Introduction
RoundBox LLC, doing business as Hospice Engine ("we," "our," or "us"), is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our Hospice Engine electronic medical records (EMR) platform, mobile applications (iOS and Android), and website at hospice.us.com (collectively, the "Services").
By using our Services, you agree to the collection and use of information in accordance with this policy.
Information We Collect
Account Information
When your hospice agency registers for Hospice Engine, we collect:
- Name, email address, and phone number
- Organization name and business address
- Job title and professional credentials
- Login credentials (email and encrypted password)
Protected Health Information (PHI)
As a healthcare technology provider, our platform processes Protected Health Information on behalf of hospice agencies. PHI is handled in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and is governed by Business Associate Agreements (BAAs) between Hospice Engine and each client agency. PHI may include:
- Patient names, dates of birth, and contact information
- Medical records, diagnoses, and treatment plans
- Insurance and billing information
- Visit notes and clinical assessments
Usage Data
We automatically collect certain information when you access our Services, including:
- Device type, operating system, and browser information
- IP address and general location data
- Pages visited, features used, and session duration
- App version and crash reports
How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our EMR platform and mobile applications
- Authenticate users and manage account access
- Process billing and financial transactions on behalf of hospice agencies
- Send service-related communications (account verification, security alerts, updates)
- Provide technical support and respond to inquiries
- Monitor and analyze usage patterns to improve our Services
- Comply with legal obligations and regulatory requirements
HIPAA Compliance
Hospice Engine operates as a Business Associate under HIPAA. We maintain administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of PHI. These safeguards include:
- Encryption of data in transit (TLS/SSL) and at rest
- Role-based access controls and authentication
- Audit logging of all access to PHI
- Regular security assessments and vulnerability testing
- Employee training on HIPAA privacy and security requirements
- Business Associate Agreements with all sub-contractors who may access PHI
Data Sharing and Disclosure
We do not sell, rent, or trade your personal information. We may share information in the following circumstances:
- With your hospice agency: Information is shared with authorized users within your organization as configured by your agency administrator.
- Service providers: We work with trusted third-party service providers who assist us in operating our Services (e.g., cloud hosting, email delivery). These providers are bound by confidentiality agreements and, where applicable, Business Associate Agreements.
- Legal requirements: We may disclose information when required by law, regulation, legal process, or governmental request.
- Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.
Data Security
We implement industry-standard security measures to protect your information, including:
- Secure data centers with physical access controls
- Encrypted data transmission using HTTPS/TLS
- Encrypted storage for sensitive data and credentials
- Regular backups and disaster recovery procedures
- Access monitoring and intrusion detection
Data Retention
We retain account and usage data for as long as your agency maintains an active account with us. Clinical records and PHI are retained in accordance with applicable federal and state regulations and your agency's data retention policies. Upon account termination, we will securely delete or de-identify your data in accordance with our data retention schedule and applicable law.
Your Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your account and personal data
- Opt out of non-essential communications
To exercise any of these rights, please contact us at Support@hospice.us.com.
Mobile Applications
Our iOS and Android mobile applications access the same data as the web platform through secure API connections. The mobile apps:
- Require authentication before accessing any data
- Use encrypted connections (HTTPS) for all data transmission
- Store authentication tokens securely using the device's secure storage (iOS Keychain / Android EncryptedSharedPreferences)
- Do not access device contacts, camera, microphone, or location unless explicitly required for a feature and authorized by the user
Cookies and Tracking
Our website uses cookies and similar technologies for:
- Session management and authentication
- Analytics to understand how visitors use our website
- Live chat support functionality
You can control cookies through your browser settings. Disabling cookies may affect the functionality of our Services.
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 you believe we have inadvertently collected such information, please contact us immediately.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or through a notice on our Services. Your continued use of the Services after any changes constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
