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Privacy Policy

This Privacy Policy (“Policy”) describes the treatment of information provided or collected on our website (https://www.recordrs.com/) , through RecordSync (https://www.recordsync.io/), and through our related medical record retrieval and AI-assisted services (collectively, the “Platform”). The purpose of this Policy is to describe how the Platform collects, uses, shares and secures Personal Information (as defined herein) provided by you or otherwise processed in providing our services. Therefore, before you provide Record Retrieval Solutions (“we” or “us”) with any Personal Information, you should read through this Policy in its entirety and understand its terms. We may update this Policy from time to time, so please check in occasionally.  

In this Policy, “Personal Information” means any information relating to an identified or identifiable individual, such as name, address, e-mail, phone number, location, or anything other information that may be used to identify an individual. 

  1. COLLECTION OF PERSONAL INFORMATION
  2. USE OF PERSONAL INFORMATION
  3. USE OF PERSONAL INFORMATION OF RESIDENTS IN EEA 
  4. SHARING OF PERSONAL INFORMATION
  5. COOKIES 
  6. DATA PROTECTION RIGHTS FOR RESIDENTS IN EEA
  7. DATA SECURITY
  8. YOUR CONTROLS AND CHOICES
  9. CHANGES TO THIS POLICY
  10. NOTICE TO CALIFORNIA RESIDENTS
  11. CHILDREN UNDER 13
  12. MISCELLANEOUS ISSUES
  13. CONTACT US 

1. COLLECTION OF PERSONAL INFORMATION:

You will be asked to provide us Personal Information when signing up or registering our Platform or otherwise using our Platform. It is your choice whether to provide us with Personal Information. If you do not provide Personal Information when requested, you will not be able to benefit from our Platform or our services if that information is necessary to provide such services.

In most cases, we collect Personal Information directly from you. However, we may also obtain Personal Information about you from third parties (e.g., Stripe) or automatically when you interact with our Platform. Please keep in mind that when you provide any information to us through a third-party site or platform (e.g. Stripe), that any information you provide may be separately collected by the third-party site or platform and subject to the third-party site or platform’s privacy practices.

Below is a description of some types of Personal Information we process and the sources from which we obtain them:

  • User Information. If you sign-up or register for our Platform as a user, we will collect your name, email, password, phone number, address, and other information you provide to us, and we may also obtain from third parties your Personal Information when providing services to you, such as your account name/username, profile, images or messages posted on or sent to third-party websites.
  • Commercial Information.  When you place orders for services on our Platform or via third-party websites, we will collect commercial information related to such order placed by you, order confirmation data, your order history, services you reviewed, etc. We may also obtain the aforesaid commercial information from third-party websites you are directed to visit through our Platform.
  • Payment Information. We do not currently collect financial information, such as your payment method (valid credit card number, type, expiration date or other financial information); that information is collected and stored by our third-party payment processing company such as Stripe (the “Payment Processor”) and use and storage of that information is governed by the Payment Processor’s applicable terms of service and privacy policy. But we collect customer token generated by our Payment Processor, which enables the automatic payment.
  • User Content. We will collect the user content submitted or shared voluntarily by you through our Platform. In providing our services, we may also obtain medical and billing records, patient authorizations, case information, and related materials from customers, healthcare providers, and other authorized sources. This information may include sensitive Personal Information, extracted clinical data, AI prompts, and generated summaries, chronologies, and responses. Our retention and disclosure of this information are subject to applicable law, contractual restrictions, and the practices described in this Policy.
  • Communications. If you choose to contact us for any purpose, we will collect your contact details, your name, and the content, date and time of your message, as well as our reply and any follow up action we take in relation to your inquiry.
  • Device data. We may receive, store or automatically record usage, viewing and technical data, including your device identifier, IP address or location, time zone or language preference, type of device you use, or operating system version, when you visit our Platform. We may use website analytics software to better understand the functionality of our Platform on your device. This software may record information such as how often you use the Platform, the events that occur within the Platform such as services you viewed and third-party websites you clicked through the Platform, aggregated usage, performance data, and from where the Platform was downloaded.
  • Other sources. We may receive Personal Information about you from other sources, including third parties that help us identify new users, process payments (e.g. Stripe), or prevent or detect fraud. The information we may receive is governed by the privacy settings, policies, and/or procedures of the relevant social media platform, and we encourage you to review them.

2. USE OF PERSONAL INFORMATION:

We use your Personal Information for the follow purposes:

  • To provide services to our users, including to allow you to purchase services directly through our Platform or via third-party websites, to administer your account, to optimize your service experience, and other related services that you specifically request from us, including retrieving and processing medical records and using artificial intelligence to generate medical record summaries, chronologies, and chat responses.  
  • To provide customer support, including but not limited to responding to customer support questions or your requests, and investigating and addressing user concerns.
  • Assist users of our Platform in the resolution of complaints and disputes between them, as necessary for our legitimate interests in facilitating positive relations among users.
  • For marketing purposes, including to send our users offers or promotion alerts, newsletters and other communications to our users and business contacts. Where you have told us you would like to receive marketing communications or when you have made a purchase using our services, we or our partners will use your Personal Information (including your name, email address and address) to occasionally send you updates, news, and offers via email, post, or other forms of media. You may unsubscribe from our email marketing communications by modifying your preferences in your account, or by following the opt out instructions in the promotional emails that are sent to you.
  • To manage our business relationships with our users, vendors, suppliers, Payment Processor, third-party websites and other business partners, including processing payment and sending service-related communications.
  • To communicate with you and respond to your inquiries, and to notify you about changes to our Platform, and any services we provide through the Platform. 
  • To protect the security and effective functioning of our Platform and information technology systems. 
  • For other business purposes, such as to provide, operate and improve our services, perform data analyses, detect, prevent, and respond to actual or potential fraud or illegal activities, defend our legal rights, and comply with our legal obligations and internal policies, including through automated technologies used for quality assurance, record retrieval follow-ups, communications, workflow management, and internal reporting. 

 

When processing medical records and related Personal Information on behalf of customers, we use and disclose such information to provide and support the requested services, as authorized by the customer and permitted by applicable law and agreements. We do not use customer records, extracted data, or AI chat content to train or fine-tune models used for RecordSync’s client-facing AI features, nor do we permit the providers of those features to do so. Customer medical records and related clinical data are not used for marketing purposes. Where we act as a business associate under HIPAA, the applicable business associate agreement and HIPAA requirements govern our processing of protected health information.

3. SHARING OF PERSONAL INFORMATION:

We will share Personal Information with the following categories of recipients, subject to applicable law:

  • Payment Processor and Third-party Websites: We may share Personal Information with Payment Processor for the purpose of processing the payment to facilitate the purchase of services between users through our Platform. We may also share Personal Information with third party websites you clicked in connection with your purchase of services in that third party websites, including your username, email, mailing address or preference, or other information necessary for completion of your transaction with third party websites. 
  • Affiliates/Employees: We share Personal Information with our affiliates (if we have any in the future), and employees all over the US as needed to provide our services, for purposes consistent with this Policy or to operate shared infrastructure, systems and technology.
  • Suppliers and service providers: We share Personal Information with companies that provide services to us for the operation of our business. These include providers of IT and software services, cloud hosting, data storage, artificial intelligence processing, record retrieval, communications, remote office services, cyber security services, mailing services, marketing services and finance systems. We require service providers handling Personal Information on our behalf to comply with applicable contractual, confidentiality, security, and legal restrictions, including business associate agreements where required by HIPAA.
  • Record Sources and Authorized Recipients: We may disclose Personal Information to healthcare providers, record custodians, and other sources as necessary to fulfill authorized record requests and deliver retrieved records and related information to customers or other authorized recipients, subject to applicable law and contractual restrictions.
  • Professional advisors. We share Personal Information with our accountants and other outside professional advisors in the course of the services they provide to us.
  • Financial institutions: We share Personal Information with financial service providers such as in connection with collection and payment of our service fees (if any).
  • Corporate purchasers: We may share Personal Information with any corporate purchaser or potential purchaser to the extent permitted by law as part of any merger, acquisition, sale of our assets, or transition of service to another provider, as well as in the event of insolvency, bankruptcy, or receivership in which Personal Information would be transferred as an asset of us.
  • Mandatory disclosures and legal claims: We share Personal Information in order to comply with any subpoena, court order or other legal process, to comply with a request from our regulators, governmental request or any other legally enforceable demand. We also share Personal Information to establish or protect our legal rights, property, or safety, or the rights, property, or safety of others, or to defend against legal claims.
  • Other third parties with your consent. We share Personal Information with other third parties with your consent.


If you have questions about the parties with which we share Personal Information, please contact us as specified below.

4. COOKIES:

Through the use of cookies and similar technologies such as web beacons, we may collect your device identifier or IP address, unique device ID, hardware and software type, internet service provider, serving domain, geographical area, location data, browser type and settings data (such as screen resolution, color depth, time zone settings, browser extension and plugins) operating system, referring URLs, search history, usage patterns, information on actions taken or interaction with our digital assets (e.g., page views) and dates and times of actions.  We may also place web beacons in emails sent to you to track which emails are opened and which links are clicked by you.

The types of cookies we use include:

  • Operational Cookies: To the extent applicable, we use operational cookies which are required for the operation of our Platform, for example, cookies that enable you to log into some areas. These operational cookies are session cookies that are erased when you close your browser.
  • Google Analytics Cookie: We use third-party analysis tools such as Google Analytics to collect information about how you use our services.  We use this information to create reports and improve our service. This cookie can help us understand the number of visitors to our Platform, where visitors come from, and how visitors browse or use our Platform. It can also help us identify areas we can improve such as navigation, shopping experience and marketing campaigns. To learn more about how Google uses data, visit https://policies.google.com/technologies/partner-sites. To opt-out from these cookies across our Platform, visit  http://tools.google.com/dlpage/gaoptout. 
  • Functional Cookies: We use functional cookies to improve the functional performance of our Platform and make it easier for you to use. For example, cookies are used to remember that you have previously visited the Platform. These cookies qualify as persistent cookies, because they remain on your device for us to use during a next visit to our Platform.  

 

With your consent, some of our business partners (such as advertisers) may use cookies on the Platform. We have no access to or control over these cookies. This Policy covers the use of cookies by us only and does not cover the use of cookies by any of our business partners, such as third-party advertisers, third-party websites or Payment Processor to which the Platform provides links.

Most web browsers allow you to manage cookies through the browser settings. Be aware that, if you opt out from and do not agree to certain cookies, your experience on our Platform may be diminished and some features may not work as intended depending on the cookie. To find out more about cookies, you can visit www.aboutcookies.org or www.allaboutcookies.org.  

5. YOUR CALIFORNIA PRIVACY RIGHTS:

If you are a California consumer receiving products or services for which we are a “business” as defined in California Consumer Privacy Act of 2018, as amended (the “CCPA”), you have the following privacy rights with respect to your personal information that we have collected: 

    • Right to Information. You can request the following information about how we have collected and used your personal information for the period required by applicable law:
      • The categories of personal information that we have collected.
      • The categories of sources from which we collected personal information.
      • The business or commercial purpose for collecting and/or selling or sharing personal information.
      • The categories of third parties with whom we share personal information.
      • The categories of personal information that we sold, shared, or disclosed for a business purpose.
      • The categories of third parties to whom the personal information was sold, shared, or disclosed for a business purpose.
    • Right to Access. You can request a copy of the personal information that we have collected about you for the period required by applicable law.
    • Right to Request Deletion. You have a right to request the deletion of personal information that we collect or maintain about you.
    • Right to Correction. You may request correction of inaccurate Personal Information we maintain about you, subject to applicable law.
  • Right to Opt-Out. You have the right to opt-out of the sale or sharing for cross-context behavioral advertising of your personal information by a business. We do not, and will not, sell your personal information. 
  • Right to Nondiscrimination. You are entitled to exercise the rights described above free from discriminatory treatment prohibited by the CCPA. 

 

We may verify your identity or authority before processing a request and may deny or limit requests as permitted by law. Where we process Personal Information on behalf of a business customer, we may refer requests to that customer or assist it in responding, as applicable.

6. DATA SECURITY:

We maintain administrative, technical and physical safeguards that are intended to appropriately protect Personal Information against accidental or unlawful destruction, accidental loss, unauthorized alteration, unauthorized disclosure or access, misuse, and any other unlawful form of processing of the Personal Information in our possession. These safeguards include encryption and access controls designed to protect medical records and other sensitive information from unauthorized access. However, because no information system can be 100% secure, we cannot guarantee the absolute security of your information.

7. YOUR CONTROLS AND CHOICES:

In addition to Section 5, we provide you the ability to exercise certain controls and choices regarding our collection, use and sharing of your Personal Information. In accordance with local law, your controls and choices as described in this Section: 

  • You may correct, update your registration account in our Platform at any time. You may also update and correct inaccuracies in your account information at any time by logging in to your registration account. You may request deletion of your account and associated Personal Information by contacting us, subject to applicable legal, contractual, and retention requirements.
  • You may change your choices for subscription, alerts and newsletters. 
  • You may choose whether to receive offers and updates from us and promotions for our services.
  • You may request access to the Personal Information we hold about you and that we amend or delete such information. 
  • You may set your browser to refuse all or some browser cookies, or to alter you when cookies are being sent.

 

You may exercise your controls and choices, or request access to your Personal Information, by contacting us as specified below. We may verify your identity and authority before processing a request. Where we process information on behalf of a customer, we may refer the request to that customer or assist in responding as applicable. Depending on applicable state law, you may have additional rights, including to correct or obtain a portable copy of Personal Information, opt out of certain processing, or appeal a denial of a request. Please be aware that if you do not allow us to collect Personal Information from you, some of our services may not be available to you. If you have questions regarding the specific Personal Information about you that we process or retain, please contact us as specified below.

8. CHANGES TO THIS POLICY:

We may make changes to this Policy. The “Last Updated” date at the top of this page indicates when this Policy was last revised. If we make material changes, we may notify you via a notice posted on our Platform or other method. We encourage you to read this Policy periodically to stay up-to-date about our privacy practices. Your continued use of our Platform after such changes will constitute your: (a) acknowledgment of the updated Policy; and (b) agreement to abide and be bound by the updated Policy. Where required by law, we will provide additional notice or obtain consent before applying material changes to Personal Information previously collected.

9. NOTICE TO CALIFORNIA RESIDENTS:

If you are a California resident, California Civil Code Section 1798.83 permits you to request a notice regarding the disclosure of your Personal Information by us to partners for the partners’ direct marketing purpose. If you are a California resident and would like a copy of this notice, please contact us at support@recordrs.com.

10. CHILDREN UNDER 13:

We are committed to protecting the online privacy of children and making the internet safe. We do not provide services directly to children, or knowingly collect or solicit Personal Information directly from children under 13 years of age. However, customers may submit or authorize us to retrieve medical records concerning minors where permitted by applicable law. Any communication we get that is identified as being from a child under 13 will not be kept by us. We encourage parents or guardians of children under 13 to regularly check and monitor their children’s use of email and other activities online.  Further, you affirm that you are at least 18 years of age.

11. MISCELLANEOUS ISSUES:

• What are the consequences of not providing Personal Information?

You are not required to provide all Personal Information identified in this Policy to visit our Platform or to interact with us offline, but certain functionality will not be available if you do not provide Personal Information. If you do not provide Personal Information, we may not be able to respond to your request, provide services to you, or provide you with information that we believe you would find valuable.      

• Does the Platform honor do not track (“DNT”) signals sent via browsers? 

Given the divergent practices of organizations that offer browsers and the lack of a standard in the marketplace, we generally do not respond to DNT signals at this time. This does not affect our handling of legally recognized opt-out preference signals where required by applicable law.

• How long do we retain Personal Information? 

We typically retain Personal Information related to marketing activities for as long as you accept marketing communications from us, and we will securely delete such data in accordance with applicable law upon request. For Personal Information that we collect and process for other purposes, we will typically retain such Personal Information for as long as it is necessary to fulfill the purposes outlined in this Policy and as otherwise specified in applicable record retention policies and procedures. Medical records, extracted data, and saved AI-generated summaries and chronologies generally remain available while the applicable customer account is active. Customers may request deletion of associated records and account information. AI chat conversations are not retained by RRS after the browser session. Retention and deletion are subject to applicable legal, contractual, security, backup, and record-retention requirements.

• Are third party websites governed by this Policy? 

Our Platform may contain links and references to other websites administered by unaffiliated third parties. This Policy does not apply to such third-party sites.  When you click a link to visit a third-party website, you will be subject to that website’s privacy practices.  We encourage you to familiarize yourself with the privacy and security practices of any linked third-party websites before providing any Personal Information on that website.

12. CONTACT US:

If you have any questions about this Policy, or if you would like to exercise your rights to your Personal Information, you may contact us at support@recordrs.com  or through our website at https://www.recordrs.com.

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