Privacy Policy

1. Introduction

ArkCloud Health LLC ("ArkCloud Health," "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 visit our websites or use the ArkCloud Health platform and its products (including ArkCloud RCM and ArkCloud Rehab). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the platform.

2. Information We Collect

2.1 Personal Information

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

• Register for an account
• Use our services and platform features
• Contact us for support or inquiries
• Subscribe to our newsletters or marketing communications

This information may include: name, email address, phone number, job title, company name, billing information, and any other information you choose to provide.

2.2 Protected Health Information (PHI)

In the course of providing our services, we may process Protected Health Information (PHI) on behalf of healthcare organizations. PHI is processed under our Business Associate Agreement (BAA) and protected by the safeguards described on our HIPAA page, which also lists the safeguards not yet in place.

2.3 Usage Data

We automatically collect certain information when you access our platform, including:

• IP address and browser type
• Operating system and device information
• Pages visited and features used
• Time and date of access
• Referring website addresses
• Error logs and performance data

2.4 Cookies and Similar Technologies

We use first-party cookies only: a cookie carrying your session after sign-in, cookies that make the sign-in form and Google sign-in work safely, and - only if you choose one - a cookie remembering your default product. We do not set advertising cookies or analytics cookies, we do not use web beacons or tracking pixels, and we do not embed third-party tags that set cookies on our behalf.

Display preferences such as your theme and your dismissal of the cookie notice are stored in your browser's local storage rather than in a cookie, and are never transmitted to us. You can block or delete cookies through your browser settings at any time; because our cookies are the ones that carry your sign-in, blocking them prevents signing in, though the public pages remain readable.

Each cookie is named and described individually in our Cookie Policy.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our services
• To process transactions and manage user accounts
• To communicate with you about updates, security alerts, and support
• To enforce our Terms of Service and protect against fraud
• To comply with legal obligations and regulatory requirements
• To diagnose errors and optimize platform performance
• To send marketing communications (with your consent)
• To develop new features and services

4. Information Sharing and Disclosure

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

4.1 Service Providers

We may share information with third-party service providers who perform services on our behalf. Today these are Cloudflare, which carries all traffic to our sites; Google, if you sign in with a Google account; and Formspree, which receives job applications sent from our careers page. Where a customer or ArkCloud connects them, Stripe processes payments, and SendGrid, Twilio and Amazon Connect carry email, text messages and calls. We do not use an analytics provider. These providers are bound by contractual obligations to protect your information.

4.2 Business Transfers

In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business, user information may be transferred subject to appropriate confidentiality protections.

4.3 Legal Requirements

We may disclose information when required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of ArkCloud Health LLC, our users, or others.

4.4 With Your Consent

We may share information for any other purpose with your explicit consent.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. For PHI, we follow retention requirements specified in our Business Associate Agreement and applicable HIPAA regulations. When information is no longer needed, we securely delete or anonymize it in accordance with our data retention policies.

6. Your Privacy Rights

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

6.1 Access and Correction

You have the right to request access to and correction of your personal information. You can update most information directly through your account settings.

6.2 Deletion

You may request deletion of your personal information, subject to certain exceptions such as legal retention requirements or legitimate business purposes.

6.3 Data Portability

You have the right to request a copy of your personal information in a structured, commonly used, and machine-readable format.

6.4 Opt-Out

You may opt out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly.

6.5 Exercising Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within the timeframe required by applicable law.

7. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete that information promptly.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. We take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy, including implementing Standard Contractual Clauses or other approved transfer mechanisms.

9. Security Measures

We implement appropriate technical and organizational security measures to protect your information, including:

• Encryption of data in transit, and field-level encryption at rest of designated health information
• Multi-factor authentication (required for administrators, available to every user) and role-based access controls
• Isolation of each customer's data enforced in the database
• Audit logging of access to protected health information
• Notification of security breaches as required by law and by our business associate agreements

However, no method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

10. Contact Information

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

11. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date. For significant changes, we may provide additional notice such as email notification. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.