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Privacy Policy

Last Updated: July 1, 2025

Introduction

CaresBot ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our HIPAA Risk Assessment application and related services.

Information We Collect

  • Personal Information: Your name, email address, and contact details when you register or contact us.
  • Organization Information: Details about your healthcare organization, as provided during assessments.
  • Assessment Data: Responses to questions, notes, and reports generated through your HIPAA risk assessments.
  • Usage Data: Technical and interaction data such as IP address, browser type, and pages visited.

How We Use Your Information

  • To provide, maintain, and improve our services and user experience.
  • To manage your account and provide technical or customer support.
  • To generate risk assessments, compliance summaries, and audit trails.
  • To send service updates, security alerts, and administrative notices.
  • To send newsletters, promotional emails, or product updates (you can opt out anytime).
  • To comply with legal obligations and enforce our Terms of Service.

HIPAA Compliance & User Responsibility

CaresBot is designed to support HIPAA compliance and incorporates safeguards including encryption, access control, and role-based permissions. However, it is your responsibility to ensure that your organization remains compliant with HIPAA and other applicable regulations. Use of our platform does not constitute legal advice.

Data Retention

We retain your data for as long as your account is active or as needed to provide services to you. We may also retain data as required by law or for legitimate business purposes. You may request deletion of your data by contacting us.

Disclosure of Your Information

  • Service Providers: Trusted vendors may process data on our behalf under confidentiality agreements.
  • Business Transfers: Your information may be transferred as part of a merger, acquisition, or asset sale.
  • Legal Requirements: We may disclose your data when required to do so by law or subpoena.
  • With Your Consent: Any other sharing of your information will only occur with your explicit permission, obtained via opt-in or documented agreement.

Your Data Protection Rights

  • The right to access or request a copy of your data.
  • The right to correct inaccurate or incomplete personal information.
  • The right to request deletion of your data, subject to legal exceptions.
  • The right to object to or restrict certain data uses.
  • The right to data portability, allowing you to transfer your data to another service provider.

International Data Transfers

If you access our services from outside the United States, your data may be transferred to and processed in the U.S. By using the platform, you consent to such international transfers and understand the associated risks.

Cookies and Tracking Technologies

We use cookies and similar technologies to track the use of our platform and enhance your experience. You can configure your browser to refuse cookies or alert you when cookies are being used.

Marketing Communications

You may receive updates or promotional communications from us. You can opt out of these messages at any time by clicking the "unsubscribe" link in the email or contacting us directly. You will still receive essential service and account-related communications.

Children's Privacy

Our service is not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us.

Changes to This Privacy Policy

We may update this Privacy Policy as our services evolve. Material changes will be notified via email or prominent notice on our website. Continued use of the service after updates constitutes your acceptance of the changes.

Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us at:

Email: privacy@caresbot.com