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Our customers trust us to safeguard the privacy and the security of their personal information. We take the privacy of our customers, users, and visitors to our website seriously and we are committed to providing them with clear and concise terms of privacy policy.
This Privacy Policy statement is made by Conclaves consisting of all the entities (“Conclaves”, “Us”, “We”, or “Our”). The Policy governs the manner in which Conclaves collects, uses, maintains, and discloses information collected from users (each, a “User”) of the www.conclaves.ai website (“Site”), the Caregiver mobile application (“App”) as available from the Google Play Store® and the Apple App Store®, and associated solutions that we provide. This privacy policy applies to the Site and all solutions offered by Conclaves.
Your use of the Conclaves Solutions is governed by this Privacy Policy and the additional terms as set forth in the Terms of Service. By continuing to use Conclaves Solutions, you agree to the terms as set forth in the Terms of Service as well as to Conclaves’ practices of collection, tracking, use, and sharing of all the categories of your personal information as outlined in this Privacy Policy. If you do not agree with the terms set forth in either the Terms of Service or in this Privacy Policy, please discontinue your use of Conclaves Solutions. If you are using the solution on behalf of someone else (spouse, child, employer etc.), you represent that you are authorized to accept the terms set forth in the Terms of Service and this Privacy Policy on their behalf.
Conclaves and associated functionalities and are not meant for use by children. By accessing, using and/or submitting information into Conclaves, you undertake that you are 13 years of age or older. If we discover a registered user is under 13, we will promptly notify them and delete the records from the Conclaves database.
We may collect personal identification information such as but not limited to, name, phone number, email address, address, gender, date of birth, and health insurance details from Users in a variety of ways, including, but not limited to, when Users visit our Site, register on the Site, download and register with the App, request a live demo, fill out a form, and in connection with other activities, solutions, features or resources we make available on our Site and/or the App.
Users may be asked for, as appropriate, name, email address, and phone number. We collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply Personally Identifiable Information (PII), and/or Protected Health Information (PHI) except that it may prevent them from engaging in certain Site and/or App related activities.
Users may voluntarily supply Conclaves with the following aspects of Personally Identifiable Information (PII) and/or Protected Health Information (PHI) for Conclaves to provide its primary purpose functionalities. The User’s decision not to provide this information may affect their ability to avail of some of functionalities offered through the Solutions.
We may collect non-personal identification information about Users when they interact with Conclaves. Non-personal identification information may include the browser name, the type of computer, and technical information about Users’ means of connection to our Site and/or the App, such as the operating systems, the device IDs, location, the internet service providers utilized, and other similar information.
Conclaves stores a cookie on your computer if you have cookies enabled. If you do not have cookies enabled, you may not be able to use some features of Conclaves Solutions. A cookie is simply a text file, which indicates your Conclaves session identification number. This cookie will only be returned to our server if your browser is set to allow you to send cookies (you can also set it to check for permission before sending cookies).
We use cookies for a variety of purposes intended to offer better Conclaves Solutions. For example, we use this cookie to identify existing users of Conclaves when they enter the website so that we can pre-fill their information and receive a start page more optimized for current subscribers than for new users. We also use a cookie to maintain session information for logged-in users, to prevent the need for re-entry of login information when browsing outside Conclaves. We reserve the right to use cookies to deliver content specific to your needs and interests. We may also use cookies to track user trends and patterns to better understand and improve areas of our sites that our users find valuable. Information collected by Conclaves cookies is not linked to your personally identifiable information. We reserve the right to use unaffiliated third parties to provide services such as web analytics and to display ads on our sites. These types of services may utilize cookies. Cookies received with these services are collected by these unaffiliated third parties; we do not have access to this information. These cookies will not be linked to personally identifiable information provided as part of the required information needed to register for Conclaves. The use of cookies by our partners is not covered by this Privacy Policy. We do not have access to or control over these cookies.
Some web browsers incorporate a Do Not Track (DNT) or a similar feature to signal to website operators that the User does not want his/her activities tracked. However, there is currently no industry consensus as to what constitutes a DNT signal. Hence, many website operators including Conclaves do not act on DNT signals.
Some of the Protected Health Information (PHI) and Personally Identifiable Information (PII) that we collect are protected under the HIPAA (Health Insurance Portability and Affordability Act). Conclaves’ disclosure of your PHI is strictly guided by these federal rules which require us to obtain specific permission before any disclosure of your PHI.
Conclaves may collect and use Users’ personal information for the following purposes:
However, to ensure the quality of Conclaves Solutions, Conclaves will send you strictly service-related announcements on rare occasions when it is necessary. These include a “Welcome Notice” to confirm new membership, notifications of password changes or “account lockouts”, notification of any material changes to the Terms of Service or to the Privacy Policy, and other “customer satisfaction” and “customer service” issues. Generally, you may not opt out of these communications, which are not promotional in nature. If you do not wish to receive them, you can deactivate your account.
Conclaves may also contact you via push notifications for important reminders and updates. Explicit permission is sought for use of this mechanism through the mobile operating platforms. At any time during the use of the App, you have the option of activating or deactivating this option from the mobile platform’s settings menu. However, in doing so, you may lose the ability to avail yourself of some advanced features and solutions provided by Conclaves.
With Conclaves, you always control your profile and to whom your PII and PHI are sent. You should check with your service provider (with whom you may have instructed Conclaves to share your PII/PHI) to understand how they protect the privacy of your information once it is shared with them. You own your PII/PHI and can at any point decide which portions of this information can be shared, and with whom.
Your personal information will not be sold, shared, rented or traded with any affiliated or unaffiliated third parties, except to provide you with Conclaves as set forth in the Conclaves Terms of Service (this may include information exchange with our agents, vendors, or service providers who perform functions on our behalf). For example, to provide you with the primary purpose solutions, Conclaves may disclose your PHI and PII to the service provider’s office where you direct Conclaves to send your information. Conclaves may also, upon request from your service provider, share your PHI and PII with the provider, to whom the originally authorized provider is referring you. This may include a referred doctor or specialist’s office, pharmacy, laboratory, retail store, boutique, educational institution, and many others. Except when being directly referred by your service provider, the timing and the intended recipient of this disclosure is directly controlled by you, the User. Conclaves may also share your PHI and PII with the insurance provider who is listed in your profile. This is done for the purposes of eligibility verification and for billing, generation of EoB (Explanation of Benefits), and other insurance-related activities pertaining to your transaction. Conclaves employs HIPAA-compliant fax services to transmit your information to these recipients. Upon your request, Conclaves may also email you the information for your personal records. Conclaves will use a secure email service for this purpose.
Additionally, Conclaves may disclose PHI under the following circumstances:
When you register with Conclaves, you agree to authorize disclosures by Conclaves to provide you with the requisite Solution(s), and under the legal, regulatory and public health situations enumerated above. Conclaves reserves the right to share aggregated information with third parties, in which case personal information about you will never be disclosed.
Individuals have a right to an accounting of the disclosures of their protected health information by Conclaves. The maximum disclosure accounting period is the six years immediately preceding the accounting request.
Conclaves is committed to the safety and security of your personal information. At Conclaves, we maintain physical, electronic, and procedural safeguards that comply with federal standards to guard your personal information. When you enter personally identifiable information on our registration page, we encrypt that information using at least 128-bit secure socket layer technology (SSL). The Conclaves database is physically protected at a secure, third-party site and is monitored by security personnel on a 24x7 basis. Only authorized personnel can access the data center, and they must submit to multiple forms of identification including biometric authentication.
Any information transmitted from and in between Conclaves and the central database or to the customer’s devices is encrypted in motion and at rest. Additionally, all PII and PHI stored in the Conclaves database is masked to ensure that at no time, Conclaves personnel will have a view of customers’ personal information unless specifically requested by the customer for the purposes of troubleshooting or to provide specific forms of customer service. Any access to the data is strictly controlled by a role-based permission mechanism. Each role is thoroughly analyzed to ensure only the most essential data access permissions are granted to it.
Conclaves personnel also undergo periodic training on the procedural safeguards required to ensure the safety of customer information. This training includes password protection practices, office equipment safeguards, and training on deemed sensitive data. Periodic disaster recovery tests and penetration tests are conducted to ensure that Conclaves can recover from equipment failures, network events, etc. (not including natural calamities and ‘acts of god’) and to ensure that the latest intrusion techniques are safeguarded against. Policies and procedures are also in-place to ensure that Conclaves software are periodically patched for the latest hardware and software updates and also to keep up with the latest antivirus updates.
While every effort has been made to ensure the safety of your personal information, no procedure or technology is 100% dependable. Consequently, Conclaves cannot and does not guarantee the security of your personal information. In the highly unlikely event of a data breach or unauthorized disclosure of your personal information, Conclaves commits to inform you as to the timing, nature, and the extent of said disclosure (to the extent known to us) as soon as reasonably possible and to the extent required and permitted by law. We will also notify you of the steps we have taken to contain the breach and to prevent similar breaches in the future, and the steps you can take to protect yourself.
In connection with your use of Conclaves Solutions, Conclaves will collect and retain your personal information that you have provided directly to Conclaves for as long as you are an active User of Conclaves. Should you decide to cancel the Conclaves Solution, we will discontinue the collection of information. We reserve the right to retain the information collected up to the date of your cancellation of the Conclaves Solution for as long as is legally required. This requirement is governed by state laws. New York State law requires medical records be retained for a period of 6 years for adults and in case of minors, for a period of 6 years plus 1 year after the minor User turns 18. This data will continue to be maintained under the same security and privacy controls that are in place for active Conclaves users until it can be safely deleted.
Conclaves Solutions include a user profile update form for reviewing or updating personal information provided. If your personally identifiable information provided to Conclaves changes, or if you no longer desire our solution, you may correct or delete it by logging into Conclaves.
Users may find advertising (“ads”) or other content on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors, and other third parties. We do not control tracking mechanisms or the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy and customer service policies which may also change. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.
Conclaves reserves the right to update this privacy policy at any time. When we do, we will update the Privacy Policy on the App as well as revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.
By using this Site and/or the App, you agree to the policy and Terms of Service. If you do not agree to this policy, please discontinue using our Site and/or the App. Your continued use of Conclaves following the posting of changes to this policy will be deemed as your acceptance of those changes.
If you have any questions about this Privacy Policy, disputes, or complaints regarding the use and handling of your personal information, questions regarding the practices of this Site and the App, or your dealings with Conclaves in general, please contact us at:
Website: www.conclaves.ai
Address: 2603 Camino Ramon, Bishop Ranch 3, Suite 200, San Ramon, CA 94583, USA
Phone: (+1) 866-224-2680
Email: support@conclaves.ai
This document was last updated in August 2024.
Contact Conclaves (+1) 866-224-2680 or support@conclaves.ai
Legal & Compliance
Company
Solutions
Address
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