1. Scope
This policy explains how we handle personal information relating to https://cloudclinic.health, business inquiries, demonstrations, communications, and the administration of our customer relationships.
Cloud Clinic offers software and operational support for healthcare practices and professionals. This website's business forms are not medical consultations, a patient portal, or an emergency channel.
Patient information handled on a practice's behalf through Cloud Clinic OS or our services is also subject to that practice's instructions, the relevant contracts and, where required, a HIPAA Business Associate Agreement, or BAA. This policy does not replace your healthcare provider's Notice of Privacy Practices and is not a BAA.
2. Information we may receive
Depending on how you interact with us, we may receive:
- Professional contact information: name, email address, phone number, practice or business, role, and information in your messages.
- Business inquiries: services or features of interest, operational needs, proposal or demonstration requests, and related follow-up communications.
- Customer relationship information: authorized contacts, business information, agreements, and administrative or billing records needed to manage the contracted service. The website does not request complete payment card numbers in its contact forms.
- Technical information: IP address, access date and time, browser, device, requested pages, referral information, and records needed to deliver the site, diagnose errors, and prevent abuse. Infrastructure providers may process this information when delivering the website.
- Subscriptions: the email address and preferences you provide when requesting updates, where that feature is enabled.
- Inquiries through third parties: information you choose to submit through advertisements, lead forms, social media, or communication platforms.
Do not include medical records, diagnoses, identity documents, insurance information, passwords, or patient information in business forms, social media messages, or general inquiries. For assistance involving clinical information, request your practice's authorized channel.
3. How we use information
We use information we receive to:
- Answer questions, prepare proposals, and arrange demonstrations.
- Administer business accounts, authorized access, support, and contracted services.
- Send operational communications, including invitations, account recovery, security notices, and service changes.
- Send updates or business marketing communications where permitted, respecting your preferences.
- Maintain the website and systems, investigate errors, prevent fraud, and protect information.
- Meet legal obligations, retain necessary records, and address claims.
Information received for one purpose does not automatically authorize incompatible uses. Requesting information about Cloud Clinic OS does not authorize consultation recording, the advertising use of health information, or clinical processing.
4. Meta forms and advertisements
If you complete a Cloud Clinic business form on Facebook or Instagram, we receive the fields you submit and the inquiry information Meta provides to us. We use it to respond to your expressed interest in our services or software and provide related follow-up.
Meta processes activity on its own platforms under its Privacy Policy. This policy describes our handling of information we receive and does not replace Meta's policy.
Do not use advertising forms to submit patient information. We do not use medical records, diagnoses, or consultation recordings for advertising targeting or the creation of marketing audiences.
Tracking technologies that may be installed on this website are described in our Cookie Policy. Receiving an inquiry through Meta does not, by itself, mean that a Meta Pixel is installed on this website.
5. Who may receive information
Access and disclosure are limited to the purposes described and may involve:
- Authorized personnel and contractors who need to work on your inquiry or service.
- Hosting, content delivery, email, and technical support providers for their relevant functions. The website uses Vercel for hosting and Sanity for content management; these services may receive technical information when delivering pages or resources. Using Sanity for website content does not make it a recipient of clinical records.
- Communication providers or other tools involved in the requested service, subject to the relevant configuration and agreements.
- Professional advisers, authorities, or other recipients where necessary to comply with law, address valid proceedings, or protect rights and security.
- A potential successor in a business transaction, subject to confidentiality duties and applicable legal restrictions.
We do not sell business contact lists or authorize our providers to use clinical information for their advertising. This statement does not exempt any future advertising technology from rules governing sale, sharing, or targeted advertising: any change must be disclosed and managed under applicable law.
6. Practice and patient information
Where a practice determines which patient information enters the service and how it is used for care, the practice retains its applicable responsibilities as a healthcare provider and data controller. Our role depends on the contracted service and applicable legal framework; we may act as a processor or business associate.
Requests to access, correct, or obtain a copy of a clinical record should first go to the practice maintaining it. If we receive a request that belongs with a practice, we will route it or assist according to its instructions and the law. Withdrawing a marketing preference is not an instruction to erase a medical record.
Recording, transcription, or AI assistance features, when available and enabled, require specific notices and authorizations and an appropriate contractual framework. This policy and website use do not constitute consent to record a consultation or authorization to transmit clinical information to an AI provider.
7. Cookies and similar technologies
Please consult the Cookie Policy for the technologies identified, their purposes, and available choices. We do not treat browsing alone as consent to optional technologies where consent is required.
8. Retention
We retain information as needed to address the inquiry, maintain the business relationship, meet legal obligations, resolve disputes, and protect systems. We consider the information's type, purpose, relationship activity, and applicable retention requirements when determining the period.
Marketing opt-outs may require a minimal suppression record to avoid further messages. Clinical information, backups, and audit records may have different retention periods and restrictions under law and the relevant contract. Ending a demo does not guarantee immediate deletion of all information.
9. Security and incidents
We apply reasonable technical and organizational measures based on the context and processing risk. No Internet service offers absolute security. Where an incident requires notices, we will act under applicable legal and contractual duties. This policy does not claim a HIPAA certification, SOC 2 certification, or other independent certification.
10. Your requests and preferences
Contact admin@cloudclinic.health to ask about your information, request corrections, seek deletion of business information, or stop promotional communications. Depending on your residence, the activity involved, and applicable law, you may also have rights of access, copy, portability, objection, restriction, consent withdrawal, opt-out of sale or sharing, and appeal of a request decision.
State the email address used and your request without attaching unnecessary clinical information or sensitive documents. We may proportionately verify your identity and request proof of authority when someone acts on your behalf. We will respond within the applicable period and explain limitations or appeal options where required. You may contact the competent authority without prejudice to other legal rights.
To opt out of marketing emails, use the unsubscribe link where available or email your request. A marketing opt-out does not prevent necessary security, access, or current-service communications. We do not require you to send a password to exercise a request.
11. International operations and children
We operate from Florida, United States. Involved providers or contractors may process information in the United States or other countries. Where law requires specific safeguards for an international transfer, the relevant safeguards must be established; this policy alone does not replace them.
The business website is intended for professionals and business representatives aged 18 or older. It is not designed to collect children's information for marketing. This does not prevent a practice from lawfully handling minor patients' information through contracted services under its own obligations and applicable agreements. Contact us if you believe we improperly received a child's information.
12. Updates and contact
We will update this policy as practices or applicable requirements change, showing the new date. Where required, we will provide additional notice or obtain new authorization. A text change does not retroactively authorize incompatible use of information already received.
CLOUDCLINIC HEALTH US — Cloud Clinic
5250 NW 84th Ave Suite 801, Doral, FL
admin@cloudclinic.health