Privacy Policy

1. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Register for an account
• Fill out a form
• Contact us directly
• Participate in surveys or promotions

This information may include your name, email address, phone number, professional credentials, and agency affiliation.

Protected Health Information (PHI)

As a healthcare documentation platform, we process Protected Health Information on behalf of our users. This PHI is subject to additional protections under HIPAA and related regulations.

Usage Information

We automatically collect certain information when you use our platform, including device information, IP address, browser type, access times, and pages viewed.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process your transactions and send related information
• Send you technical notices and support messages
• Respond to your comments and questions
• Analyze usage patterns to improve user experience
• Protect against fraudulent or unauthorized activity
• Comply with legal obligations

3. HIPAA Compliance

BehaviorDocs is committed to maintaining HIPAA compliance. We implement appropriate administrative, physical, and technical safeguards to protect PHI. Key measures include:

• End-to-end encryption of all PHI in transit and at rest
• Role-based access controls
• Regular security audits and penetration testing
• Business Associate Agreements (BAAs) with all covered entities
• Employee training on HIPAA requirements
• Incident response procedures

4. Data Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

• Service Providers: We may share information with third-party vendors who perform services on our behalf, subject to confidentiality obligations.
• Legal Requirements: We may disclose information if required by law or in response to valid legal process.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred.
• With Your Consent: We may share information for other purposes with your explicit consent.

5. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. Session notes and PHI are retained according to applicable healthcare record retention requirements, typically a minimum of 7 years from the date of service.

6. Data Security

We implement industry-standard security measures to protect your information, including:

• 256-bit AES encryption
• TLS 1.3 for data in transit
• Multi-factor authentication options
• Regular security assessments
• SOC 2 Type II certified infrastructure

7. Your Rights

Depending on your location, you may have rights regarding your personal information, including:

• Access to your personal information
• Correction of inaccurate information
• Deletion of your information (subject to legal retention requirements)
• Data portability
• Opt-out of marketing communications

To exercise these rights, please contact us at privacy@behaviordocs.com.

8. Children's Privacy

Our services are not intended for individuals under 18. We do not knowingly collect personal information from minors. If you believe we have collected information from a minor, please contact us immediately.

9. Changes to This Policy

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

10. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at: