Privacy Policy

INTRODUCTION

At Top EMR, we're dedicated to transforming how healthcare information is created, used, and shared to boost practice efficiency and improve patient outcomes. We deeply value your privacy and aim to be transparent about how we collect and use your information.

This Privacy Policy explains what information we collect about you, how we gather it, how we use it, who we share it with, and the choices you have regarding your information.

When we mention "Top EMR," "we," "our," or "us," we're referring to Top EMR Inc. and our related companies (including MediScribe Pro, LLC). When we talk about the "Services," we mean all our products and services, such as our websites ("Sites"), mobile apps ("Apps"), cloud-based or licensed electronic health record systems, and associated systems like practice management systems, reminder and text message services, user portals, patient portals, and more.

For some information provided through certain Services (like our Systems, Apps such as kiosks, Sites like our patient portals and Communities, alert messages, etc.), we've made agreements with our clients (healthcare providers or their practices, which we call "Providers") that outline how we use that information ("Transaction Documents"). This Privacy Policy adds to those agreements.

Just to clarify, if you're a patient of a Provider, a visitor to our Sites, or using any of our Services but not as a customer under a Transaction Document, you're a user but not a customer (meaning you're not a Provider), so some parts of this Privacy Policy won't apply to you. Also, if you're a patient of a Provider, this Privacy Policy doesn't cover how we use Protected Health Information (explained below) that we get through the Services, like through your Provider's patient portal or the Patient App. Our use of that information is governed by the agreements we have with your Provider and laws like HIPAA (explained below). Your Provider's collection, use, and sharing of that info is covered by their own terms and privacy practices. Please direct any questions or requests about your Protected Health Information to your Provider.

By using the Services, you're agreeing to how we collect, use, share, and transfer your information as described in this Privacy Policy. This Privacy Policy isn't a contract and doesn't create any legal rights or obligations. Your use of the Services is governed by our Terms of Use.

WHAT INFORMATION WE COLLECT

When you use our Services, we might collect these types of information from you:

Personal Information: This is info that can identify, contact, or locate you, or that relates to you. Examples include your name, address, email, phone number, device info, employer, medical specialty, profession, biometric info like voice recordings, financial info, and business info, including your communication history with us. Personal Information includes Location Information and may include Usage Data. Note that we don't include Protected Health Information in "Personal Information" because it's treated differently under laws like HIPAA and is handled separately under our agreements with Providers.

Location Information: This helps locate the device you use to access our Services. It includes your device's location from GPS or Wi-Fi, IP address, and any other info indicating your current or past location.

Usage Data: Info we automatically collect about how you use our Services and your device. This can include your IP address, device's MAC address, web browser, operating system, device model and maker, performance issues, or your activity on the Services. Usually, this isn't Personal Information, but sometimes it can be.

Protected Health Information: Individually identifiable health info protected by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). See the "Personal Information" section above for more on how we handle this.

HOW WE COLLECT YOUR INFORMATION

We collect the info you give us, like when you:

Contact us (e.g., to ask for a demo or support).
Sign up for, apply for, access, or use our Services, including when you enter info on the Services.
Visit our offices.
Apply for a job with us.
Sign up for or attend webinars, conferences, or other events.
We also automatically collect some info when you use the Services, like Usage Data and when you turn on location services on your device while using the Services. With your permission, we might collect info from certain apps on your device (like your camera or photo album) to help you use certain features of the Services. If you don't want us to collect Location Information, you can turn off the location settings on your device or delete the App. Keep in mind, turning off location settings may affect some features of the Services.

We might also get info about you from other sources, like public databases, data aggregators, marketing companies, and other third parties. For example, if you're on a third-party website and request info from us, that site will send us your contact info. We might combine this info with what you give us to personalize our communications or improve the Services.

You don't have to provide any Personal Information we ask for, but if you choose not to, it might limit what we can do for you. For instance, if you don't give us your email address, we might not be able to send you important info about our Services.

HOW WE USE YOUR INFORMATION

We might use your info for these reasons:

Provide You the Services and Fulfill Your Requests: To confirm who you are, sign you up, process applications, manage your account, consider you for a job, or give you the info, products, and services you ask for. For example, providing demos, answering questions, helping with issues, or collecting your name and ID when you visit our offices.

Provide Services to Our Providers: If you're a patient of a Provider, we use your info to provide Services to them.

Communicate with You: To see if you might be interested in our Services or our business partners' products and services. If we think something might interest you, we might send you info and promotional materials. You can unsubscribe from marketing emails by using the unsubscribe link in the emails or emailing us.

Enhance Your Experience: To make your experience better when you use the Services, like customizing content and ads, and remembering your preferences.

Improve the Services: Your info helps us make the Services better. For example, using user demographics to create new features, replaying user sessions to improve experience, or using your info if there's a performance issue.

In the Event of a Business Transaction: If we're considering or go through a business change or financial deal, like a merger or sale, we might use your info in connection with that transaction.

For Legal Purposes: We'll use your info when necessary to investigate or prevent fraud, criminal activity, or harm; when required by law; or to protect our rights or property.

We might link Usage Data to your Personal Information and treat it as Personal Information. We may also de-identify your info or combine it with info from other users ("De-Identified Information") and use it for any lawful purpose.

DATA COLLECTION TECHNOLOGIES

We and our vendors use cookies, pixel tags, log files, and other technologies ("Data Collection Technologies") to help us provide the Services, customize content, figure out what might interest you, and enhance your online experience. These include:

Cookies: Small files placed on your computer that collect info about your device, preferences, and browsing patterns. We use cookies to analyze web traffic and tailor the Services to your interests. For more info, check our Cookie Notice.

Web Beacons: Transparent images used with cookies to record user actions. We use them to count and track users, check system integrity, for advertising, and statistical purposes.

User Experience and Support Products: Third-party tools that track and replay user experiences to improve the Services and provide support.

Google Analytics: Helps us understand how users interact with the Services without identifying individuals. Visit support.google.com/analytics for more info.

You can adjust your browser settings to manage cookies and pixel tags. Note that without them, some features of the Services might not work fully.

HOW WE SHARE YOUR INFORMATION

We might share your info:

At Your Direction: With third parties when you ask us to.

Internally: Within our company to provide and improve the Services.

With Our Customers: For example, sharing your info with Providers if you're a patient using the Services.

With Our Service Providers or Contractors: Companies that help us provide the Services or that offer services to us.

With Business Partners: To offer or provide you with Services or our partners' products and services.

In the Event of a Business Transaction: Sharing info with parties involved in a merger, acquisition, or sale.

For Legal Purposes: When necessary to comply with laws or protect rights.

We may share De-Identified Information in any legally allowed ways.

YOUR CHOICES; INTEREST-BASED ADS

We encourage you to let us know your preferences about how we use your info.

You can opt out of marketing communications by following the instructions in the messages or emailing us. Please allow up to 10 business days to process. We might still send you non-marketing messages about your account or our relationship.

We might use third-party providers to show ads on our behalf. These providers may collect info about your interactions with the Services and other websites to target ads. For more info and to opt out, visit the Network Advertising Initiative's website.

Some App features might need access to your device's apps like the camera. We'll ask for your permission before accessing them. You can revoke permission anytime in your device settings.

We may send push notifications to your device. You can turn these off in your device or App settings.

Residents of certain states may have additional rights as described in our U.S. State Privacy Law Supplemental Notice.

BIOMETRIC DATA

If you're a medical provider using voice recording features in the Systems (like the Speech-to-Text MediScribe Pro), your voice recordings may be collected by Top EMR's dictation service provider or others as described in the Transaction Documents. Your voiceprint may be used for transcriptions, improving features, or other purposes.

Your voiceprint is considered biometric data under certain laws. By using these features, you acknowledge and understand that your biometric data may be collected, used, stored, and shared as described. Use of your voice data by your medical practice and the dictation service provider is governed by their terms and policies.

CALIFORNIA AND COLORADO RESIDENTS

If you're a resident of California or Colorado, please see our U.S. State Privacy Law Supplemental Notice for more info on your rights. That notice adds to this Privacy Policy.

CHILDREN'S INFORMATION

We don't allow users under 13 to use the Services. We don't knowingly collect info from children under 13. If you're a parent or guardian and believe your child has provided us with personal info, please contact us  to request deletion. If we learn we've collected info from a child under 13 without consent, we'll only use it to inform them they can't use the Services and then delete it.

LINKS TO OTHER SITES

Our Services may have links to sites and services we don't control. This Privacy Policy doesn't apply to those third parties. We encourage you to review the privacy policies of every third-party site you visit.

PROTECTION OF YOUR INFORMATION

We take steps to protect your Personal Information, but we can't guarantee complete security. Remember that no internet transmission is 100% secure, and any info shared online could potentially be accessed by others.

NOTE TO INTERNATIONAL VISITORS

Our Services are intended for use in the United States. If you're accessing the Services from outside the U.S., your info will be transferred to and processed in the U.S. By using the Services, you consent to this transfer and processing.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy at any time. Changes take effect on the "last updated" date at the top. Please review it regularly. If you continue using the Services after changes are made, you accept the new terms. If you don't agree, please stop using the Services.

CONTACTING US

If you have any questions or comments about this Privacy Policy, you can contact us.