Effective Date: 4.18.24
This Privacy Policy (“Policy”) outlines the practices and principles followed by Acolyte Health (“Company,” “We,” “Us,” or “Our”) to protect the privacy and security of the User’s (“you”/”your”) personal information when you use our software and services. We are dedicated to ensuring the confidentiality and security of your personal data and strive to be compliant with the Health Insurance Portability and Accountability Act (HIPAA), Federal Trade Commission (FTC), the California Consumer Protection Act (CCPA), and Children’s Online Privacy Protection Act (COPAA). These are the governing bodies relevant to our US based business.
Introduction
At Acolyte Health, we understand the importance of safeguarding your personal information. This Privacy Policy explains how we collect, use, and disclose your personal information when you use our software and services. By accessing our software or services, you agree to the terms and practices described in this Policy.
“personal data” means any information relating to an identified or identifiable natural person (“User”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
“processor” means a natural or legal person, public authority, agency, or other body which processes personal data on behalf of Acolyte Health.
Information We Collect (Categories)
We may collect various types of personal information, including but not limited to:
- Health Information: To provide our HIPAA-compliant services, we may collect and process personal health information as defined by HIPAA.
- Contact Information: We may collect your name, address, email address, and phone number.
- Usage Data: We collect information about how you use our software and services, such as the pages you visit, features you use, and the date and time of your interactions.
- Log Data: We collect log data that includes your IP address, browser type, and version, pages visited, and the time and date of access.
- Consumer Responses: Information provided directly through the application, such as survey responses, attestations, and learning quizzes for better health education.
- Information about others: we may collect information about other individuals, such as the names and the contact information of your Providers and dependents under your care.
- Account information: when you register for an account with our Services, you will need to provide us with certain personal information to complete the registration, including information that can be used to contact or identify you, which may include your name, email address, username, password, and phone number.
This data is collected through interaction with our software or services, and from Acolyte Health customers such as hospitals, health plans, and other contracted health organizations. This information is kept for ten years unless a shorter period is required by appliable law and/or client request.
Why We Collect Your Information
We use your personal information for the following purposes:
- To provide our software and services to you.
- To ensure compliance with HIPAA regulations.
- To personalize and enhance your experience when using our software.
- To respond to your inquiries and provide customer support.
- To send you relevant updates and information about our services.
- To improve our software and services by analyzing usage patterns and trends.
- We may aggregate or de-identify information for various purposes, including to improve our products and Services. Aggregated or de-identified information cannot be reasonably used to identify you and is not subject to this Privacy Policy.
- Detect, investigate, and prevent fraudulent transactions and other illegal activities and protect the rights and property of Acolyte Health and others; and
- Such other purposes as you may consent or may be permitted or required by law.
How We Collect Your Data
We collect your personal information from three main areas:
- Our customers provide us with your information as part of the services provided.
- We collect from visiting our website.
- Users generate data responses from questionnaires and surveys as provided as part of the service.
Children’s privacy
Our Services are intended for a general audience including children under the age of 16 (“minors”). In all cases we only engage minors with approval of our clients following both internal protocol and procedures guided by Health Insurance Portability and Accountability Act (HIPAA) as well as the Children’s Online Privacy Protection Rule (COPAA) and the California Consumer Protection Act (CCPA). Our clients may provide personal information about minors to us as part of delivering our service. We advise our clients to provide personal information about minor in accordance with Childrens Online Privacy Protection Rule (COPPA). We do not sell this information to third parties, and it is only used as necessary to deliver our services to our clients. We may share this information (such as survey responses) back to our clients as part of the delivery of our services only if consented by guardian of minor. Deletion of data can be requested by contacting privacy@acolytehealth.com (see Your Rights and Choices below.)
Data Security
We employ rigorous security measures to protect your personal information from unauthorized access, disclosure, or alteration. These measures include encryption, access controls, and regular security assessments. While we take all reasonable steps to protect your data, it is essential to understand that no method of transmission over the internet is entirely secure. We follow the Health Insurance Portability and Accountability Act (HIPAA) standards of data protection and security.
Disclosure of Personal Information
We may share your personal information in the following circumstances:
- To comply with legal obligations, including HIPAA requirements and other applicable laws.
- With third-party service providers that assist in delivering our services, subject to HIPAA-compliant Business Associate Agreements.
- With your consent or per client direction under the guidelines of HIPAA.
- We do not sell your personal infomration to any third parties.
- Between and among Acolyte Health and its current or future parents, affiliates, subsidiaries, and other companies under common control and ownership to the extent permitted by applicable law.
- With other users of the Services as you direct through your use of the Services.
Your Rights and Choices
You have the following rights regarding your personal information. We provide an opportunity for you to contact us in a non-coercive environment so that you feel comfortable making decisions on how your data is used:
- Access: You can request access to your personal information and receive a copy of the data we hold about you.
- Correction: You can request corrections to inaccurate or incomplete personal information.
- Deletion: You can request the deletion of your personal information under certain circumstances.
- Object: You can object to the processing of your personal information.
- Restriction: You can request restrictions on the processing of your personal information.
Retention of Your Personal Information
Acolyte Health will retain information about you only for as long as necessary for the purposes set out in this Privacy Policy or if we have a legitimate business need for it. If you no longer want Acolyte Health to use information about you to provide the Services to you, you may send an email to privacy@acolytehealth.com. Acolyte Health will retain and use such information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. We also retain log files for internal analysis purposes. These log files are generally retained for a limited period, except in cases where they are used for the safety and security of the Services, to improve functionality of the Services, or we are legally obligated to retain them for longer periods of time.
For any questions regarding your Rights and Choices please email privacy@acolytehealth.com. Acolyte Health is committed to non-discrimination regarding individuals that choose to exercise their information rights per the CCPPA.
Use From Outside the United States
If you are using our Services from a country outside of the United States, we will collect, store, and process your personal information in the United States or other countries in the world where we or are service providers operate. Any such transfers will comply with safeguards as required by relevant law. The privacy laws that apply to us may be different from and not as comprehensive or protective as those in the country where you are. By using our Services, you understand and accept the transfer of your personal information to the United States.
Email Opt-In/Out
By providing your email address, you consent to receive email communications from us, including updates, newsletters, and other information related to our services. You can opt-out of these emails at any time by following the unsubscribe link provided in the emails or by contacting our customer support.
SMS Opt-In/Out
If you provide us with your mobile phone number, you may receive SMS messages from us regarding updates, appointment reminders, and other relevant information related to our services. By providing your mobile number, you consent to receive these messages. You can opt-out of these messages at any time by following the instructions provided in the SMS or by contacting our customer support at privacy@acolytehealth.com
Changes to this Privacy Policy
This Privacy Policy is subject to change at our discretion and in accordance with HIPAA regulations. We will notify you of changes to this Privacy Policy by posting an updated version on our Site and updating the “Effective Date” at the beginning of this page. Your continued use of the Site after any update to this Privacy Policy will constitute your acceptance of the changes.
If you have any questions, concerns, or requests related to this Privacy Policy, please contact us at: privacy@acolytehealth.com
By using our software and services, you consent to this Privacy Policy and the practices described herein.