Table of Contents

Privacy Policy

Last updated: July 20, 2025

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • Account means a unique account created for You to access our Service or parts of our Service.
  • Affiliate means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
  • Application refers to HealthTasks, the software program provided by the Company.
  • Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to NurseTasks LLC DBA HealthTasks.
  • Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
  • Country refers to: Virginia, United States
  • Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.
  • Personal Data is any information that relates to an identified or identifiable individual.
  • Service refers to the Application or the Website or both.
  • Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.
  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
  • Website refers to HealthTasks, accessible from https://healthtasks.ai
  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Address, State, Province, ZIP/Postal code, City
  • Usage Data

Usage Data

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Compliance Documents and Records

As part of our educational and clinical compliance services, we collect and process various compliance documents and records required by educational institutions and healthcare facilities. These documents may include:

  • Vaccination Records: Immunization records, COVID-19 vaccination status, and other required vaccinations
  • Background Checks: Criminal background check results, fingerprinting records, and clearance documentation
  • Drug Screening: Drug test results, substance abuse screening reports, and related documentation
  • Health Physical Records: Pre-placement physical examinations, health assessments, and medical clearance forms
  • Certifications and Licenses: Professional licenses, certifications, continuing education credits, and credentialing documents
  • Clinical Competency Records: Skills assessments, competency evaluations, and clinical performance documentation
  • Training Records: Mandatory training completion certificates, safety training documentation, and educational transcripts
  • Institutional Requirements: Any additional documents required by specific educational institutions or clinical facilities

All compliance documents are processed and stored in accordance with HIPAA and FERPA requirements, with appropriate encryption and access controls as detailed in our HIPAA and FERPA Compliance section.

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Address, State, Province, ZIP/Postal code, City
  • Usage Data

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:

  • Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
  • Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.
  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
  • For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
  • To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
  • To manage Your requests: To attend and manage Your requests to Us.
  • For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
  • For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
  • For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
  • With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
  • With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Retention of Your Personal Data

The Company will retain Your Personal Data for a maximum period of 3 years from the date of collection or last interaction with our Service, whichever is later. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

After the 3-year retention period, we will securely delete or anonymize your Personal Data unless we are legally required to retain it for a longer period. In such cases, we will retain the data only for the minimum additional time required by law.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Delete Your Personal Data

You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.

Our Service may give You the ability to delete certain information about You from within the Service.

You may update, amend, or delete Your information at any time by signing in to Your Account, if you have one, and visiting the account settings section that allows you to manage Your personal information. You may also contact Us to request access to, correct, or delete any personal information that You have provided to Us.

Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights or property of the Company
  • Prevent or investigate possible wrongdoing in connection with the Service
  • Protect the personal safety of Users of the Service or the public
  • Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Infrastructure Security and Compliance

Our application infrastructure is built on Supabase, which is SOC 2 Type 2 compliant. This means our underlying infrastructure has been independently audited to ensure adherence to stringent security, availability, processing integrity, confidentiality, and privacy standards. For detailed information about Supabase's compliance certifications, please refer to Supabase's SOC 2 Compliance documentation.

We implement comprehensive security measures including Row Level Security (RLS) policies at the database level and fallback Role-Based Access Control (RBAC) at the application layer to maintain data security. This multi-layered approach ensures that data access is strictly controlled and monitored at both the database and application levels.

Additional security measures include encryption in transit and at rest, regular security assessments, and continuous monitoring to ensure comprehensive protection of your data.

When You visit our Service, we may use cookies and similar technologies to help us recognize and serve You better. Cookies are small pieces of data that are stored on Your computer or mobile device when You visit a website. Cookies are widely used by website owners in order to make their websites work, or to work more efficiently, as well as to provide reporting information.

HIPAA and FERPA Compliance

HealthTasks is committed to maintaining the highest standards of privacy and security for all clinical and educational data. We comply with the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA) to ensure the protection of sensitive information.

Clinical Eligibility Documents

We collect and process clinical eligibility documents and other sensitive healthcare information. All such documents are handled with the utmost care and security, including:

  • Encryption in Transit: All data transmitted between users and our systems is encrypted using industry-standard TLS/SSL protocols
  • Encryption at Rest: All stored clinical documents and data are encrypted using AES-256 encryption
  • Signed URLs: Secure, time-limited URLs are used for document access to prevent unauthorized sharing
  • Role-Based Access Controls: Access to clinical data is strictly controlled based on user roles and permissions
  • IAM Policies: Comprehensive Identity and Access Management policies govern all system access

Business Associate Agreements (BAAs)

We maintain Business Associate Agreements (BAAs) with our cloud service providers to ensure HIPAA compliance:

  • AWS BAA: Amazon Web Services maintains a BAA with us for HIPAA-compliant cloud infrastructure
  • GCP BAA: Google Cloud Platform maintains a BAA with us for additional HIPAA-compliant services
  • Service Partner Compliance: All third-party service providers are required to maintain appropriate security measures

FERPA Compliance

For educational institutions and student data, we maintain FERPA compliance through:

  • Directory Information Controls: Strict controls over the release of student directory information
  • Parental Rights: Support for parental access rights to student records as required by FERPA
  • Educational Records Protection: Enhanced security measures for all educational records
  • Consent Management: Proper consent mechanisms for sharing student information

We regularly review and update our compliance measures to ensure continued adherence to HIPAA and FERPA requirements. For questions about our compliance practices, please contact our compliance team at [email protected].

Artificial Intelligence and Data Privacy

HealthTasks incorporates artificial intelligence (AI) technologies to enhance our services and provide intelligent features. This section outlines how we handle your data when using AI services.

AI Service Provider

Our AI services are powered by Google Gemini API. When using paid services, Google does not use your prompts (including associated system instructions, cached content, and files such as images, videos, or documents) or responses to improve their products. Google processes your prompts and responses in accordance with their Data Processing Addendum for Products Where Google is a Data Processor.

Google logs prompts and responses for a limited period of time, solely for the purpose of detecting violations of their Prohibited Use Policy and any required legal or regulatory disclosures. This data may be stored transiently or cached in any country in which Google or its agents maintain facilities.

For detailed information about Google's data governance practices, including data retention, security measures, and privacy protections, please refer to Google's Gemini API Terms of Service.

AI Data Processing

When you use AI-powered features in our Service, your data may be processed by AI algorithms to generate responses, recommendations, or analysis.

All AI processing is subject to the same security measures and privacy protections outlined in this Privacy Policy. We ensure that any data shared with our AI service provider is handled in accordance with applicable data protection laws and our contractual obligations.

AI Data Retention

Data processed through our AI services follows the same retention policies outlined in our "Retention of Your Personal Data" section. AI-processed data is retained for a maximum of 3 years from the date of collection or last interaction, unless we are legally required to retain it for a longer period.

Google's data retention policies for AI services are detailed in their data governance documentation, which includes specific retention periods for different types of data processing scenarios.

Payment Processing and PCI Compliance

HealthTasks processes payments through secure, industry-standard payment processing services to ensure the protection of your financial information.

Payment Service Provider

We use Stripe as our payment processing provider for all subscription fees, setup fees, implementation fees, and other service charges. Stripe is a leading payment processor that provides secure, PCI DSS compliant payment processing services.

Stripe handles all aspects of payment processing, including credit card transactions, payment method storage, and billing management through their secure customer portal.

PCI DSS Compliance

Stripe is certified as a PCI Level 1 Service Provider, which is the highest level of PCI DSS compliance available. This means Stripe has been independently audited and certified to meet the strictest security standards for handling payment card data.

By using Stripe for payment processing, we ensure that all payment card data is handled in accordance with PCI DSS requirements, including:

  • Secure Data Transmission: All payment data is encrypted during transmission using industry-standard encryption protocols
  • Secure Data Storage: Payment card data is stored using secure, encrypted methods that meet PCI DSS standards
  • Access Controls: Strict access controls limit who can access payment data and under what circumstances
  • Regular Security Testing: Ongoing security testing and vulnerability assessments ensure continued compliance
  • Incident Response: Comprehensive incident response procedures in case of security events

Payment Data Security

We do not store, process, or have access to your complete payment card information. All sensitive payment data is handled exclusively by Stripe's secure systems. We only receive and store:

  • Payment confirmation and transaction status information
  • Billing contact information (name, email, billing address)
  • Subscription and billing history for account management purposes

For detailed information about Stripe's security practices and PCI compliance, please refer to Stripe's Security documentation.

Children's Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent's consent before We collect and use that information.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us by email: [email protected]