NurseCharts Privacy Policy
NurseCharts respects the privacy of individuals who visit our website, create an account, use our software, or otherwise interact with our services. This Privacy Policy explains what information we collect, how we use it, how we protect it, and the choices available to users of the NurseCharts platform.
This Privacy Policy applies to website activity, account registration, customer support communications, platform usage data, and other personal information collected in connection with NurseCharts products and services. It is intended to address consumer, customer, and business-user privacy practices for the NurseCharts website and application environment.
1. Information We Collect
We may collect information that you provide directly to us, including your name, business name, email address, phone number, account credentials, subscription information, payment-related details processed through our payment providers, customer support communications, and any other information you choose to submit through our website or application.
We may also collect technical and usage information such as log data, browser type, device information, IP address, access times, referral pages, application events, feature usage, error reports, and similar analytics information used to operate, secure, and improve the service.
If you use NurseCharts in connection with health care operations, additional information may be entered into the platform by authorized users. Any protected health information handled by NurseCharts on behalf of a covered provider is governed by applicable law and, where required, a Business Associate Agreement.
2. How We Use Information
We use information to provide and maintain the NurseCharts platform, create and manage user accounts, process subscriptions, authenticate access, respond to support requests, communicate operational or legal notices, improve product performance, monitor system reliability, detect fraud or misuse, and comply with legal obligations.
We may also use de-identified, aggregated, or non-personal information for analytics, service development, quality assurance, and business planning, provided that such use does not identify a specific individual.
3. HIPAA, Covered Providers, and PHI
Covered Health Care Providers. Health care providers who utilize the NurseCharts platform may qualify as covered entities under the Health Insurance Portability and Accountability Act (HIPAA) when they electronically transmit health information in connection with standardized administrative transactions. These transactions include, but are not limited to, claims submission, benefit eligibility inquiries, referral authorization requests, or other transactions governed by standards issued by the U.S. Department of Health and Human Services (HHS).
Transmission Methods. The use of general electronic communication tools such as email alone does not automatically establish covered entity status. Covered entity classification is determined by whether the provider transmits information in connection with standardized HIPAA transactions, either directly or through an intermediary such as a billing vendor, clearinghouse, or software platform.
Scope of Providers. For purposes of this policy, covered health care providers may include institutional providers such as hospitals or agencies, non-institutional practitioners such as physicians, dentists, nurses, or therapists, and any individual or organization that furnishes, bills, or receives payment for health care services, consistent with applicable federal guidance.
NurseCharts Role. NurseCharts functions as a technology platform supporting documentation, workflow, and data management processes for providers. NurseCharts does not assume the role of covered entity for provider operations. When applicable, NurseCharts acts as a business associate by handling protected health information (PHI) on behalf of covered health care providers pursuant to appropriate contractual arrangements and administrative safeguards.
Business Associate Agreements. When NurseCharts receives, maintains, or transmits PHI on behalf of a covered entity or business associate customer, the parties may enter into a Business Associate Agreement (BAA) as required by law. This Privacy Policy is not a substitute for a BAA and does not alter the parties’ responsibilities under HIPAA.
Compliance Measures. NurseCharts maintains administrative, technical, and organizational measures designed to support privacy and security obligations, including role-based permissions, access controls, audit logging, and disclosure safeguards aligned with HIPAA expectations and industry best practices.
4. Payment Processing
NurseCharts uses third-party payment processors to handle subscription billing and related payment transactions. NurseCharts does not store full payment card numbers on its own systems when payment processing is handled by a third-party provider. Payment information is subject to the privacy and security practices of the applicable payment processor.
5. Cookies and Similar Technologies
We may use cookies, session tools, and similar technologies to keep users signed in, remember preferences, measure traffic, improve functionality, and support security. Users can manage certain browser-based cookie settings through their browser controls, though disabling cookies may affect platform functionality.
6. When We Share Information
We do not sell personal information. We may share information with service providers and vendors who perform services on our behalf, such as hosting, analytics, customer support, payment processing, communications delivery, security monitoring, and similar operational functions, subject to appropriate confidentiality and data protection obligations.
We may also disclose information when reasonably necessary to comply with law, regulation, court order, legal process, governmental request, contractual enforcement, fraud prevention, safety concerns, or the protection of the rights, property, and security of NurseCharts, its users, or others.
In the event of a merger, acquisition, reorganization, financing, or sale of assets, information may be transferred as part of the relevant transaction subject to applicable legal requirements.
7. Data Retention
NurseCharts retains information for as long as reasonably necessary to provide services, maintain business and legal records, resolve disputes, enforce agreements, protect platform integrity, and satisfy regulatory, contractual, accounting, audit, or legal obligations. Retention periods may vary based on the nature of the information and applicable requirements.
8. Security
NurseCharts uses reasonable administrative, technical, and organizational safeguards intended to protect information against unauthorized access, use, alteration, disclosure, or destruction. No method of transmission over the internet or electronic storage is completely secure, but NurseCharts takes commercially reasonable steps designed to protect the information entrusted to it.
9. Children’s Privacy
NurseCharts services are intended for business and professional use and are not directed to children for personal consumer use. NurseCharts does not knowingly collect personal information directly from children for independent consumer accounts.
In some circumstances, authorized providers using the NurseCharts platform may input information relating to patients or clients who are minors, including individuals age 13 or younger, solely for lawful care, service, compliance, documentation, scheduling, billing, coordination, or related operational purposes. Such information is handled only as permitted by applicable law, contractual obligations, and, where applicable, HIPAA and related privacy requirements.
If you believe personal information relating to a child was submitted to NurseCharts improperly or outside authorized care or business use, please contact us at info@nursecharts.us so that we may review the matter and take appropriate action.
10. Your Choices and Rights
Users may update certain account information through their account settings or by contacting NurseCharts. Depending on applicable law, you may also have the right to request access to, correction of, deletion of, or information about certain personal information maintained by NurseCharts, subject to lawful exceptions and identity verification requirements.
11. Third-Party Links and Services
The NurseCharts website or platform may contain links to third-party websites, tools, or services. NurseCharts is not responsible for the privacy, security, or content practices of third parties, and users should review third-party privacy notices when interacting with those services.
12. Changes to This Policy
NurseCharts may update this Privacy Policy from time to time. Updated versions will be posted with a revised effective date. Continued use of the website or services after an updated Privacy Policy becomes effective constitutes acceptance of the revised policy to the extent permitted by law.