Privacy Policy

Last Updated: November 25, 2025

This Privacy Policy describes how ClinikEHR ("ClinikEHR" or "we" or "us" or "our") uses and discloses the Personal Information our customers ("Customers" or "you") provide to us or that we collect when you use our websites, mobile applications, software, platforms and services that we operate and that link to this Privacy Policy ("Services"). Before using the Services or otherwise providing Personal Information to us, please review this Privacy Policy carefully.

1. Note to ClinikEHR Customers and their Clients

This Privacy Policy does not apply to the Personal Information we may collect about our customer's patients and clients ("Clients") in the context of providing the Services. Our treatment of Client Personal Information is governed by our agreements with our customers, including our Terms of Service and HIPAA Business Associate Agreement.

We have a limited relationship with the Clients of our Customers. If we receive inquiries or requests from Clients about their Personal Information, we will honor those requests as required by applicable data privacy laws and direct Clients to our Customers, the controller of their personal information.

2. Personal Information We Collect

"Personal Information" is information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with you or your household. Personal information does not include aggregated or de-identified information.

We may collect Personal Information directly from you, automatically through cookies and data collection technologies, and from third-party sources. The categories of Personal Information we collect include:

• Identifiers and contact information - name, email address, mailing address, phone numbers, government-issued IDs, IP addresses, usernames and passwords.
• Professional and employment-related information - business name, license information, calendar and scheduling information.
• Billing information - credit or debit card numbers, tax IDs, insurance information.
• Audio, electronic and visual information - photographs, voice recordings, and similar information.
• Internet and device activity information - browsing history, search history, interactions with our Services.
• Commercial information - products and services purchased from us.
• Profile information and inferences - preferences and characteristics derived from collected information.
• Sensitive personal information - account login information, payment card numbers, social security number (optional), race or ethnic origin (optional), sexual orientation (optional), religious beliefs (optional).

3. How We Use Personal Information

We collect and use your Personal Information for the following purposes:

• To maintain and service your Account and send you product and service information and updates
• To respond to your customer service requests and address your questions and concerns
• To send you newsletters and marketing communications (you may opt-out)
• To administer and improve services and marketing efforts
• To understand and respond to your needs and preferences
• To develop, enhance, market, sell or provide products and services
• To detect security incidents and protect against malicious or illegal activity
• To comply with legal, regulatory and risk management obligations

Referral Program: ClinikEHR has a referral program that allows existing customers to refer our Services to others. If you receive a referral, we may collect your contact information to send you the referral content.

4. How We Share and Disclose Personal Information

We may share your Personal Information in the following circumstances:

• Publicly, with your permission - We may share your information publicly only with your explicit permission.
• To Service Providers - We share information with companies that provide services to us, such as hosting, marketing, and payment processing.
• To parties outside of ClinikEHR - Including referral program participants, parent and affiliate companies, insurance payers, and as required by law.
• In a corporate transaction - If ClinikEHR is involved in a merger, acquisition, or sale of assets.

5. Access and Choice

Account Settings: You may modify or remove your Personal Information by logging into your Account and making changes in your Account settings.

Marketing Opt-out: You can opt out of receiving marketing emails by using the unsubscribe link in the email. We may still send you transactional emails about your Account.

Account Deletion: You may cancel and delete your Account at any time. Before deleting, please export your data using a secure connection. After deletion, there may be no way to retrieve the data. ClinikEHR is not responsible for lost or stolen data resulting from failure to follow security protocols.

6. Data Collection Technologies and Cookies

We and our third-party partners may automatically collect information from your device when visiting our Services, including:

• Log Data - IP address, operating system, device type, browser type, URLs visited
• Analytics Data - Electronic path through our Services, usage and activity information
• Location Data - General geographic location inferred from IP address

We use cookies and related technologies to automatically collect this information. Most browsers allow you to control cookies through settings. Disabling cookies may negatively affect functionality of our Services.

Do Not Track: Our Services are not configured to respond to "Do Not Track" signals from browsers. However, we recognize and respond to Global Privacy Control (GPC) browser signals.

7. Retention and Security

We retain your Personal Information for as long as your Account is active, as needed to provide Services, and as necessary to comply with legal obligations, resolve disputes, and enforce agreements.

We follow generally accepted standards to protect Personal Information during transmission and storage. For example, we encrypt sensitive information using secure socket layer technology (SSL). However, no method of transmission over the Internet is 100% secure.

8. Data Privacy Statement

Residents of certain states (California, Colorado, Connecticut, Nevada, Utah, and Virginia) have specific rights under their state's privacy laws:

• The right to know - Request information about Personal Information we have collected about you
• The right to deletion - Request deletion of your Personal Information
• The right to correct - Request correction of inaccurate Personal Information
• The right to access and data portability - Easy and portable access to your Personal Information
• The right to opt-out - We do not sell your Personal Information
• The right to limit use of sensitive information - We only use sensitive information as outlined in this policy
• The right to equal service - We will not discriminate against you for exercising your rights

To exercise these rights, send an email to [email protected]. We will verify your identity before processing your request.

Appealing Privacy Rights Decisions: You may appeal a decision by emailing us at [email protected] with the subject line "Privacy Request Appeal."

9. Additional Information

International Visitors: We are located in the United States. By providing us with your Personal Information and using the Services, you acknowledge that your information will be transferred to and processed in the United States.

Social Media Widgets: Our Services may include social media features. Your interactions with these features are governed by the privacy policy of the company providing them.

Links to Other Sites: Our Services may contain links to other sites. We are not responsible for the privacy practices of such sites.

Children's Privacy: Our Services are not directed to children under 13. If we learn we have received Personal Information from a child under 13 without parental consent, we will delete that information.

Changes to This Policy: We may update this Privacy Policy to reflect changes to our practices. We will notify you of material changes by email or through our Services.

10. Contact Us

For help with matters not related to exercising your privacy rights, please contact ClinikEHR Support.