Privacy Policy

Welcome to SmartChart Health (“SmartChart,” “we,” “our,” or “us”). SmartChart provides SomaX, a secure, web-based platform integrated with PointClickCare that supports AI-powered clinical workflows, documentation, and patient data management. We are strongly committed to protecting the privacy of your information and providing a safe and secure environment for all our users.

To clarify terminology in this Policy:

• “Personal Information” means information that can identify you, such as your name, email address, phone number, and other non-public data linked to your identity.
• “Anonymous Information” means data that does not identify or link to a specific individual.

What Information We Collect

We collect information during registration and use of the SomaX platform, including:

• Name, email address, phone number, and professional details (to create your user account).
• Facility and practice information for multi-facility or group access.
• Documentation or notes you generate within the platform.

You may also add optional profile information to improve your experience.

How We Use Your Information

Your information is used to:

• Authenticate and secure your account (with two-factor authentication).
• Provide seamless integration with PointClickCare and related EHR data (vitals, labs, meds, diagnoses, allergies, progress notes).
• Support documentation workflows (H&P, SOAP, MOLST, capacity forms, rounding reports).
• Deliver customer support and system notifications.
• Improve the performance and functionality of SomaX.

We do not sell, exchange, or transfer your personal information to outside parties without your consent.

Data Storage and Control

• All user data is retained only as long as necessary for your use of SomaX.
• Users may edit, modify, or delete data at any time.
• You may request a copy of your personal data or request deletion of your account.
• Consent can be withdrawn at any time, and we will delete all associated data.

Security Measures

We use industry-standard safeguards to protect personal information:

• HIPAA-grade security and SSL encryption for all data transmissions and storage.
• Sensitive information is encrypted in transit and at rest.
• Access to personal data is restricted to authorized personnel who require it to perform their roles.
• Servers are maintained in secure environments with access monitoring.

Use of Clinical and Documentation Materials

• Documentation and audio (if applicable) are used solely for clinical workflow and support purposes.
• Materials are never shared with unauthorized third parties.
• All staff and contractors with access to protected health information are required to sign confidentiality and HIPAA compliance agreements.

Cookies and Tracking

We use cookies and related technologies to:

• Maintain secure sessions.
• Recognize returning users.
• Improve site performance and analytics.

You may disable cookies in your browser, but this may affect certain platform features.

Information Sharing

We do not sell or trade your information. We may share information only with:

• Trusted service providers who assist in operations (with strict confidentiality agreements).
• Legal authorities, if required to comply with law, court orders, or protect our rights and users’ safety.
• Non-identifiable, aggregated data may be used for analytics or product improvement.

Your Rights

You have the right to:

• Access, correct, or update your personal information.
• Withdraw consent and request deletion of your data.
• Opt-out of non-essential communications.

Changes to This Policy

SmartChart Health may update this Privacy Policy from time to time. We encourage you to review this page periodically for the latest information on our practices. Any material changes will be communicated through the platform or via email.

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