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References in this document to “MEDEFY” refer to the owners of MEDEFY’S Licensed Products, their affiliates, officers, directors, employees, agents, and representatives (collectively, “MEDEFY”). By using or accessing our Services, you acknowledge that you accept the practices and policies outlined below, and you hereby consent that we will collect, use and disclose your information as described in this Privacy Policy. Your use of Medefy’s Services is subject to our End User Terms of Service, https://www.medefy.com/end-user-terms, which incorporates this Privacy Policy.
MEDEFY collects and uses information from our Users at several different points on our website, mobile applications, and the Licensed Products and that information is subject to this Privacy Policy. While MEDEFY collects certain information, including personally identifiable information to make the site and our Services more secure, error-free, relevant and effective, we will not sell, share, or rent to others the information that we collect for our own use in a manner contrary to this Privacy Policy. Personally identifiable information means sensitive personal User information that identifies an individual, and may include contact information, social security numbers, account numbers, Protected Health Information within the meaning of 45 C.F.R. § 160.103 (“PHI”), financial data, date of birth, and passwords. The Service is not directed to children under 16. However, if a child under the age of 13 is a dependent on a benefits plan, we may collect information about the child solely as needed to provide the Service.
MEDEFY receives PHI and other information protected from disclosure under applicable laws from Users, customers, health plans, service providers, and other authorized sources in connection with providing the Services. As a recipient of such information, MEDEFY complies with all applicable Health Insurance Portability and Accountability Act of 1996 (HIPAA) privacy and security rules (as amended by the Health Information Technology for Economic and Clinical Health Act (“HITECH”)) and applicable state laws. MEDEFY uses and discloses PHI only as permitted by applicable privacy rules of HIPAA as amended by HITECH, applicable law and the applicable agreements governing MEDEFY’s receipt, use, and disclosure of such information. Any disclosures to a User’s Health Plan will be in strict compliance with the limitations imposed on disclosures of PHI to group health plans under the HIPAA privacy rule. MEDEFY may share certain de-identified information with customers or business partners, or with Users of our Services, either in individual or aggregate form. Such information will not allow for the personal identification of any individual (i.e., it will be “patient de-identified”). The very nature of the Services MEDEFY provides allows other organizations and individuals to use MEDEFY’s site to collect information (other than PHI), through one or more of MEDEFY’S Licensed Products. PHI within the meaning of 45 C.F.R. § 160.103 (“PHI”) and information that is otherwise protected from disclosure under applicable laws is never disclosed to outside parties, except as may be allowed by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) privacy and security rules (as amended by the Health Information Technology for Economic and Clinical Health Act (“HITECH”)) and/or applicable state laws or pursuant to valid legal process such as a search warrant, subpoena or court order. However, other information provided to MEDEFY may be shared with other organizations and individuals in accordance with this Privacy Policy. Users must understand that MEDEFY controls only our own use of information that we collect; other entities who collect information through our Licensed Products may have their own different policies regarding the information they collect through our Licensed Products. Concerned Users should check with their organization to learn its privacy policy.
Some of our site(s) and service(s) contain links to other sites whose information practices may be different than ours. Visitors should consult the other sites’ privacy policies as we have no control over information that is submitted to, or collected by, these third parties (see the section below entitled “Links”).
Although we take appropriate measures to safeguard against unauthorized disclosures of personally identifiable information, we cannot assure you that personally identifiable information that we collect will never be disclosed in a manner that is inconsistent with this Privacy Policy if you click on a link to an outside website to MEDEFY’s site.
Additionally, despite all of MEDEFY’s best efforts, there is always a risk that third parties may unlawfully intercept transmissions of information (see “Disclaimer” at the end of this Notice). This reality is true of all Internet use. As a result, we cannot 100% ensure the security of any information transmitted to MEDEFY via the Internet.
During registration and account administration, MEDEFY may collect information such as name, email address, mobile phone number, member or employee identifiers, authentication information, and other information necessary to establish, verify, secure, and administer a User’s account to provide secured access to the mobile application and Licensed Product. Users may have their IP addresses (unique network identifying numbers) recorded in order to prevent fraud or misuse.
Medefy collects your mobile phone number for purposes of verifying your phone number and securing your account when you register for an account or change the phone number associated with your account. By entering your mobile phone number and requesting verification, you consent to receive a text message from Medefy containing a one-time verification code. Verification messages are sent only when you request verification during either process and are used exclusively for phone number and account verification. We do not use this verification messaging program to send marketing or promotional messages. Message frequency varies based on the number of verification requests you initiate. Message and data rates may apply.
Medefy uses service providers, including Twilio, to facilitate the delivery of verification messages. Your mobile phone number and related information may be disclosed to these service providers as necessary to provide the verification service. We do not sell, share, or provide your mobile phone number or SMS opt-in data or consent to third parties or affiliates for their marketing or promotional purposes. SMS opt-in data and consent are used only in connection with the applicable messaging program and are not transferred to third parties or affiliates for their own marketing or promotional purposes. Reply STOP to opt out of SMS verification messages at any time. If you opt out, you may be unable to complete phone verification by SMS. For assistance, reply HELP to the number from which you received the message or contact support@medefy.com. Carriers are not liable for delayed or undelivered messages. Message frequency varies based on your requests. No marketing or promotional messages are sent through this program.
We use IP addresses and may collect other technical and device information, to analyze trends, administer the site and Services, track Users’ interaction with the Services, prevent unauthorized access to or misuse of our Services, diagnose technical issues, maintain and improve the performance and security of the Services, and gather broad information regarding usage patterns. This information may be collected automatically when Users access or interact with the Services and may be associated with a User’s account or other information where necessary for security, authentication, troubleshooting, or operation of the Services. IP addresses are not generally linked to personally identifiable information, although they may be recorded in transaction log files to aid in security auditing. Log files and similar technical records may include IP address, domain name, pages visited, access times, browser type, referring pages, mobile application and device activity, and other information generated through a User’s interaction with the Services.
MEDEFY’s web site contains links to other sites. Please be aware that MEDEFY is not responsible for the privacy practices of such other sites. We encourage Users to be aware when they leave our site and to read the privacy statements of each and every web site that collects personally identifiable information. This Privacy Policy applies solely to information collected through MEDEFY’s own websites, mobile applications, and Licensed Products.
MEDEFY protects your personal information from unauthorized access, use and disclosure using appropriate physical, technical, organizational and administrative security measures based on the type of personal information and how we are processing that data. You should also help protect your data by appropriately selecting and protecting your password and/or other sign-on mechanism; limiting access to your computer or device and browser; and signing off after you have finished accessing your account. Although we work to protect the security of your account and other data that we hold in our records, please be aware that no method of transmitting data over the internet or storing data is completely secure.
Only employees who need the information to perform a specific authorized task (for example, billing or customer service) are granted access to personally identifiable information. All employees are kept up-to-date on our security and privacy practices. Every quarter, as well as any time new policies are added, our employees are notified and reminded of the importance that MEDEFY places on privacy, and what they can do to continue to ensure that our customers’ information remains protected. Finally, our servers (within which personally identifiable information, including PHI, is stored) are kept in a secure, monitored facility.
If a Customer or User has any questions about the security of our Services and our website, the Customer or User can contact tech support at support@medefy.com.
We retain personal information about you for as long as necessary to provide you with our Services or to perform our business or commercial purposes for collecting your personal information. When establishing a retention period for specific categories of data, we consider who we collected the data from, our need for the personal information, why we collected the personal information, and the sensitivity of the personal information. In some cases we retain personal information for longer, if doing so is necessary to comply with our legal obligations, resolve disputes or collect fees owed, or is otherwise permitted or required by applicable law, rule or regulation. We may further retain information in an anonymous or aggregated form where that information would not identify you personally.
We may also periodically send site and billing announcements to our Customers. Customers will be unable to un-subscribe from these announcements, as they contain important information concerning our service or the User’s account. We must be able to communicate with the User to provide requested Services and regarding issues relating to their account via e-mail or the web. These announcements will be limited in content to information concerning our Services or the User’s account, and they will not contain any promotional or marketing material.
Both current and prospective Users may sign up to receive our monthly newsletter. At the time at which Users subscribe for the service, and included in every newsletter, is a link to an automated “unsubscribe” system. MEDEFY does not sell newsletter subscriber information or disclose it to third parties for their own marketing purposes. MEDEFY may disclose such information to service providers that assist us in delivering and administering communications.
If a User’s personally identifiable information changes (such as their zip code), or if a User no longer desires to use our service, we will utilize an updating system to incorporate and act upon the User’s personal data provided to us. This can be performed at our User Account editor page, or by notifying our customer support personnel at support@medefy.com.
In the course of providing Services, MEDEFY may receive, access, or process data provided by or on behalf of customers, or data intended to be provided to its customers, including but not limited to questions, response data, and e-mail lists for invitations. MEDEFY will use such information only as necessary to provide, support, maintain, and improve the Services, as authorized by the applicable customer or User, or as otherwise permitted or required by applicable law. MEDEFY does not sell e-mail addresses or other contact information provided for purposes of sending invitations or communications through the Services or use such information for unrelated marketing or promotional purposes. MEDEFY may use aggregated or de-identified information to analyze, maintain, and improve the performance and functionality of the Services, provided that such information does not identify, and cannot reasonably be used to identify, an individual or customer. For example, MEDEFY may analyze aggregate response rates, usage patterns, or other interactions with the Services, but will not use identifiable questions, responses, or e-mail addresses without appropriate authorization.
Nothing in this Privacy Policy or the End User Terms of Service may be construed as stopping or inhibiting MEDEFY’s cooperation with law enforcement, investigative agencies or court orders, and nothing in this Privacy Policy shall restrain MEDEFY from investigating and prosecuting any Users of our site, mobile application or licensed products who attempt to defraud or damage us, or who violate our User Terms. MEDEFY may use or disclose information when reasonably necessary to comply with applicable law or valid legal process or as directed by court order; protect the rights, security, and integrity of MEDEFY, its Users, customers, or others; investigate fraud, misuse, or security incidents; or enforce applicable agreements, in each case subject to applicable legal and contractual restrictions, including restrictions governing PHI. Also, when necessary to diagnose and repair technical problems, MEDEFY may examine or change any data, computer code, or other information. Such examinations and changes will be restricted to technical personnel with a need to know.
If we decide to change our Privacy Policy, we will post those changes on our site. We encourage Users to review this Privacy Policy periodically for information about our privacy practices. If we make material changes to this Privacy Policy, we may provide additional notice as appropriate or as required by applicable law. If at any point we decide to use personally identifiable information in a manner materially different from that stated at the time it was collected, we will provide any notice and obtain consent or authorization where required by applicable law.
While MEDEFY agrees to maintain certain security measures to protect User information, MEDEFY cannot be responsible for the release of User information caused by hacking or another User’s tampering with the MEDEFY website. Users assume the risk that any information that they have submitted, however secure, may be illegally misappropriated by others. MEDEFY agrees to fully cooperate with law enforcement to protect and retrieve any information that may be illegally misappropriated by others.
Any questions or complaints about MEDEFY’s use of information subject to this Privacy Policy, or about this Privacy Policy in general, should be directed to support@medefy.com.
