Privacy Policy

Introduction

HiveSync VA ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

HIPAA Compliance

As a provider of virtual assistant services to dental practices, we understand the critical importance of maintaining the confidentiality and security of Protected Health Information (PHI). HiveSync VA is fully committed to HIPAA compliance and maintains appropriate administrative, technical, and physical safeguards to protect PHI.

• All virtual assistants undergo comprehensive HIPAA training
• We maintain Business Associate Agreements (BAAs) with all dental practice clients
• Access to PHI is restricted on a need-to-know basis
• We implement encryption for data in transit and at rest
• Regular security audits and risk assessments are conducted

Information We Collect

Personal Information

When you interact with our services, we may collect:

• Contact information (name, email address, phone number)
• Practice information (practice name, address, specialty)
• Communication preferences
• Billing and payment information

Protected Health Information (PHI)

When providing services to dental practices, our virtual assistants may access PHI necessary to perform their duties, including:

• Patient demographic information
• Insurance information
• Treatment and billing records
• Appointment scheduling information

Automatically Collected Information

We may automatically collect certain information when you visit our website:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent on pages, navigation paths)
• Cookies and similar tracking technologies

How We Use Your Information

We use the information we collect to:

• Provide and improve our virtual assistant services
• Process insurance claims and billing operations
• Schedule and manage patient appointments
• Communicate with you about our services
• Comply with legal obligations and regulatory requirements
• Detect and prevent fraud or security breaches
• Analyze and improve our website and services

Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share information only in the following circumstances:

• With Your Consent: We will share information when you explicitly authorize us to do so
• Service Providers: We may share information with trusted third-party service providers who assist in operating our business (e.g., payment processors, technology providers)
• Legal Requirements: We may disclose information when required by law, court order, or governmental regulation
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity
• Protection of Rights: We may disclose information to protect our rights, property, or safety, or that of our clients or others

Data Security

We implement industry-standard security measures to protect your information:

• Encryption of data in transit using SSL/TLS protocols
• Encryption of data at rest
• Multi-factor authentication for system access
• Regular security audits and vulnerability assessments
• Employee training on data security and privacy practices
• Secure data centers with physical access controls
• Regular backups and disaster recovery procedures

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. PHI is retained in accordance with HIPAA requirements and applicable state laws.

Your Rights

Depending on your location, you may have the following rights:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Restriction: Request restriction of processing of your information
• Objection: Object to processing of your information for certain purposes
• Data Portability: Request transfer of your information to another service provider

For PHI, you have additional rights under HIPAA, including the right to request an accounting of disclosures.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our website. You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Children's Privacy

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: