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DocuCall.app Privacy Policy

1. Introduction

RadQuill LLC ("we," "us," or "our") operates the DocuCall Hospital Directory service ("Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

2. Information We Collect

2.1 Personal Information You Provide

• Email Address: Required for account registration and authentication

2.2 Information Collected Automatically

• Device Information: Browser type and version, operating system, device identifiers
• Usage Information: Access times, pages viewed, features used
• IP Address: For security, authentication, and service delivery
• Session Data: Authentication tokens and session management information

2.3 Temporary Information Processing

• Phone Numbers: Temporarily processed during call initiation but not stored in our systems
• Call Routing Data: Processed momentarily to facilitate connections through our voice service provider

2.4 Directory Information

• Healthcare Directory Data: Contact information, departments, and phone numbers provided by contracted healthcare organizations

3. How We Use Your Information

3.1 Primary Service Functions

• Authentication: Verify your identity and maintain secure access
• Directory Services: Provide access to healthcare contact information
• Voice Communication: Facilitate calls between users and healthcare facilities
• Account Management: Manage your account and preferences

3.2 Security and Operations

• Security Monitoring: Detect and prevent unauthorized access and abuse
• System Analytics: Analyze usage patterns to improve service performance
• Service Improvement: Enhance features and user experience
• Technical Support: Provide customer support and troubleshooting

3.3 Legal and Compliance

• Legal Compliance: Meet legal obligations and regulatory requirements
• Safety: Protect the rights, property, and safety of our users and others

4. Information Sharing and Disclosure

4.1 Contracted Healthcare Organizations

Your contracted healthcare group or organization has access to:

• User registration information
• Service usage logs
• Call activity logs
• Account management capabilities

4.2 Service Providers

We may share information with trusted third-party service providers who assist us in:

• Email Services: Sending verification emails and service communications
• Hosting Services: Providing secure cloud infrastructure
• Voice Services: Facilitating telecommunications through our Business Associate Agreement with our voice service provider

4.3 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal process or government requests
• Protect our rights, property, or safety
• Investigate potential violations of our terms of service
• Respond to emergencies involving immediate danger

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction.

5. Data Security

5.1 Security Measures

We implement industry-standard security practices including:

• Encryption: AES-256 encryption for sensitive data at rest
• Secure Transmission: HTTPS encryption for all data in transit
• Access Controls: Multi-factor authentication and role-based access
• Security Monitoring: Continuous monitoring for threats and vulnerabilities

5.2 Healthcare Security Standards

While we do not store Protected Health Information (PHI), we adhere to security best practices consistent with healthcare industry standards.

6. Data Retention

6.1 Account Information

• Active Accounts: Retained while your account remains active
• Access Tokens: 90 days with automatic renewal upon use
• Inactive Accounts: Subject to deletion by your contracted healthcare organization

6.2 Logs and Analytics

• Security Logs: Retained for 12 months for security and compliance purposes
• Usage Analytics: Aggregated and anonymized data may be retained longer for service improvement

6.3 Directory Information

Directory data is owned by the contracted healthcare organization and retained according to their policies.

7. Your Rights and Choices

7.1 Access and Control

• Account Access: View and verify your account information
• Communication Preferences: Opt out of non-essential communications
• Service Usage: Control how you use the directory and calling features

7.2 Data Management

Your contracted healthcare organization has the authority to:

• Delete individual user accounts
• Remove all user data from the system
• Manage access permissions and user lists

7.3 Contact Us

For privacy-related questions or requests, contact us at support@docucall.app.

8. Cookies and Tracking Technologies

8.1 Essential Cookies

We use essential cookies that are necessary for the Service to function:

• Authentication Cookies: Maintain your secure session (90 days)
• Security Cookies: Protect against unauthorized access

8.2 Cookie Management

• Essential cookies cannot be disabled as they are required for service functionality
• You can delete cookies through your browser settings, but this will sign you out
• We do not use tracking cookies for advertising or marketing purposes

9. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

10. California Privacy Rights

10.1 CCPA Rights

Under the California Consumer Privacy Act (CCPA), California residents have the right to:

• Know what personal information we collect and how it's used
• Request deletion of personal information (subject to healthcare organization policies)
• Opt out of the sale of personal information (we do not sell personal information)
• Non-discrimination for exercising privacy rights

10.2 Exercising Rights

To exercise these rights, contact your healthcare organization's system administrator or email us at support@docucall.app.

11. International Users

Our Service is intended for users located in the United States. We do not target or serve users outside the US. If you access our Service from outside the US, you do so at your own risk and are responsible for compliance with local laws.

12. Changes to This Privacy Policy

12.1 Updates

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will notify users of material changes by:

• Email notification to registered users
• Prominent notice on our Service
• Updated effective date at the top of this policy

12.2 Continued Use

Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

13. Data Breach Notification

13.1 Our Commitment

In the event of a data security incident that may affect your personal information, we will:

• Investigate the incident promptly
• Take immediate steps to secure affected systems
• Notify affected users and healthcare organizations as required by law
• Cooperate with law enforcement and regulatory authorities as appropriate

13.2 User Responsibilities

Users should immediately report any suspected security incidents or unauthorized access to support@docucall.app.

14. Business Associate Relationships

14.1 Healthcare Compliance

We maintain a Business Associate Agreement with our voice service provider to ensure appropriate safeguards for any healthcare-related communications that may be processed during service delivery.

14.2 No PHI Storage

Our Service is designed to not store Protected Health Information (PHI). Directory information consists of business contact information rather than patient data.

15. Governing Law and Jurisdiction

This Privacy Policy is governed by the laws of the State of California, without regard to conflict of law principles. Any disputes arising under this Privacy Policy will be subject to the exclusive jurisdiction of the courts of California.

16. Contact Information

For questions about this Privacy Policy or our privacy practices, please contact us:

17. Definitions

• "Service": The DocuCall Hospital Directory web application and related services
• "Healthcare Organization": The medical group, hospital, or healthcare entity that has contracted for our services
• "User": An individual who has been granted access to use our Service
• "Personal Information": Information that identifies, relates to, or could reasonably be linked with a particular individual