1. Introduction
Med Staff Tracker, LLC ("we," "us," or "our") provides a suite of healthcare workforce management solutions, including the Med Staff Tracker application and the GroupBook application (collectively, "the Service"). We are committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, store, and share information when you use any of our applications or related services.
2. Information We Collect
Account Information
When you create an account, we collect:
- Name, email address, and mobile phone number
- Organization name and role
- Login credentials (passwords are hashed, never stored in plain text)
Workforce Data
Information you input into the Service for workforce management purposes:
- Clinician profiles, credentials, and employment information
- Scheduling data, shift assignments, and time-off records
- Onboarding workflow data and task progress
- Compensation data (if applicable)
Usage Data
We automatically collect:
- Browser type, device information, and IP address
- Pages visited and features used within the Service
- Date and time of access
3. How We Use Information
We use collected information to:
- Provide, maintain, and improve the Service
- Process workforce management operations as directed by your organization
- Send service-related announcements and updates
- Provide customer support
- Maintain security and prevent fraud
- Comply with legal obligations
4. Data Security
We implement industry-standard security measures to protect your data:
- Encryption: All data is encrypted in transit (TLS) and at rest
- US-Based Servers: All data is stored on servers located within the United States
- Access Controls: Role-based access ensures users only see data relevant to their role
- Audit Trails: All user actions are logged for monitoring and compliance
- Regular Backups: Data is backed up regularly with disaster recovery procedures in place
5. Data Sharing
We do not sell your personal information. We may share data with:
- Service Providers: Third-party vendors who assist in operating the Service (e.g., hosting, email delivery), bound by confidentiality agreements
- Legal Compliance: When required by law, court order, or governmental authority
- Business Transfers: In connection with a merger, acquisition, or sale of assets
Excluding text messaging originator opt-in data and consent; this mobile information will not be shared with any third parties or affiliates for marketing or promotional purposes.
6. Data Retention
We retain your data for as long as your account is active or as needed to provide the Service. Upon account termination, you may request export of your data within 30 days. After this period, data will be securely deleted.
7. Cookies
Our website uses cookies for:
- Functional Cookies: Essential for the Service to operate (e.g., session management, theme preference)
- Preference Cookies: Remember your settings and preferences
- Analytics Cookies: Help us understand how visitors interact with the website (only with your consent)
You can manage cookie preferences through our cookie consent banner or your browser settings.
8. Your Rights
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information
- Object to or restrict processing of your information
- Request a copy of your data in a portable format
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. Continued use of the Service after changes constitutes acceptance of the updated policy.
10. Contact
For privacy-related questions or to exercise your rights, please reach out via our contact page.