Privacy Policy for the PHI eXchange
This Privacy Policy describes the personal information the PHI eXchange LLC (“the PHI eXchange”, “we”, “our”, or “us”) collects when you use the PHI eXchange website at www.thephiexchange.com (the “Website”), how we use this information, with whom we share it, and the choices you have in connection with this.
INFORMATION WE COLLECT AND USE
Through your use of the Website, the PHI eXchange will collect personal information, which is information that identifies you directly or indirectly, as outlined below.
Information Collected From You
As you use the Website, the PHI eXchange will collect personal information when you:
- For all website visitors:
- Contact Us: When you contact us with a question or inquiry through our “Contact Us” form, we collect your identifiers (name, email address, phone number) and any other information you choose to include in your correspondence. We use this personal information to respond to your questions or inquiries, troubleshoot where necessary, and address any topics you inquire about.
- Book a Demo: When you book a demo, we collect your first name, last name, email address, phone number, and any additional comments you provide. We use this information to add you to our CRM, prepare for the demo, and coordinate scheduling.
- Email Us: If you email us directly, we collect your email address and any information included in your message to respond appropriately.
- For Partners and Resellers:
- Contact Us about being a Partner or Reseller: When you contact us through the “Become a Partner” or similar form, we collect your first name, last name, email address, phone number, and professional information (such as your company name). We use this information to respond to your inquiry and provide additional information about potential partnerships or reseller opportunities.
- Create a Partner/Reseller Account: When your partner or reseller account is created, we collect your email address and generate a password for you. This information is used to create your login credentials for account access.
- Log in to your Partner/Reseller Account: When you log in to your account, we collect your email address and encrypted password. If you log in through the “Sign in with Microsoft” button, you will be routed to a third-party website, and your information will be subject to Microsoft’s privacy policy and terms of use.
- Log in to your Billing Portal: When you log in to your billing portal, we collect your user ID and sensitive information such as your password. We use this information to log you into the billing portal.
- For Customers:
- Create a Customer Login: A customer login is created for you once your account is approved. We collect and use your information to provide access to your account and maintain your account details.
- Log in to your Customer Account: When you log in to your customer account, we collect your email address and password (encrypted). If you log in through the “Sign in with Microsoft” button, you are routed to a third-party website, and your information is subject to Microsoft’s privacy policy and terms of use.
- Log in to your Billing Portal: When you log in to your billing account, we collect your user ID and password. We use this information to securely grant you access to your billing details.
The PHI eXchange may also use the personal information collected for the above purposes to maintain business operations, comply with the law, and for other limited circumstances as described below in Section 3 of this Privacy Policy (HOW WE SHARE YOUR INFORMATION).
Information Collected Automatically
The PHI eXchange uses cookies and similar technologies to enhance your experience on the Website. Cookies are small text files stored on your device that allow us to recognize your browser and collect certain data automatically, including IP addresses, browser type, operating system, and usage patterns. We use this data to improve the functionality of the Website, analyze traffic, and tailor content to your preferences.
You can control the use of cookies through your browser settings, but please note that disabling cookies may limit the functionality of the Website.
HOW WE SHARE YOUR INFORMATION
- General Sharing
The PHI eXchange may share the personal information identified in this Privacy Policy in the following instances:
- Within the PHI eXchange: Where necessary, we will share your personal information within our organization to efficiently carry out business operations and to the extent permitted by law.
- With service providers: We will share your personal information with service providers that perform services on our behalf. These service providers include IT support, security services, payment processors, email providers, CRM platforms, and other tools that facilitate our business operations, such as HubSpot, WordPress, and other service providers we work with.
- In the event of a corporate reorganization: If the PHI eXchange enters into or intends to enter into a transaction that alters its structure, such as a reorganization, merger, acquisition, sale, joint venture, or other change of control, we may share your personal information with third parties, including the buyer or target, for the purpose of facilitating and completing the transaction.
- For legal purposes: We will share your personal information where legally required, in response to court orders, law enforcement, or legal processes, including for national security purposes; to establish, protect, or exercise our legal rights; to defend against legal claims or demands; to detect, investigate, prevent, or take action against illegal activities or fraud; or to comply with applicable law.
DO NOT TRACK
We do not support Do Not Track (DNT). DNT is a preference you can set in your web browser to inform websites that you do not wish to be tracked.
INFORMATION SECURITY
The PHI eXchange implements and maintains reasonable security measures to help protect the personal information we collect and maintain. These measures include access controls, encryption, secure storage, cloud-based backups, and regular security assessments. However, no security system is impenetrable, and we cannot guarantee that our security measures will prevent malicious attacks.
AGE RESTRICTION
The Website is not intended for individuals under the age of eighteen (18).
CHANGES TO THIS PRIVACY POLICY
We may change this Privacy Policy from time to time. We will post any changes to this page and indicate the date the changes go into effect. We encourage you to review our Privacy Policy periodically to stay informed. If changes are made that materially affect your privacy rights, we will notify you via a prominent notice on the Website and seek your consent if required.
CONTACT
If you have any questions about this Privacy Policy, please contact us at support@thephiexchange.com.