Privacy Policy

HIMShield ("Company," "we," "us," or "our") provides health information management and data protection solutions. Our registered place of business and contact details are listed in the Contact Us section at the bottom of this policy.

We may collect the following categories of personal information:

• Identity & Contact Data: Name, email address, phone number, job title, and organization.
• Account Data: Username, password (hashed), and account preferences.
• Health-Related Information: Where you provide it as part of our services, de-identified or protected health information (PHI) handled in accordance with HIPAA requirements.
• Technical Data: IP address, browser type and version, time zone, operating system, device identifiers, and cookie data.
• Usage Data: Pages visited, features used, time spent, links clicked, and referral sources.
• Communications Data: Content of emails or messages you send us, including support requests.

We do not knowingly collect personal data from children under 13. If you believe a child has provided us with personal information, please contact us immediately.

We collect information through:

• Forms you complete on our website or within our platform.
• Account registration and service onboarding.
• Automatic technologies such as cookies, web beacons, and server logs.
• Third-party partners, such as analytics and authentication providers.
• Direct communications, including email, phone, and chat.

We use collected information to:

• Provide, operate, and improve our products and services.
• Create and manage your account.
• Process transactions and send related notices.
• Respond to inquiries, support requests, and feedback.
• Send administrative communications, updates, and security alerts.
• Send marketing communications where you have opted in (you may opt out at any time).
• Monitor and analyze usage to improve platform security and performance.
• Comply with legal obligations, including HIPAA, and enforce our terms.

If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data on the following legal bases:

• Contract: Processing necessary to perform our agreement with you.
• Legitimate Interests: Improving our services, fraud prevention, and security.
• Consent: Where you have given explicit consent, such as for marketing emails.
• Legal Obligation: Compliance with applicable law.

Where HIMShield acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA), we enter into appropriate Business Associate Agreements (BAAs) with covered entities. We implement administrative, physical, and technical safeguards to protect any PHI we handle on your behalf. PHI is used only as permitted by applicable law and the terms of the relevant BAA.

We do not sell your personal information. We may share it with:

• Service Providers: Vendors who assist in hosting, analytics, customer support, and payment processing, under contractual data protection obligations.
• Business Partners: With your consent, where joint offerings require it.
• Legal Authorities: When required by law, court order, or to protect the rights and safety of HIMShield or others.
• Business Transfers: In connection with a merger, acquisition, or sale of all or part of our assets, subject to confidentiality obligations.

We use cookies and similar technologies to enhance your experience, analyze usage, and deliver relevant content. Types of cookies we use:

• Essential Cookies: Required for the site to function.
• Analytics Cookies: Help us understand how visitors interact with our site.
• Preference Cookies: Remember your settings and preferences.
• Marketing Cookies: Used only with your consent to display relevant content.

You can manage or disable cookies through your browser settings. Disabling certain cookies may affect site functionality.

We retain personal data only as long as necessary to fulfill the purposes described in this policy or as required by law. Account data is generally retained for the duration of your relationship with us and for a reasonable period thereafter for legal and business purposes. PHI is retained per applicable regulatory requirements.

HIMShield employs industry-standard security measures including encryption in transit and at rest, access controls, multi-factor authentication, and regular security assessments. While we take every reasonable precaution, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request erasure of your personal data, subject to legal obligations.
• Restriction: Request that we limit how we use your data.
• Portability: Request your data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests or for direct marketing.
• Withdraw Consent: Where processing is based on consent, withdraw it at any time.

To exercise any of these rights, please contact us using the details in the Contact Us section. We will respond within the timeframe required by applicable law.

If you access our services from outside the United States, your data may be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction. We use appropriate safeguards (such as Standard Contractual Clauses) to ensure your data receives an adequate level of protection.

Our website may contain links to third-party websites or services not operated by HIMShield. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies independently.

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we do, we will revise the Effective Date at the top of this page and, where appropriate, notify you by email or a prominent notice on our website. Your continued use of our services after any change constitutes acceptance of the updated policy.