Privacy Policy

Introduction

Cobalt Orchard Health Systems ("Company," "we," "us," or "our") operates the Cobalt Orchard platform and related services. This Privacy Policy explains how we collect, use, disclose, and otherwise handle information when you interact with our website, services, and applications (collectively, the "Services").

We are committed to protecting your privacy and ensuring you have a positive experience on our website and through our services. This Privacy Policy applies to all users, including healthcare providers, administrators, patients, and other individuals who interact with our Services.

Information We Collect

Information You Provide

We collect information you voluntarily provide when you contact us, create an account, submit forms, or interact with our Services. This includes:

• • Contact information (name, email address, phone number, organization)
• • Account information (username, password)
• • Healthcare provider information (credentials, specialties, locations)
• • Patient information submitted through our platforms (as determined by your healthcare provider)
• • Messages, feedback, or inquiries you send to us
• • Payment and billing information (processed securely; we do not store full credit card details)

Information Collected Automatically

When you use our Services, we automatically collect certain information about your device and usage:

• • Device information (type, operating system, browser type)
• • IP address and general location information
• • Access logs (pages viewed, time spent, actions taken)
• • Cookies and similar tracking technologies
• • Referral sources and navigation paths

Information from Third Parties

We may receive information from your healthcare provider's EHR system or other integrated systems as necessary to provide our Services. We may also receive information from analytics providers and other service partners.

How We Use Your Information

We use the information we collect to:

• • Provide, maintain, and improve our Services
• • Process transactions and send related information
• • Respond to your inquiries and provide customer support
• • Send administrative communications and updates
• • Personalize your experience and deliver tailored content
• • Analyze usage patterns and measure Service effectiveness
• • Ensure security and prevent fraud or unauthorized access
• • Comply with legal and regulatory requirements
• • Develop new features and services
• • Monitor and improve healthcare outcomes (where applicable and properly authorized)

We use aggregated, de-identified information for research, analytics, and reporting purposes without restrictions.

How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

• • With your healthcare provider: As necessary to deliver Services and comply with your healthcare provider's directives
• • Service providers: Vendors who assist us (hosting, analytics, payment processing) under data processing agreements
• • Legal compliance: When required by law, regulation, or legal process
• • Business transfers: In connection with a merger, acquisition, or asset sale
• • With your consent: For any other purpose you specifically authorize

Healthcare organizations using our platform may share patient information through our Services to facilitate care coordination and treatment. This is governed by HIPAA Business Associate Agreements and your healthcare provider's privacy practices.

Data Security and Protection

We implement comprehensive technical and organizational security measures to protect your information:

• • Encryption in transit (HTTPS/TLS) and at rest
• • Secure authentication (multi-factor authentication available)
• • Regular security audits and penetration testing
• • Access controls and least-privilege principles
• • Audit logging and monitoring
• • Incident response and data breach notification procedures
• • Employee training and access restrictions

While we maintain robust security practices, no system is completely secure. We cannot guarantee absolute security, and you use our Services at your own risk.

Data Retention

We retain your information for as long as necessary to provide Services and fulfill the purposes outlined in this Privacy Policy. Retention periods vary based on the type of information and applicable legal requirements:

• • Account information: Retained while your account is active, plus 30 days after deletion
• • Healthcare data: Retained according to applicable healthcare regulations and your healthcare provider's retention policies
• • Usage logs and analytics: Generally retained for 90 days
• • Legal and compliance records: Retained for 7 years or as required by law

You may request deletion of your personal information at any time, subject to legal and contractual obligations.

Your Privacy Rights

Depending on your location and applicable privacy laws, you may have certain rights regarding your personal information:

• • Access: The right to request access to your personal information
• • Correction: The right to request correction of inaccurate information
• • Deletion: The right to request deletion of your information (subject to legal holds)
• • Portability: The right to request your data in a portable format
• • Opt-out: The right to opt out of non-essential communications

To exercise any of these rights, please contact us using the information provided below. We will respond to requests within 30 days.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and analyze usage:

• • Essential cookies: Required for authentication and security
• • Performance cookies: Help us understand usage and improve Services
• • Analytics cookies: Collect aggregated usage data

Most browsers allow you to control cookies through settings. Disabling cookies may affect functionality of our Services.

Third-Party Links

Our website may contain links to third-party sites. We are not responsible for their privacy practices. We encourage you to review their privacy policies before providing personal information.

Contact Us

If you have questions about this Privacy Policy or our privacy practices:

Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by email or by posting the updated policy on our website with an updated "Last updated" date. Your continued use of our Services constitutes acceptance of the updated Privacy Policy.