Privacy Policy

1. Introduction

ProtocolIQ (“we”, “our”, or “us”) is committed to protecting the privacy and security of personal and health information. This Privacy Policy explains how we collect, use, store, and safeguard data when clinics use our platform to manage patient protocols. By using ProtocolIQ, you agree to the practices described in this policy.

2. Information We Collect

We collect information necessary to provide protocol management services, including:

• Clinic and staff account information (names, email addresses, clinic names).
• Patient identifiers and protocol data (protocol names, dosing schedules, injection dates, progress notes).
• Usage data and system logs for platform performance and security monitoring.

3. GDPR Compliance

For users in the European Economic Area (EEA), we process personal data in accordance with the General Data Protection Regulation (GDPR). Our lawful bases for processing include:

• Contractual necessity — to provide the ProtocolIQ service under our Terms of Service.
• Consent — where explicitly obtained for specific processing activities.
• Legitimate interests — for security, fraud prevention, and service improvement, balanced against your rights.

Under GDPR, you have the right to access, rectify, erase, restrict processing of, and port your personal data. To exercise these rights, contact us at the address below.

4. HIPAA Compliance

ProtocolIQ is designed to support covered entities and business associates in meeting their obligations under the Health Insurance Portability and Accountability Act (HIPAA) and its implementing regulations. We implement administrative, physical, and technical safeguards to protect electronic protected health information (ePHI), including:

• End-to-end encryption for data in transit and at rest.
• Role-based access controls and audit logging.
• Business Associate Agreements (BAAs) available upon request.
• Regular security risk assessments and workforce training.

5. Data Anonymization Practices

Where possible, ProtocolIQ employs data anonymization and pseudonymization techniques to reduce identifiability:

• Patient-facing identifiers can be masked or replaced with clinic-assigned codes.
• Aggregated analytics are computed from de-identified datasets.
• When data is retained for research or product improvement, direct identifiers are removed or hashed.

6. How We Use Your Information

We use collected data solely to operate, maintain, and improve ProtocolIQ. Specific uses include:

• Providing protocol tracking, reminders, and dashboards.
• Delivering customer support and technical assistance.
• Ensuring platform security and preventing unauthorized access.
• Complying with legal obligations and enforcing our terms.

7. Data Sharing and Disclosure

We never sell patient data. We do not sell, rent, or trade personal information or ePHI to third parties for marketing or any other purpose.

We may share data only in the following limited circumstances:

• With service providers who perform functions on our behalf (e.g., cloud hosting, email delivery), under strict confidentiality and security obligations.
• When required by law, regulation, or valid legal process.
• To protect the rights, safety, or property of ProtocolIQ, our users, or the public.

8. Data Retention and Security

We retain personal and health information for as long as necessary to fulfill the purposes outlined in this policy, or as required by law. Data is stored on secure, SOC 2-compliant infrastructure with encryption at rest and in transit. Access is restricted to authorized personnel only.

9. Your Rights and Choices

Depending on your jurisdiction, you may have the right to access, correct, delete, or export your data. You may also object to certain processing activities or withdraw consent where applicable. To make a request, contact us using the information below.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by email or through the platform. Continued use of ProtocolIQ after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or your data rights, please contact us at:

ProtocolIQ

Email: privacy@myprotocoliq.com