SmartBran is committed to protecting the privacy and security of all individuals and organizations who use the SmartBran platform. This Privacy Policy explains how we collect, use, share, protect, and store personal information—including Protected Health Information (PHI)—in compliance with applicable federal and state laws, including HIPAA.

 

SmartBran, LLC. (we”, “us”, “our”) owns and operates the website www.smartbran.io, the mobile version, all underlying software, (or is the licensee) and any sites we have now or in the future that reference these Terms & Conditions (collectively the "Site and Application”).

 

Before taking advantage of the many useful services offered here, please take a minute to ensure that you understand these Terms & Conditions (“Terms”), which govern your access to and use of the platform. By accessing or using the platform (including all content and functionality), you agree to be bound by these Terms and any additional terms applicable to certain programs in which you may elect to participate. If you do not agree with any of these Terms, please do not access or use the application. By accessing and using our application, you also agree to the terms in our Privacy Policy, which explains what information we collect, how we gather and use the information, our policies for protecting and disclosing information, and the options you have regarding your information.

 

SmartBran reserves the right, in our sole discretion, to make updates or changes to the platform and these Terms at any time. The “Last Updated” legend above indicates when these Terms were last changed. All changes are effective immediately upon posting to the platform. Continued use of the platform following the posting of revised terms will indicate your acknowledgment and agreement to be bound by the revised Terms.  For this reason, we encourage you to review these Terms whenever you use our platform. Certain provisions of these Terms may be superseded by expressly designated legal notices or terms located on particular pages at www.smartbran.io. 

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1. ELECTRONIC CONTRACTING

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By accessing and using this platform, you agree to contract electronically with SmartBran and agree to these Terms and our Privacy Policy. You agree that these electronic Terms combined with your act of using the services offered on our Site, have the same force and effect as your written signature and satisfy any laws that require a writing or signature, including any applicable Statute of Frauds. You further agree that you will not challenge the validity, enforceability, or admissibility of these Terms on the basis that it was electronically transmitted or authorized. You further acknowledge that you have had the opportunity to print this agreement.

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2. AGE RESTRICTIONS

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This Site is considered to be a general audience site. SmartBran does not intend that any portion of the platform will be accessed or used by children under the age of 13, and such use is prohibited. If you use this platform to register an account, purchase a product from us, or enter our online surveys, sweepstakes contests, or drawings, you affirm that you are at least 18 years of age, or possess legal parental or guardian consent, and are fully able and competent to enter into, and comply with, the terms, conditions, obligations, affirmations, representations, and warranties set forth in these Terms, our Privacy Policy, and our Purchase Terms and Conditions. Please contact us at support@smartbran.io, if you believe your child has provided us with personal information in connection with the Site.

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3. INTELLECTUAL PROPERTY

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All right, title, and interest in and to the SmartBran platform and its content, features, and functionality, including, but not limited to, products, information, materials, text, graphics, photographs, illustrations, videos, displays, images, audio, music, button icons, data compilations, files, software, other works of authorship, and the design, selection, arrangement, and compilation thereof (collectively "Content"), and all intellectual property rights in the platform, are retained by SmartBran, our affiliates, our partners or our licensors, and are protected by copyright, trademark, patent, intellectual property, and other laws of the United States and foreign countries.

 

You may access and use our platform solely for personal, non-commercial purposes, however we recommend commercial use to better serve our ideal clientele. No right, title or interest in or to the platform is transferred to you, and all rights not expressly granted are reserved by SmartBran. Except as expressly provided in these Terms, you are expressly prohibited from copying, selling, assigning, licensing, renting, reproducing, distributing, modifying, disassembling, decompiling, reverse engineering, creating derivative works of, publicly displaying, publicly performing, marketing, downloading, storing, transmitting, disclosing, or otherwise exploiting any part of the platform or any Content available on or through the platform without the express prior consent of SmartBran.

 

You may use information on our products and services purposely made available by SmartBran for downloading from our website and platform, provided that you (1) do not remove or alter any copyright, trademark, or other proprietary rights notice in any and all copies of Content from the website and platform; (2) make no modifications to any Content or copies of any Content from our website and platform; (3) do not use any pictures, photographs, illustrations, video or audio sequences or any graphics separately from the accompanying text; (4) not make any additional representations or warranties relating to such information; (5) otherwise access or use any part of the website and platform, or any Content available on or through the website and platform, for any purpose other than personal use and consumption.

 

Except as set forth in this Section 3, if you access or use, or provide any other individual with access, to any part of the website and platform in breach of these Terms, your right to use the website and platform will terminate immediately and you must, at our option, return or destroy any copies of the Content you made. SmartBran also reserves the right to terminate your authorization to use any services available on or through the website and platform to delete any one or more of your related accounts immediately and at any time if you breach or threaten to breach these Terms.

 

The trademarks, logos, service marks, and product marks displayed on the website and platform are the registered and unregistered marks of SmartBran, our affiliates or related companies, our partners, or our licensors, and are protected by U.S. and international trademark laws. All other trademarks not owned by us, our affiliates or related companies, our partners or our licensors that appear on the website and platform are the property of their respective owners, who may or may not be affiliated with, connected to, or sponsored by us.

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4. ACCURACY OF INFORMATION

 

We endeavor to provide complete, accurate, up-to-date Content on our platform. Unfortunately, it is not possible to ensure that any platform is completely free of human or technological errors. Notwithstanding our best efforts, our platform may contain typographical inaccuracies, mistakes, or omissions, some of which may relate to pricing and availability, and some Content may not be complete or current. As a result, we do warrant, and are responsible for, the accuracy, reliability, completeness, or usefulness of the Content available on or through our platform, not related to human error or technical error outside of our control. We also have made every effort to display as accurately as possible the colors, sizes, and shapes of the products that appear on our platform. We cannot guarantee that your computer, smart devices or monitor displays of any product will be accurate (pictures, photographs, images, videos, and graphics) on our platform are for illustration-purposes only. 

 

We reserve the right to correct any errors, inaccuracies or omissions, and to discontinue, add to, modify, upgrade, or replace all aspects of the platform in our sole discretion and without notice. In particular, we reserve the right in our sole discretion to modify, supplement, discontinue, or remove any Content appearing on or transmitted through the platform. We also reserve the right to adjust prices, products and special offers at any time at our discretion.

 

We collect information in several categories relevant to platform functionality; Personal Information, Protected Health Information (PHI) and Usage and System Data. 

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4.1 PERSONAL INFORMATION

 

Non-PHI personal information may include a user’s full name, contact details (such as email and phone number), role or job title, login credentials, profile information, and certain device details like IP address, browser type, and device type. SmartBran collects this information to ensure the platform functions securely, efficiently, and in a personalized way for each user. A full name and role help verify identity and assign proper access levels within an organization. Contact information enables essential communication such as system alerts, scheduling updates, password recovery, and account-related notifications. Login credentials are required to authenticate users and protect the platform from unauthorized access. Profile details allow the system to tailor the user’s experience, optimize workflows, and support role-based features. Device information, such as IP address and browser type, is collected to maintain platform security, detect potential misuse, improve compatibility, and enhance performance across various devices. Although this information is not considered PHI, it is essential for maintaining SmartBran’s security standards, supporting user functionality, and ensuring reliable access to the platform.

 

4.2 PROTECTED HEALTH INFORMATION (PHI)

 

PHI collected and processed includes, depending on your use of the platform, client or patient demographic information, service documentation, schedules and appointment details, care notes and activity logs, transportation logs, identifiers related to healthcare operations, incident or compliance documentation, and any other information covered under HIPAA. We enable functional comprehensive, compliant, and operationally effective solutions for healthcare and service-based organizations. Client or patient demographic information is accurately identified in relation to coordinating care, and ensuring records matched across SmartBran services. Service documentation, care notes, and activity logs are embedded in SmartBran providing and maintaining continuity of care, support clinical or non-clinical decision-making, meet regulatory documentation requirements, and track service outcomes in real-time. Schedules and appointment details are managed by human interaction through staff workflows, eliminating service gaps, and reducing administrative burden. Transportation logs support non-medical transportation coordination, route optimization, and compliance with service delivery standards—especially for organizations documenting pick-up/drop-off events or time-specific interactions. Operation identifiers and incident or compliance documentation meets audit requirements, track risk-related events, and maintains accountability. SmartBran to provide secure data management, workflow automation, quality reporting, and regulatory compliance, all while supporting the daily operations necessary for reliable client care and service delivery. We only access or process PHI as permitted under the Business Associate Agreement (BAA).

 

4.3 USAGE AND SYSTEM DATA 

 

Usage and system data—such as login timestamps, IP addresses, pages and features used, system performance metrics, error logs, and audit trail activity—are essential for SmartBran to maintain a secure, reliable, and compliant platform. Login timestamps and IP addresses are verified through account access to insure legitimate and consistent normal user behavior. These details support fraud detection, prevent unauthorized access, and strengthen HIPAA-required security monitoring. Tracking which pages and features users interact with in the SmartBran platform to identify high-value features, optimize workflows, and make informed improvements that better support providers and administrators. This usage information also helps SmartBran tailor onboarding, training, or support based on real engagement patterns, improving overall user experience.

 

System performance metrics and error logs ensure platform efficiency. Performance metrics identify slow processes, bottlenecks, or workload spikes that could affect service delivery—critical in environments where scheduling, documentation, or transportation coordination must function without interruption. Error logs support development teams to quickly diagnose system issues, prevent downtime, and continuously improve platform stability. Audit trail activity—such as; accessed, edited, or deleted records—is a core component of HIPAA compliance, providing full traceability and accountability for every interaction with client data. Audit trails support internal oversight, reduce risk, strengthening trust in users by ensuring all actions within the system are tracked and reviewable. 

 

Usage and system data enables SmartBran to protect sensitive information, optimize performance, meet regulatory standards, and provide a secure and dependable experience for all users. This information supports security, compliance, and service improvement throughout the SmartBran platform.

 

4.4 ACCOUNT MANAGEMENT 

 

We collect and maintain certain user information that enables the platform to deliver a secure, personalized, and properly configured experience. The Creation and maintenance of user accounts requires basic profile information so each individual can be uniquely identified within an organization, by access permissions, documentation capabilities, and role-based features are correctly assigned. Verifying user identity operates within healthcare-related environments where unauthorized access could lead to compliance violations or compromised client information. Identity verification confirms only authorized staff members can access sensitive data, perform documentation, or manage client services, reinforcing the platform’s security posture.

 

Managing subscription levels are reliant on accurate account and usage data. Third party organizations or individual users may require varying levels of access, modules, or feature sets. SmartBran can automatically apply appropriate limits, allocate resources, and ensure the customer receives the services and functionality their subscription includes by collecting information about account tier, organization size, and enabled features. SmartBran may track role, experience level, and prior activity to deliver tailored guidance, tutorials, or support, allowing users to become proficient more quickly. These account management functions ensure that each user’s access is appropriate, secure, and aligned with their responsibilities while enabling SmartBran to deliver a streamlined, consistent experience across the entire platform.

 

Onboarding and training is an essential part of helping new users adopt the platform successfully and is highly recommended for all new users.

 

4.5 SECURITY AND COMPLIANCE 

 

SmartBran collects and uses specific system and user-related information to enforce strict protection of sensitive data in SmartBran. Enforcing access controls requires accurate and up-to-date user information so each individual only has access to the records, tools, and data appropriate for their entitlements. Detecting and preventing unauthorized access are monitored from our login data, device patterns, and system behaviors to identify suspicious activity before it becomes a threat. These are safeguards in SmartBran to maintain a secure environment and reduce the risk of data breaches or misuse of the platform.

 

Audit logs are maintained as a fundamental requirement, providing complete record of who accessed, modified, or interacted with information in the system. These logs support investigations, internal oversight, and transparency while enabling organizations to meet regulatory documentation and reporting requirements, supporting HIPAA-required safeguards involves implementing technical, administrative, and physical controls to protect PHI, such as encryption, role-based access, monitoring, and incident reporting. We collect system-level data and maintain records to ensure compliance with HIPAA’s Security Rule and the Breach Notification Rules. Collecting and managing data related to access, activity, and system integrity ensures SmartBran can fulfill these obligations, demonstrate compliance when audited, and maintain trust with clients and partners who rely on the platform to manage sensitive and regulated information.

 

 

4.6 HOW WE SHARE INFORMATION 

 

We limit sharing to what is necessary to provide services or comply with the law. You can review how we share information in our ‘Privacy Policy.’

 

4.7 AUTHORIZED USERS (YOUR ORGANIZATION)

 

Access is granted to the SmartBran platform for authorized users, including by not excluding; business owners, administrators, employees (staff), contractors, third-party coordinators, client supporting staff and other associated staff roles defined by the organization, to ensure secure and proper use of the SmartBran platform. 

 

Administrators have elevated permissions to manage accounts, assign roles, configure platform settings, and oversee compliance, which allows them to maintain operational control and enforce security policies. 

 

Employees (staff) use the platform to perform daily operational tasks such as documenting services, managing schedules, and communicating with clients, ensuring that care and service delivery are accurate and timely. 

 

Contractors are granted access based on their specific responsibilities, enabling them to support workflows or provide specialized services while maintaining restrictions to prevent unauthorized exposure to sensitive information. 

 

SmartBran allows organizations to define other authorized staff roles, tailoring access levels to meet organizational needs and compliance requirements. These controls ensure that each user can perform necessary functions without compromising data security or violating HIPAA regulations, supporting both operational efficiency and regulatory compliance within the platform. User permissions can be accessed and adjusted if users have administrative access.

 

4.8 THIRD-PARTY SERVICE PROVIDERS

 

SmartBran relies on select third-party service providers to ensure the platform operates securely, reliably, and efficiently. Cloud hosting and storage providers maintain the infrastructure where data, including sensitive PHI, is stored, ensuring high availability, redundancy, and protection against data loss. Communication services, such as email and SMS providers, enable the platform to deliver critical notifications, reminders, and alerts to users in real time, supporting timely scheduling and care coordination. Data backup and disaster recovery services are for preserving information integrity and enabling rapid restoration of services in the event of hardware failure, accidental deletion, or other disruptions. Security monitoring providers help SmartBran detect and respond to potential threats, unauthorized access attempts, or vulnerabilities, reinforcing compliance with HIPAA and industry best practices. Analytics services allow SmartBran to process aggregated or de-identified data to identify trends, optimize platform performance, and develop new features, while ensuring that individual PHI remains protected unless disclosure is specifically authorized. Leveraging third-party providers allows SmartBran to deliver a high-performing, secure, and compliant platform while maintaining the trust and safety of its users and the sensitive information they manage.

 

Third-party providers with access to PHI must sign a HIPAA Business Associate Agreement or equivalent contract to insure safeguards are in place.

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5. LEGAL AND REGULATORY AUTHORITIES

 

SmartBran strictly follows all legal and regulatory requirements to safeguard sensitive client and patient information. 

 

SmartBran complies with all legal and regulatory requirements by providing information to legal authorities only when necessary and in accordance with applicable laws. The platform discloses data when required by law, ensuring that all actions are consistent with federal, state, or local regulations while minimizing exposure of sensitive information. SmartBran will respond lawfully to court orders, subpoenas, and government agency requests, ensuring that disclosures are limited to what is legally required and fully documented, releasing only the information explicitly requested, maintaining documentation and audit trails to support transparency and accountability. The platform takes measures to prevent fraud or security threats by monitoring, detecting, and reporting suspicious activity, which protects both the integrity of the system and the safety of client data. 

 

HIPAA compliance is central to the platform’s operations, ensuring that all protected health information (PHI) is collected, stored, transmitted, and accessed according to federal privacy and security standards. This includes implementing administrative safeguards such as workforce training, role-based access controls, and policies for secure data handling; technical safeguards like encryption, secure authentication, and audit trails; and physical safeguards including secure data centers and controlled access to hardware. Maintaining HIPAA compliance protects against unauthorized disclosure, data breaches, and misuse of PHI, while also providing the framework for transparency and accountability in all interactions involving sensitive healthcare information. These measurements maintain legal compliance, protecting users’ rights, and reinforcing the platform’s reputation as a secure, trustworthy, and accountable healthcare technology solution.

 

SmartBran further strengthens its compliance posture through Business Associate Agreements (BAAs), defining the responsibilities of the platform and its clients in safeguarding PHI. 

 

6. DE-IDENTIFIED AND AGGREGATED DATA 

 

De-identified and aggregated data to support a range of important functions that improve both the platform and organizational outcomes. The platform uses this data for research, enabling the development of evidence-based insights and best practices without exposing individual users or clients. Performance analytics rely on aggregated metrics to evaluate platform efficiency, track system usage, and identify areas for optimization, ensuring that the SmartBran platform operates smoothly and meets the evolving needs of its users. 

 

By analyzing industry trends, the platform provides valuable context to organizations, helping us benchmark services, anticipate changes in operational standards, and remain competitive in healthcare and human-service sectors. The platform leverages this information to drive platform improvements, using insights from aggregated data to refine existing features, develop new tools, and enhance overall user experience. Collectively, users of de-identified and aggregated data enable SmartBran to maintain compliance with privacy regulations while delivering meaningful, data-driven enhancements that benefit both organizations and the individuals they serve.

 

This data is stripped of identifiers in accordance with HIPAA standards. View SmartBran HIPAA Compliance Policy. 

 

7. PROHIBITED USES OF THE SITE

 

When using the platform, you agree NOT to:

(i) Disrupt, damage, interfere with, violate the security of, or attempt to gain unauthorized access to, the platform or any computer network;  

(ii) Circumvent any technological measure implemented by SmartBran or any of our providers or any other third party (including another user of the platform) to protect the platform;

(iii) Use our platform in any manner that could disable, overburden, damage, or impair our platform or interfere with any other party’s use of our platform, including their ability to engage in real time activities through our platform; 

(iv) Upload, transmit, distribute, or run any computer virus, worm, Trojan horse, logic bomb, or any computer code or other material that could harm or alter a computer, portable device, computer network, communication network, data, the Site, or any other system, device or property;

(v) Use any software robots, spiders, crawlers, or other automatic device, process or means to access our Site for any purpose, including monitoring or copying any content on our Site;

(vi) Transmit, or cause the sending of any advertising or promotional material without our prior written consent, including any “junk mail,” “chain letter,” “spam” or any other similar solicitation;

(vii) Attempt, in any manner, to obtain the password, account, credentials, or other security information from any other user; or jeopardize the security of your account or anyone else’s account (for example, by allowing another individual to login to the Site as you);

(viii) Impersonate or attempt to impersonate SmartBran, a SmartBran employee, another platform user or any other person or entity (including, without limitation, by using email addresses or screen names associated with any of the foregoing);

(ix) Use our platform in any way that violates any applicable federal, state, local or international law or regulation (including, without limitation, any laws regarding the export of data or software to and from the United States or other countries);

(x) Send, knowingly receive, upload, download, use or re-use any Content that does not comply with the standards and requirements set out in these Terms;

(xi) Engage in any other conduct that restricts or inhibits anyone’s use or enjoyment of our platform, or which, as determined by us, may harm us or users of our platform or expose them to liability; or

(xii) Otherwise attempt to interfere with the proper working of our platform.

 

7.1 TECHNICAL SAFEGUARDS

 

Robust technical safeguards are implemented to protect sensitive data and ensure the secure operation of its platform. Encryption in transit and at rest secures information as it moves across networks and when it is stored, preventing unauthorized access to both active and archived data. Role-based access controls restrict system access based on a user’s role, ensuring that individuals can only view or modify information necessary for their responsibilities, which supports compliance and reduces risk of misuse. Multi-factor authentication (MFA) adds an additional layer of security beyond passwords, verifying user identities to prevent unauthorized logins. The platform leverages secure cloud hosting, which provides physical and virtual security measures, high availability, and redundancy to protect against data loss or downtime. Firewalls and intrusion detection systems monitor and block unauthorized traffic, preventing potential attacks on the platform infrastructure. Continuous vulnerability scanning identifies potential weaknesses in the system, allowing SmartBran to proactively remediate issues before they can be exploited. Finally, encrypted backups ensure that data can be restored securely in the event of accidental deletion, system failure, or other disruptions. Together, these technical safeguards are critical for protecting sensitive health and operational data, maintaining HIPAA compliance, and ensuring that SmartBran remains a reliable and secure platform for all users.

 

7.2 ADMINISTRATIVE SAFEGUARDS

 

Employee administrative safeguards training ensures that all team members handling sensitive data understand their responsibilities, recognize potential risks, and follow proper procedures to protect PHI and maintain regulatory compliance. Formalized security policies define the rules, expectations, and required practices for safeguarding data across the organization, creating a consistent and enforceable framework for security management. Incident response plans prepare SmartBran to detect, contain, investigate, and remediate security events quickly and effectively, minimizing harm and ensuring compliance with breach reporting obligations. Access authorization protocols establish structured processes for granting, modifying, and removing user access to sensitive systems and data, ensuring that only appropriate personnel can view or modify protected information. Risk assessments ensures that any third-party service providers meet SmartBran’s security and compliance standards, reducing exposure to external risks and maintaining the integrity of the overall security ecosystem. These administrative safeguards are essential for creating a secure organizational environment, supporting HIPAA compliance, and reinforcing SmartBran’s commitment to protecting sensitive user and client data.

 

7.3 PHYSICAL SAFEGUARDS

 

SmartBran platform relies on strong physical safeguards to protect the infrastructure that stores and processes sensitive data, ensuring that the platform remains secure, compliant, and resilient. Secured data centers (cloud based services like AWS) provide controlled, cyber secure surveillance, to prevent unauthorized individuals from accessing critical hardware (within the parameters of AWS and other cloud based services). SmartBran relies on cloud based servers with restricted access ensures that only authorized personnel with verified credentials can enter server rooms or interact with physical systems, significantly reducing the risk of tampering, theft, or accidental damage. Together, these physical safeguards uphold the confidentiality, integrity, and availability of SmartBran’s data systems and maintaining consistent, reliable service for all users.

 

7.4 BREACH NOTIFICATIONS

 

Clear and rigorous breach notification procedures uphold transparency and protect user data. Notifying users without unreasonable delay if a breach involving unsecured protected information occurs, ensuring that organizations have timely awareness of any potential risks to their clients or operations. The platform also assists with investigation and mitigation, working collaboratively with affected users to determine the scope of the incident, identify the root cause, contain the issue, and take corrective actions to prevent future occurrences. SmartBran fully complies with all HIPAA breach notification requirements, including obligations to notify affected individuals, the Department of Health and Human Services (HHS), and—when applicable—prominent media outlets, depending on the size and nature of the breach. These breach notification practices are essential because they ensure legal compliance, support rapid incident resolution, and reinforce SmartBran’s commitment to maintaining trust, accountability, and the highest standards of data protection.

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8. DATA RETENTION 

 

We retain user and organizational data as long as your subscription is active, ensuring uninterrupted access to records, analytics, scheduling information, and all other platform features that rely on historical data. The platform also retains information for the period required by federal, state, or contractual obligations, which is critical because many healthcare and human-service organizations must maintain records for legally mandated durations to meet compliance, auditing, and reporting requirements. Additionally, SmartBran maintains data for backup and disaster recovery, using secure, encrypted storage with defined deletion timelines to ensure that critical information can be restored if data loss, system failure, or other emergencies occur. These retention practices safeguard the availability and integrity of essential records while upholding regulatory standards and ensuring that data is securely managed throughout its entire lifecycle.

 

SmartBran follows strict post-cancellation data procedures to ensure a secure and compliant transition when a subscription ends. After cancellation or termination, SmartBran allows organizations to request a data export within 30 days, ensuring they maintain access to essential records, service history, scheduling data, and other information needed for continuity of care or internal record-keeping. This export option is significant because it supports organizational autonomy and prevents data loss during transitions. After this 30-day period, SmartBran securely deletes all remaining data except where legally required to retain, following industry-standard sanitization practices to protect client confidentiality and prevent unauthorized recovery of sensitive information. This secure deletion process ensures compliance with HIPAA, contractual obligations, and applicable retention laws while upholding the highest standards of privacy and data protection.

 

Backup copies may persist temporarily as part of standard retention cycles.

 

9. DATA RIGHTS AND CHOICES 

 

Users may access or view records through their administrator or by contacting SmartBran directly, ensuring they can review information maintained within the platform that pertains to their role or responsibilities. This capability is significant because it enables organizations to verify data accuracy, fulfill internal oversight needs, and comply with regulatory requirements such as HIPAA’s right-of-access provisions for authorized personnel. Providing access to records also strengthens trust, supports operational clarity, and ensures that users can audit activities, review service documentation, and maintain accurate information across the platform. 

 

10. ACCESS OR VIEW RECORDS 

 

This capability is significant because it ensures that authorized entities can review, verify, and utilize the information necessary for client care, compliance, and operational oversight. Access to this data supports HIPAA’s right-of-access requirements, enabling covered entities and their administrators to retrieve accurate records for audits, reporting, legal compliance, or continuity of services. It also empowers organizations to identify discrepancies, maintain high-quality documentation, and respond effectively to client inquiries or regulatory reviews. By facilitating controlled access to personal information and PHI, SmartBran reinforces accountability, promotes accurate record-keeping, and ensures that data transparency is maintained without compromising security or privacy protections.

 

10.1 CORRECT OR UPDATE INFORMATION 

 

Maintaining correct information is required for high-quality care, ensuring proper service documentation, and supporting accurate scheduling, billing, and reporting processes. In the context of HIPAA compliance, the ability to correct or update information aligns with data integrity requirements, which mandate that PHI be kept accurate, complete, and up to date. Allowing timely updates also reduces the risk of errors that could impact client outcomes, internal decision-making, or compliance audits. By providing a secure and user-friendly way to revise information, SmartBran helps organizations maintain trustworthy records, prevent documentation discrepancies, and uphold the highest standards of data accuracy and integrity. 

 

10.3 EXPORT OR TRANSFER DATA

 

Different organizations require different levels of data portability—some may need routine exports for reporting and compliance, while others may require customized data sets for audits, system migrations, or internal analysis. Offering export functionality supports HIPAA’s emphasis on data accessibility and transparency by allowing authorized users to retrieve information in a structured, usable format without compromising security. It also enhances organizational autonomy by ensuring that data is never locked into the system and can be transferred, reviewed, or archived as needed. Custom export services provide additional value for organizations with complex workflows, enabling tailored data delivery that aligns with unique regulatory, clinical, or administrative requirements. By providing scalable export options, SmartBran reinforces trust, supports compliance, and ensures that organizations can maintain full control over their information throughout its lifecycle.

 

10.4 DELETE INFORMATION

 

Certain types of data—especially non-PHI administrative or operational records—may be eligible for deletion at the organization’s request, supporting privacy preferences, reducing unnecessary data retention, and aligning with internal data-management policies. We ensure that PHI deletions comply with HIPAA record retention rules, which require healthcare-related information to be preserved for specific periods before it can be securely removed. This regulatory requirement protects the integrity of clinical and operational documentation, supports audits and legal reviews, and ensures continuity of care. By balancing flexibility with compliance, SmartBran ensures that deletion requests are handled responsibly, securely, and in accordance with all applicable laws. This approach protects user privacy, maintains data accuracy, and reinforces commitment to lawful and ethical data stewardship.

 

11. INTERNATIONAL USE

 

SmartBran is designed for use in the United States, and all features, security measures, and compliance protocols are implemented with U.S. regulations. The focus is significant for the platform meeting federal and state standards for the protection of PHI and operational security within the U.S. Users located outside the United States are responsible for ensuring compliance with local laws, as SmartBran does not guarantee that its policies, safeguards, or operational processes automatically satisfy international privacy regulations such as GDPR or other regional healthcare privacy standards. SmartBran does not claim GDPR or international healthcare privacy compliance unless explicitly noted, which clarifies the limits of its legal and regulatory coverage and helps users understand their obligations when operating across borders. This delineation is critical for protecting both the platform and its users by setting clear expectations regarding legal responsibilities, risk management, and the proper use of data in jurisdictions outside the U.S., while maintaining strong HIPAA compliance for all domestic operations.

 

12. CUSTOMER SUPPORT 

 

SmartBran collects and uses certain information to deliver effective customer support, which is essential for maintaining a reliable and user-friendly platform. The platform performs troubleshooting by analyzing user activity, system behavior, and error reports to identify the source of technical issues. SmartBran provides issue resolution by using this information to correct problems, restore functionality, and prevent disruptions that could impact scheduling, documentation, or transportation activities. The platform delivers technical support by reviewing system logs, account details, and configuration settings to guide users through solutions and ensure their environment is operating correctly. SmartBran supports training and setup by understanding each organization’s roles, workflows, and feature usage so it can offer tailored onboarding, user guidance, and best practices. These support activities ensure that customers can use the platform efficiently, experience minimal downtime, and maintain confidence in the tools they rely on for daily operations.

 

12.1 SERVICE IMPROVEMENTS 

 

The Collection and analysis of systems and usage data is used to improve functionality, optimize performance, fix errors, and develop new features. The platform improves functionality by reviewing how users interact with different tools and identifying areas where workflows can be simplified or enhanced. Optimizing performance by monitoring system speed, load times, and resource usage, ensures the platform runs efficiently, even as organizational needs grow. The platform fixes errors by examining error logs, system alerts, and user-reported issues to identify root causes and implement permanent technical solutions. SmartBran develops new features by studying customer feedback, usage patterns, and industry requirements to build tools that support evolving operational and compliance needs. These service improvements ensure that SmartBran remains reliable, scalable, and aligned with the real-world demands of human-service organizations.

 

Only de-identified or aggregated data is used for product improvement unless otherwise approved.

 

13. DATA SECURITY

 

Reasonable and industry-standard measurements secure all data within the platform, ensuring the confidentiality, integrity, and availability of sensitive information. The platform uses encryption to protect data both in transit and at rest, preventing unauthorized access during storage or transmission. Secured authentication only verifies users can access the system, reducing the risk of unauthorized logins and protecting PHI from exposure. Segmented databases isolate different types of data, minimizing the impact of potential security incidents and reducing the likelihood that a breach in one area could compromise other information. Access controls enforce role-based permissions, ensuring that users can only view or modify data relevant to their responsibilities, compliances and internal accountability. Finally, continuous system monitoring detects and responds to suspicious activity, vulnerabilities, or security threats in real time, helping to prevent breaches before they occur.

 

No system is 100% secure, but we implement layered protections to reduce risk.

 

14. THIRD-PARTY LINKS 

 

These connections are significant allowing users to extend the platform’s capabilities, such as connecting with communication tools, analytics services, or other operational applications. We choose our third-party partners carefully by reviewing their terms, conditions, policies and procedures to align with platform standards, however SmartBran is not responsible for the privacy practices, content, or security protections of these third-party services. Users accessing third-party tools remain responsible for understanding and managing the associated risks, ensuring proper use, and confirming compliance with applicable laws and regulations. Protection against third-party liabilities are emphasized by the importance of user vigilance when interacting with external platforms. 

 

Users are encouraged to review the privacy policies of third-party services.

 

15. CHANGES TO THIS PRIVACY POLICY 

 

Updates to the SmartBran Privacy Policy may occur at any time to reflect changes in legal requirements, platform functionality, new features, or security enhancements, ensuring that the policy remains accurate, comprehensive, and aligned with regulatory obligations. Laws, technology improvements, and platform developments can affect how data is collected, stored, and used, and updating the policy ensures compliance and transparency for all users.

 

Notifying users of these updates through multiple channels, including email, platform announcements, and policy version updates, so that users remain informed about changes that may impact their rights, responsibilities, or the handling of personal protected information and (PHI). These notification practices are essential for maintaining trust, supporting accountability, and ensuring that users have timely access to the most current privacy and security information, which also helps prevent misunderstandings or compliance gaps related to data protection.

 

Continued use after modifications constitutes acceptance.

 

16. CONTACT INFORMATION 

 

For questions, concerns, or privacy requests, contact:

 

⸻

 

SmartBran 

Email: support@smartbran.io

Phone: 614-732-2615 

Address: 665 E Dublin Granville Suite 330

Columbus OH 43229