1. Introduction

Samara Well Inc. ("Samara Well," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website (https://www.samarawell.com) and related applications (collectively, the "Services").

2. Information We Collect

We collect information from and about users of our Services in several ways:

2.1 Information You Provide to Us

For Healthcare Providers:

• Account and Profile Information: When you register for an account, we collect information such as practice name, provider name(s), address, phone number, email address, specialty and NPI Number.
• Practice Information: Information about your practice including operating hours, services offered, insurance accepted, and staff details.
• EHR Integration Information: Credentials and access information necessary to connect with your Electronic Health Record (EHR) or Practice Management System (PMS).
• Payment Information: Financial information needed to process payments, such as credit card information or bank account details.

For Patients:

• Personal Information: Name, date of birth, email address, phone number, and address.
• Health Information: When submitted through our platform, this may include medical history, insurance information, reason for visit, and other Protected Health Information (PHI).
• Insurance Information: Insurance carrier, plan details, member ID, and group numbers.
• Communication Preferences: Your preferences for appointment reminders and follow-ups.

2.2 Information We Collect Automatically

When you use our Services, we automatically collect certain information, including:

• Device Information: IP address, browser type, operating system, device type, and mobile device identifiers.
• Usage Information: How you use our Services, including pages visited, features used, and actions taken.
• Location Information: General location information based on IP address.
• Cookies and Similar Technologies: Information collected through cookies, web beacons, and similar technologies.

2.3 Information from Third Parties

We may receive information about you from third parties, including:

• EHR and PMS Partners: Patient demographic and scheduling information from integrated healthcare systems.
• Google Partnership Data: Information related to Google features such as Reserve with Google and review management.
• Insurance Verification Services: Information to verify insurance eligibility and benefits.

3. How We Use Your Information

We use the information we collect for various purposes, including to:

3.1 Provide and Improve Our Services

• Facilitate patient appointment scheduling and management
• Enable secure patient-provider communications
• Process healthcare payments and insurance verification
• Synchronize data with integrated EHR/PMS systems
• Improve and optimize our Services
• Develop new features and functionality

3.2 Communications and Marketing

• Send administrative messages, updates, and security alerts
• Provide appointment reminders and follow-up communications
• Deliver marketing communications about our Services (with consent where required)
• Conduct patient recall campaigns
• Generate and manage online reviews
• Respond to your inquiries and support requests

3.3 Analytics and Research

• Analyze usage patterns and trends
• Generate practice and patient insights
• Measure the effectiveness of our Services
• Conduct research to improve healthcare delivery
• Create de-identified or aggregated data sets

3.4 Legal and Security Purposes

• Protect the security and integrity of our Services
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations and enforce our terms
• Establish, exercise, or defend legal claims

4. How We Share Your Information

We may share your information with the following categories of recipients:

4.1 Healthcare Providers and Their Staff

We share patient information with the healthcare providers and their authorized staff members with whom patients schedule appointments or otherwise interact through our Services.

4.2 Service Providers

We share information with third-party vendors and service providers who perform services on our behalf, such as:

• Cloud hosting and data storage providers
• Payment processors
• Analytics providers
• Customer support services
• Marketing and communication platforms
• Insurance verification services

4.3 EHR and PMS Partners

We share information with EHR and PMS systems as necessary to facilitate bi-directional synchronization of appointment and patient data.

4.4 Google and Review Partners

We share limited information with Google to enable features such as Reserve with Google and review management.

4.5 Legal Requirements

We may disclose information when required by law, including in response to subpoenas, court orders, or other legal processes. We may share information to protect the rights, property or safety of Samara Well, our users, or others.

4.6 Business Transfers

If Samara Well Inc. is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction.

4.7 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

5. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Factors we consider when determining retention periods include:

• How long the information is needed to provide our Services
• Whether you have an account with us
• Whether we have legal or contractual obligations to retain the data
• Whether retention is advisable considering our legal position

6. Your Rights and Choices

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

6.1 Access and Portability

You may request access to the personal information we maintain about you.

6.2 Correction

You may request that we correct inaccurate or incomplete personal information.

6.3 Deletion

You may request that we delete your personal information, subject to certain exceptions.

6.4 Restriction and Objection

You may request that we restrict the processing of your personal information.

6.5 Withdraw Consent

If we process your information based on your consent, you may withdraw that consent at any time.

6.6 Marketing Communications

You may opt out of receiving marketing communications by following the unsubscribe instructions included in each communication or by contacting us directly.

6.7 Do Not Track

Some browsers have "Do Not Track" features. As there is no industry standard for responding to these signals, we currently do not respond to them.

To exercise your rights, please contact us using the information provided in the "Contact Us" section below.

7. Children's Privacy

Our Services are not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will take steps to delete such information.

For patients under 18, we collect information only with appropriate parental or guardian consent and in compliance with applicable laws regarding the protection of children's privacy.

8. International Data Transfers

We are based in the United States and process information on servers located in the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States or other countries where our service providers maintain facilities.

If you are located in the European Economic Area (EEA), United Kingdom, or other regions with laws governing data collection and use that may differ from U.S. law, we ensure appropriate safeguards are in place for such transfers, such as Standard Contractual Clauses approved by the European Commission.

9. Third-Party Links and Services

Our Services may contain links to third-party websites, services, or applications that are not operated by us. This Privacy Policy does not apply to such third-party services. We encourage you to review the privacy policies of any third-party services you access through our Services.

10. Changes to Our Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email, through the Services, or as otherwise required by applicable law. We encourage you to review this Privacy Policy periodically to stay informed about our information practices.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at: support@samarawell.com