code placed on websites used to collect advertising metrics, such as counting page views, promotion views, or advertising responses , tags and scripts or similar technologies (collectively referred to as “Tracking Technologies”) are used by AppointmentNotify and our marketing, analytics, or other service providers to understand Site usage, help customize our content, offerings or advertisements on the Site, analyze trends, allow users to move between associated websites without logging into each site, and other purposes related to our management and administration of the Site.
Please know that certain areas and features of our Site can only be accessed in conjunction with cookies or similar devices and you should be aware that disabling cookies or similar devices might prevent you from accessing some of our content.
VI. CHILDREN UNDER 13
Our Site is not intended for children under 13 years of age. No one under age 13 may provide any information to or on the Site. We do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on this Site or on or through any of its features or register on the Site. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at email@example.com.
AppointmentNotify is a cloud-based platform which is built using the cloud security design principles to ensure data privacy, confidentiality, integrity and availability. The data “in transit” is secured by industry-standard transport encryption mechanism such as TLS/SSL consistent with guidance provided by the respective compliance authorities. SSL security provides visitors/users to AppointmentNotify with the confidence to communicate securely via an encrypted session (Notifications, Secure Chat and other data). The security of data “at rest” is ensured by using file-level encryption using native file system encryption tools. AppointmentNotify has additionally implemented reasonable technical and organizational measures designed to deter unauthorized access to and use, destruction of, modification of, or disclosure of Information we collect, maintain or transmit via the Site.
Regardless of the precautions taken by us or by you, no data transmitted over the Internet or any other public network can be guaranteed to be 100% secure. We cannot ensure or warrant the security of any information you transmit to us and you provide all personally identifiable information via the Site at your own risk. You are responsible for maintaining the security of your user profile and other Information, including your password and for any and all activities that occur under your account. Do not share this information with anyone. We will never ask you to send your password or other sensitive information to us in an email, though we may ask you to enter this type of information on the Site. If you are sharing a computer with anyone you should always log out before leaving a site or service to protect access to your personally identifiable information from subsequent users.
VIII. LINKS TO THIRD PARTY SITES
IX. SOCIAL MEDIA FEATURES
X. CALIFORNIA USERS/VISITOR
California Civil Code Section 1798.83 permits users who are California residents and who have provided with "personal information" (as that term is defined in Section 1798.83) to request certain information about the disclosure of that information to third parties for their direct marketing purposes. In addition, if you are under 18 years old, and a California resident, you may submit an application to have any content or material you posted or submitted to our Site using the Social Media Features removed from our Site. Please note that an application to have your material removed does not ensure information you have posted in the past will be completely removed from our systems or our Site, or from other websites. If you are a California resident, you may contact us about your rights by writing to firstname.lastname@example.org.
XI. USERS/VISITORS OUTSIDE OF THE U.S.
We may display personal testimonials of satisfied customers on our site in addition to other endorsements. With your consent we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us at email@example.com.