Privacy Policy

What Information Do You Collect?
In Short: We collect personal information that you provide to us such as name, address, contact information, passwords and security data, and payment information. We collect contact Information such as name, email address, mailing address, phone number. As is true of most Websites, we automatically gather information about your computer such as your IP address, browser type, referring/exit pages and operating system. When using the Aloha Practice Management, LLC hereinafter referred to as AlohaABA or AlohaABA website, you will never provide AlohaABATM with Protected Health Information (PHI) nor will AlohaABATM provide you. Credentials. We collect passwords, password hints, and similar security information used for authentication and account access. Payment data. We collect data necessary to process your payment if you decide to make a purchase, such as your payment instrument number (such as a credit card number), and the security code associated with your payment instrument. All payment data is stored by our payment processor, and you should review its privacy policies and contact the payment processor directly to respond to your questions.
What is the Information Used For?
This collected information is used to:

- Request feedback
- Send you requested product or service information
- To protect our sites
- Send product updates via email
- Improve customer service
- Personalize your experience on the Website
- Respond to your questions and concerns
- Administer contest, promotion, survey or other site features
- We process your information for purposes based on legitimates business interests, the fulfillment of our contract with you, compliance with our legal obligation, and/or your consent.
Do You Disclose my Information?
We only share information with your consent, to comply with laws, to protect your rights, or to fulfill business obligations. We may process or share data based on the following legal basis:

‍Consent: We may process your data if you have given us specific consent to use your personal information in a specific purpose.

‍Legitimate interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests.

‍Performance of a contract: Where we have entered into a contract with you, we may process your personal information to fulfill the terms of our contract.

‍Legal obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).
How Long Do You Keep My Information?
We will retain your information for as long as your account is active or as needed to provide you services. If you wish to cancel your account or request that we no longer use your information to provide you services, please contact us. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
How Can I Opt In/Out of Emails?
You may choose to stop receiving our newsletter or marketing emails by following the unsubscribe instructions included in these emails or you can contact us at 254-427-9038.
How Can I Access My Account?
Please note that users cannot update or delete previously submitted information. If your information (such as your email address) should change, we ask that you re-submit a registration form or request.
How does the platform handle PHI when using third-party integrations?
Our platform may offer optional integrations with third-party services that can enhance or extend our features. If you choose to enable one of these integrations, we may share certain Protected Health Information (PHI) with the selected third party as necessary for the integration to function. These third parties are considered our Business Associates under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and we require them to enter into Business Associate Agreements (BAAs) to ensure they meet all HIPAA requirements for privacy and security. We only share PHI with these parties when you have explicitly enabled the integration.
Do You Use Web Cookies, Beacons and Widgets?
We may use cookies, for example, to keep track of your preferences and profile information. Cookies are also used to collect general usage and volume statistical information that does not include personal information. Third Party Cookies: The use of cookies by our partners is not covered by our privacy statement. We do not have access or control over these cookies. Our partners use session ID cookies to make it easier for you to navigate our site. Our Web pages contain electronic images known as Web Beacons (sometimes called single-pixel gifs) and are used along with cookies to compile aggregated statistics to analyze how our site is used and may be used in some of our emails to let us know which emails and links have been opened by recipients. This allows us to gauge the effectiveness of our customer communications and marketing campaigns. Our Website includes Widgets and social media Features, such as the Facebook Like button, Twitter follow button, and Google+ button. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. These are either hosted by a third party or hosted directly on our Site. Your interactions with these features are governed by the privacy policy of the company providing it.
Do You Link to Other Websites?
Our Site includes links to other Websites whose privacy practices may differ from those of AlohaABATM. If you submit personal information to any of those sites, your information is governed by their privacy statements. We encourage you to carefully read the privacy statement of any Website you visit.
How Do You Secure My Information?
AlohaABATM has numerous security measures in place to help protect sensitive data within the system. These measures include a sign-in protected by SSL security. Your browser will usually display an indicator (such as a "lock" icon) when using a secure SSL connection. All AlohaABATM software applications communicate with a server hosted entirely by AlohaABATM. All communications are secured with public-key encryption.We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security. To report a security violation, please promptly call us at 254-427-9038.
Location Tracking

AlohaABA may collect and use your device’s precise location data when using our mobile applications and when you access certain features of our web platform. This location information is collected only with your permission and is used to:

  • Automatically populate session notes with accurate location data;
  • Log where session-related signatures (e.g., caregiver or staff) are captured for compliance and audit purposes;
  • Facilitate Electronic Visit Verification (EVV) in select states by integrating with authorized EVV vendors to confirm the time and place of service delivery;
  • Support billing and auditing processes that require session location information.

Data Storage and Security

Location data is securely transmitted and stored in compliance with industry standards. All location information is encrypted both in transit and at rest to protect your privacy.

Retention

Location data tied to session documentation is retained only as long as necessary to meet clinical, legal, or regulatory requirements. Once it is no longer needed, the data is securely deleted or anonymized in accordance with our data retention policy.

We do not use your location for advertising or marketing, and we do not share precise location data with third parties for those purposes.

You can disable location tracking at any time through your device settings. Please note that disabling this feature may impact your ability to log session details, capture required signatures, or complete EVV integrations accurately within the app and web platform.

Changes
AlohaABATM may revise and update the Privacy Policy at any time, without notice to you. We encourage you to periodically reread this policy, to see if there have been any changes to our policies that may affect you. This policy was last modified November 15th, 2018.
Contacting Us
If there are any questions regarding on our privacy policy, please write to us at:
‍
Aloha Practice Management, LLC
‍Attention: Privacy and Security
‍
254-427-9038
info@alohaaba.com
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