Privacy Policy

1. Introduction

Health and Fitness Professionals ("we", "us", or "our") operates the Front Desk Dashboard application. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

2. Information We Collect

We may collect the following types of information:

• Account Information: When you sign in via Microsoft Entra ID, we receive your name, email address, and organizational identity as provided by your Microsoft account.
• Patient Intake Data: Information entered through the incoming call sheet and intake forms, including patient names, contact details, appointment types, referral sources, insurance information, and body areas of concern.
• Daily Statistics: Aggregated department performance data submitted through the daily stats forms.
• Usage Data: We may collect information about how you access and use the application, including your browser type, access times, and pages viewed.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the application
• Process and manage patient intake records
• Generate reports and analytics for practice management
• Authenticate users and manage access permissions
• Improve and optimize the application
• Comply with legal obligations

4. Data Storage and Security

Your data is stored securely using Microsoft Azure cloud services with encryption at rest and in transit. We implement appropriate technical and organizational measures to protect your personal information, including:

• Encrypted database connections (TLS/SSL)
• Secure session management with HTTP-only cookies
• Role-based access controls
• Authentication through Microsoft Entra ID (Azure Active Directory)

5. Data Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to outside parties. We may share information only in the following circumstances:

• Service Providers: We use Microsoft Azure and Microsoft 365 services to host and operate the application.
• Legal Requirements: We may disclose information if required to do so by law or in response to valid legal processes.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

6. HIPAA Compliance

As a healthcare-adjacent application, we are committed to handling patient information in accordance with applicable regulations. Protected health information (PHI) is handled with appropriate safeguards. Users are responsible for ensuring their use of the application complies with their organization's HIPAA policies and procedures.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing of your data
• Request data portability

To exercise any of these rights, please contact your organization's administrator.

8. Cookies and Session Data

We use session cookies to maintain your authentication state. These cookies are HTTP-only and secure, and expire after one hour of inactivity. We do not use tracking cookies or third-party analytics cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

10. Contact Us

If you have any questions about this Privacy Policy, please contact your organization's administrator or reach out to RegTek Consulting.