Privacy Policy

01 Scope of this policy

This policy applies to personal information collected through Hoziva’s public website, inquiry and account-registration experiences, communications with our team, and related online interactions that link to this policy.

It does not replace a separate privacy notice provided by a hospital, clinic, laboratory, pharmacy, employer, or other organization that uses Hoziva. If you are a patient and have questions about your medical record, contact the healthcare provider that collected or maintains it. Product-specific data-processing terms may supplement this policy.

02 Information we collect

Depending on how you interact with us, we may collect or receive the following categories:

• Contact and inquiry information: for example, your name, email address, and the contents of a message you choose to send us.
• Account registration information: the signup form asks for your name, organization, work email, phone number, and password. The form also requires you to accept the Terms & Conditions and this Privacy Policy. Password confirmation and the checkbox are used by the form interface and are not included in its JSON signup request.
• Account and service information: if you or your organization use Hoziva products, information needed to administer accounts, provide requested features, respond to support requests, and maintain service records may be processed. The categories depend on the product and configuration.
• Technical and usage information: when you visit a website, the browser and hosting infrastructure may process technical information such as IP address, device and browser characteristics, requested pages, timestamps, and diagnostic or security events. The exact logs depend on the hosting and service configuration.
• Communications and preferences: information you provide when you communicate with us, request a demonstration, or tell us how to respond to you.

Please do not include patient-identifiable or other sensitive health information in a general website inquiry or account-registration form. Use only an approved, configured Hoziva product workflow for health information, and only where your organization is authorized to do so.

03 How information is collected

We collect information directly when you complete a form, contact our team, or use an account. The website’s account-registration form sends the name, organization, email, phone number, and password that you enter to Hoziva’s signup service to process the registration request.

The demo-request form sends the name, organization, email, phone number, selected product or workflow, and optional message that you provide to Hoziva’s demo-request service so the team can respond to your inquiry.

We may also receive information from your organization or service administrators when they create or manage accounts, and from service providers that support website hosting, security, communications, or product operation. The actual sources depend on the service you use.

The contact page presents a form for name, email, and message. Its submission handler is separate from this page; if you prefer, contact us directly at info@hoziva.com. Do not send passwords or patient records through ordinary email.

04 How we use information

We may use personal information, as appropriate and permitted by law, to:

• Respond to questions, contact requests, and support needs.
• Process account-registration requests and administer user accounts.
• Provide, maintain, secure, troubleshoot, and improve the website and the services requested by customers.
• Communicate service-related information, changes, or important notices.
• Protect people, systems, and information; detect misuse; and investigate security or operational issues.
• Meet legal obligations and establish, exercise, or defend legal claims.

Where required by applicable law, we will identify an appropriate legal basis or obtain consent for a specific processing activity. We do not use this website policy to make claims about the legal basis for processing in every customer deployment.

05 Health and patient information

Hoziva products are designed for healthcare organizations and may support workflows involving patient or health information, depending on the product and configuration. Such information can be sensitive and may be subject to additional legal, professional, contractual, and organizational requirements.

When a healthcare organization uses Hoziva to manage patient information, that organization is responsible for determining its authority to collect and use the information, providing required notices, and configuring access appropriately. The parties’ roles and responsibilities for that information—including any controller, processor, fiduciary, or equivalent status—must be determined from the facts, applicable law, and relevant customer or data-processing agreement.

Patients should direct requests about access to, correction of, or deletion of their medical records to the healthcare provider responsible for those records. Hoziva may assist a customer with such requests under the applicable agreement and law.

06 When information is shared

We may disclose personal information, as permitted by law and as necessary, to:

• Service providers: providers that help operate hosting, infrastructure, communications, support, security, or other contracted services. They may process information on our behalf under arrangements applicable to the service.
• Your organization: account or service information may be made available to authorized administrators or users within the organization that provides or manages your account, subject to product permissions and the customer’s configuration.
• Connected services: third parties you or your organization choose to connect or use with Hoziva, as governed by the applicable configuration and third-party terms.
• Legal and safety recipients: authorities, courts, regulators, or other parties where required by law, legal process, or to protect rights, safety, and security.
• Business transfers: a successor or relevant party in a merger, restructuring, financing, or transfer of business, subject to applicable law and appropriate safeguards.

We do not describe a blanket sale or advertising-sharing practice here. Any sharing for a new purpose will be handled in accordance with applicable law, the relevant customer agreement, and any notice or consent that is required.

07 Third-party services

The website currently loads web fonts from Google Fonts and displays a Google Maps embed on the contact page. When your browser loads those resources, Google may receive technical information such as your IP address, browser details, and the request for the resource, and may process it under its own privacy terms. The map is supplied by Google; we do not control its operation or data practices.

The signup form sends registration information to Hoziva’s signup service at back.hoziva.com. Other product integrations, communication services, or third-party features may be available depending on your deployment. Their data practices are governed by their own privacy notices and the relevant customer configuration or agreement.

For more information about a third party’s processing, review the privacy information provided by that third party. We encourage you to consider this before using an embedded or connected service.

08 Cookies and similar technologies

Our website and services may use cookies or similar technologies where needed for operation, security, user preferences, or account features. The CodeIgniter framework configuration includes a session-cookie setting; whether a cookie is set depends on the feature and request being used. Third-party embedded content, such as Google Maps, may also use its own technologies when loaded.

You can use your browser settings to review, block, or delete cookies. Blocking cookies may affect some website or account functionality. If a service offers a separate cookie preference tool, your choices can also be managed there. This website does not currently present a dedicated cookie-consent interface, so browser controls are available for managing cookies and similar technologies.

We have not identified analytics or advertising-pixel scripts in the public page code reviewed for this policy. If those tools are added, this policy and any required consent mechanism should be updated before they are used.

09 Data retention

We retain personal information for as long as reasonably necessary for the purpose for which it was collected, including to provide requested services, maintain accounts, respond to inquiries, meet legal or contractual obligations, resolve disputes, and protect security. Actual retention periods vary by information type, service configuration, customer agreement, and applicable law.

For patient or customer data in a deployed product, retention, export, and deletion are governed by the applicable customer agreement and data-processing arrangements. Contact your healthcare organization for patient-record retention requirements. We do not specify a single retention period in this policy because it may differ by service and legal obligation.

10 Security

We use safeguards intended to protect personal information appropriate to the nature of the service and the information involved. Security measures may include administrative, technical, and organizational controls, with details depending on the product, hosting, and customer deployment.

No website, transmission, or storage method can be guaranteed completely secure. You are responsible for protecting your credentials, using authorized devices and accounts, and notifying us promptly if you believe an account or information has been compromised. Security commitments for a specific product are set out in the applicable customer agreement or security documentation.

11 International processing

Hoziva, its service providers, or connected services may process information in locations that differ from your own, depending on the product and hosting configuration. The location of a specific customer’s data should be confirmed in that customer’s contract or deployment documentation.

Where information is transferred across borders, we will handle the transfer in accordance with applicable legal requirements and any safeguards required for the relevant service. Contact us or your organization’s Hoziva administrator for deployment-specific information.

12 Your privacy rights

Depending on where you live and the circumstances of processing, applicable law may give you rights to request access to, correction of, deletion of, or a copy of certain personal information; to object to or restrict certain processing; to withdraw consent where processing is based on consent; or to complain to a relevant regulator.

To make a request about information that Hoziva handles directly, contact us using the details below. We may need to verify your identity and clarify the request. If your information is held by a hospital, clinic, laboratory, pharmacy, employer, or other Hoziva customer, contact that organization first; it may be responsible for responding, and we will assist it as required by the applicable agreement and law.

Our response may be limited where the law permits or requires, including to protect another person’s rights, comply with legal duties, or preserve records that must be retained. We will not discriminate against you for exercising a right available to you under applicable law.

13 Children's privacy

The public website and account-registration form are intended for healthcare professionals, organizations, and other adults acting in a professional or business capacity, not for children to create accounts directly. Healthcare organizations may use configured products in pediatric care workflows; any processing of children’s information must be managed by the responsible organization in accordance with applicable law, consent requirements, and the relevant customer agreement.

If you believe a child has provided personal information directly through the public website without appropriate authorization, please contact us so we can review the request.

14 External websites

The website may link to third-party websites, including Hoziva’s blog or external account and career services. Those sites are operated independently and have their own privacy practices. This policy does not apply to information you provide directly to them. Review their privacy notices before submitting personal information.

15 Changes to this policy

We may update this policy as our website, services, or legal obligations change. We will post the updated version on this page and revise the “Last updated” date. If a change is material, we will provide additional notice when required by law or an applicable customer agreement. Please review this page periodically.