Privacy Policy

Information We Collect

We collect information that you voluntarily provide to us when you interact with our Site. This includes:

• Contact information — Your name, email address, and phone number when you submit a consultation request or sign up for our newsletter.
• Practice information — Details about your healthcare organization, such as practice name, specialty, size, and current EHR system, provided through our consultation form.
• Communications — Any additional information you choose to include in form submissions or correspondence with us.

We also collect certain information automatically when you visit our Site:

• Usage data — Pages visited, time spent on pages, referring URLs, and other browsing behavior collected through Google Analytics.
• Device information — Browser type, operating system, device type, screen resolution, and IP address.
• Cookies and tracking technologies — As described in the Cookies section below.

How We Use Your Information

We use the information we collect for the following purposes:

• Providing EHR guidance — To respond to your consultation requests with personalized EHR recommendations and selection advice.
• Newsletters and updates — To send you EHR industry insights, new content alerts, and other communications you have opted in to receive.
• Site improvement — To analyze how visitors use our Site so we can improve content, navigation, and user experience.
• Communication — To respond to your inquiries and provide support.

We do not sell your personal information to third parties. We do not use your data for automated decision-making or profiling.

Third-Party Services

We use the following third-party services to operate our Site. Each service may collect data according to its own privacy policy:

• HubSpot — We use HubSpot to manage our forms, store contact submissions, and send newsletter emails. When you submit a form on our Site, your information is processed and stored by HubSpot. HubSpot may also set cookies for form functionality and tracking. HubSpot Privacy Policy.
• Google Analytics — We use Google Analytics to understand how visitors interact with our Site. Google Analytics collects anonymized usage data including pages visited, session duration, and demographic information. Google Privacy Policy.
• Vercel — Our Site is hosted on Vercel. Vercel may collect server logs including IP addresses and request metadata as part of its hosting infrastructure. Vercel Privacy Policy.

Cookies

Our Site uses cookies and similar tracking technologies. Cookies are small text files stored on your device that help us provide and improve our services.

The cookies used on our Site include:

• HubSpot cookies — Used for form functionality, tracking form submissions, and identifying returning visitors. These cookies help us understand how you interact with our forms and content.
• Google Analytics cookies — Used to collect anonymized data about how visitors use our Site, including page views, session duration, and traffic sources.

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete existing cookies. Please note that disabling cookies may affect the functionality of some features on our Site, such as form submissions.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Form submissions — Contact and practice information submitted through our forms is retained in our HubSpot CRM for as long as it remains relevant to providing you with EHR guidance and updates.
• Newsletter subscriptions — Your email address is retained until you unsubscribe. Every newsletter includes an unsubscribe link.
• Analytics data — Usage data collected by Google Analytics is retained according to Google's data retention settings, which we have configured in accordance with standard practices.

Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• Access — You may request a copy of the personal data we hold about you.
• Correction — You may request that we correct inaccurate or incomplete personal data.
• Deletion — You may request that we delete your personal data, subject to certain legal obligations.
• Opt-out — You may unsubscribe from our newsletter at any time using the unsubscribe link in any email, or by contacting us.

To exercise any of these rights, please contact us through our consultation form or by emailing hello@ehrsource.com. We will respond to your request within 30 days.

International Users and GDPR

EHR Source is based in the United States and our Site is primarily intended for users in the United States. If you are accessing our Site from the European Economic Area (EEA), United Kingdom, or other regions with data protection laws, please be aware that your information will be transferred to and processed in the United States.

If you are located in the EEA or UK, you have additional rights under the General Data Protection Regulation (GDPR), including the right to lodge a complaint with your local data protection authority. Our legal basis for processing your personal data is your consent (when you submit a form or sign up for our newsletter) and our legitimate interest in improving our Site and services.

Children's Privacy

Our Site is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected personal data from a child under 13, we will take steps to delete that information promptly. If you believe a child under 13 has provided us with personal data, please contact us through our consultation form.

Security

We take reasonable measures to protect your personal information from unauthorized access, use, alteration, and destruction. Our Site is served over HTTPS, and our third-party service providers (HubSpot, Google, Vercel) maintain their own security practices. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we make changes, we will update the "Last updated" date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of the Site after any changes constitutes your acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us through our consultation form or by emailing hello@ehrsource.com.