Privacy Policy

1. Introduction

Welcome to VisitSync ("we," "our," or "us"), a service operated by Ariel Rieumont. We are committed to protecting your privacy and ensuring the security of the information you entrust to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website visitsync.app and use our clinical trial management software (collectively, the "Service").

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Service.

2. Interpretation and Definitions

To ensure clarity regarding our role in processing data, we distinguish between two types of data:

• "Account Information": Information about you, our customer (e.g., research site staff, administrators), necessary to create an account and pay for the Service.
• "Patient Data": Information about clinical trial participants (patients) that you upload, store, or process using our Service. Regarding Patient Data, you are the "Covered Entity" and VisitSync acts as a "Business Associate" as defined by HIPAA.

3. Information We Collect

A. Personal Information You Disclose to Us

We collect personal information that you voluntarily provide to us when you register for the Service, specifically:

• Contact Data: Name, email address, phone number, and professional title.
• Organization Data: Company name, site address, and NPI number (if applicable).
• Billing Data: Payment instrument information (credit card numbers) is processed by our secure third-party payment processors (e.g., Stripe). We do not store full credit card numbers on our servers.

B. Patient Data and PHI

In the course of providing our Service, you may upload Protected Health Information (PHI). We process this data strictly in accordance with our Business Associate Agreement (BAA) with you and applicable laws (such as HIPAA). We do not own this data; we process it solely to provide the Service to you.

C. Automatically Collected Information

When you access the Service, our servers automatically collect certain information, including Log Data (IP address, browser type, access times) and Device Data (information about the computer or mobile device you use).

4. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the VisitSync Service.
• Process your subscription payments.
• Send you technical notices, updates, security alerts, and support messages.
• Monitor and analyze trends, usage, and activities in connection with our Service.
• Detect, prevent, and address technical issues or fraudulent activities.

5. HIPAA Compliance and Security

Security is our top priority. We employ administrative, physical, and technical safeguards designed to protect your data and PHI, including:

• Encryption: Data is encrypted in transit (using SSL/TLS) and at rest.
• Access Controls: Strict role-based access controls to ensure only authorized personnel can access data.
• Audit Trails: We maintain logs of system activity to ensure accountability.

While we strive to use commercially acceptable means to protect your Personal Information, no method of transmission over the Internet is 100% secure.

6. Disclosure of Your Information

We may share information we have collected about you in certain situations:

• Service Providers: We may share data with third-party vendors who perform services for us, such as payment processing and data hosting. These vendors are bound by confidentiality obligations.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.
• Business Transfers: If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

Note regarding Patient Data: We will never sell, rent, or trade Patient Data/PHI to third parties for marketing purposes.

7. Your Data Rights

Depending on your location, you may have rights regarding your personal data, including the right to access, correct, port, or request deletion of your Account Information. You may exercise these rights by logging into your account settings or contacting us.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date and will be effective as soon as it is accessible. We encourage you to review this Privacy Policy periodically.

9. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

VisitSync Support
Email: support@visitsync.app