Privacy Policy

TapFlow Systems LLC (“TapFlow,” “we,” “us,” or “our”) provides cloud software, NFC tags, QR signage, and connected sensors that help healthcare organizations digitize equipment checks, compliance logs, task workflows, and staff credentialing through the TapFlow Health platform (the “Services”). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our websites, including tapflowhealth.com (the “Sites”), communicate with us, or use the Services.

Our Services are built for healthcare operations, not patient records. We do not design, sell, or intend the Services to receive protected health information (PHI) about patients, and our customer agreements prohibit customers from submitting it. We are not a HIPAA business associate. Section 3 explains this in more detail.

1. Who This Policy Covers and Our Role

This Policy applies to:

• Site visitors — people who browse our Sites, request a demo, download materials, or contact us.
• Business contacts — representatives of prospective and current customers, partners, and vendors with whom we correspond, contract, and do business.
• Authorized Users — employees, contractors, and clinicians of our customers who use the Services under their organization’s account.
• Individual Subscribers — individual healthcare professionals who purchase an Individual Plan to track their own licenses, certifications, and other professional credentials.

When we act as a service provider. When a customer organization uses the Services, it decides what information to enter and how to configure the platform. For that information (“Customer Data”), the customer is the data controller or business and we act as its processor or service provider under our Master Services Agreement and Data Processing Addendum. If you are an Authorized User and have questions about how your employer uses the Services or wish to exercise privacy rights over Customer Data, please contact your organization first; we will assist it in responding. Sections 5 through 8 describe how we handle Customer Data on our customers’ behalf.

When we act as a controller. For information we collect through the Sites, in our marketing and sales activities, and in administering customer accounts and billing, we decide how the information is used and are the controller or business.

Individual Subscribers. When you use an Individual Plan, no organization controls your account. We are the controller (or business) for the information in your account, and you can exercise your privacy rights directly with us under Section 9. Your records are not visible to any employer, staffing agency, or other organization unless you choose to share them.

2. Information We Collect

2.1 Information you provide to us

2.2 Information collected automatically

When you use the Sites or Services, we and our service providers may automatically collect: IP address and approximate location derived from it; browser type, operating system, and device identifiers; pages viewed, links clicked, referring URLs, and timestamps; and, within the Services, log data such as login events, feature usage, and error reports. Where you use the TapFlow Health mobile application, the app requests access to your device’s camera (to read QR codes and take photographs of equipment) and NFC reader (to read TapFlow tags). The app does not collect device GPS location. If you use the app while offline, your checklist entries and equipment photographs are stored temporarily on your device and uploaded automatically when connectivity returns; they are removed from the device after successful upload. See Section 4 for cookies and similar technologies.

2.3 Information processed within the Services (Customer Data)

Our customers use the Services to record operational and workforce information. Depending on how an organization configures the platform, Customer Data may include:

• Authorized User profile information: name, work email, role, department, unit or site assignment, employee or badge identifier.
• Credentialing records: professional license type, number, issuing authority, issue and expiration dates; certifications; competency and training completions; and images or PDF copies of license and certification documents uploaded by the user.
• Health-screening status: whether a workforce health-screening requirement has been met and its completion and expiration dates, without any underlying medical detail.
• Activity records: NFC and QR checkpoint scans, timestamps, device identifiers, checklist and inspection responses, task completions, free-text notes, and photographs of equipment or locations.
• Equipment and environment data: asset identifiers, serial and lot numbers, supply expiration dates, and temperature and humidity readings from TapFlow sensors.

Scanning a TapFlow tag identifies a location or piece of equipment — not a person’s biological characteristics. The Services do not collect biometric identifiers or biometric information. Activity records do associate a scan with the logged-in Authorized User, which allows organizations to demonstrate who completed a check and when.

2.4 Information from other sources

We may receive business contact information from customers who add you as an Authorized User or administrator, from identity providers when your organization enables single sign-on, from publicly available professional sources, and from partners and event organizers, in each case subject to their privacy practices.

3. Patient Information — What We Do Not Collect

If we become aware that patient information has been submitted despite these restrictions, we will notify the customer and may delete or quarantine the content in accordance with our agreements. If you are a patient and believe your information has been entered into a TapFlow customer’s account, please contact that healthcare organization directly, as it controls the data and any related obligations; you may also contact us at the address in Section 13 and we will route your concern to the customer.

Workforce health documents. The Services are also not designed to store health or medical information about Authorized Users or Individual Subscribers, such as immunization or vaccination records, titers, tuberculosis test results, respirator fit-test results, physical examination forms, drug-screen results, or medical clearances, and our terms prohibit uploading them. The Services may record only that a health-screening requirement was met and its dates. If such documents are uploaded anyway, they are uploaded at the user’s own risk: we do not apply safeguards specific to health information to them, and we may delete them when we become aware of them. If you believe health information about you has been uploaded, contact us at the address in Section 13.

Government identification. Our terms also prohibit uploading Social Security numbers, driver’s licenses, passports, other government-issued identification documents, and financial account numbers.

4. Cookies and Similar Technologies

We use cookies, pixels, local storage, and similar technologies on the Sites and in the Services for the following purposes:

Most browsers let you refuse or delete cookies. We honor Global Privacy Control signals as an opt-out of sale or sharing where required by law. We do not currently respond to “Do Not Track” browser signals because there is no common standard for them.

5. How We Use Information

We use personal information to:

• Provide, operate, secure, maintain, and support the Sites and Services, including authenticating users, delivering notifications and reminders, generating compliance and credentialing reports for customers, and backing up data.
• Create and administer customer accounts, process orders and payments, ship Hardware, and communicate about the customer relationship.
• Respond to inquiries, demo requests, and support tickets.
• Send administrative messages such as service announcements, security alerts, and changes to our terms or policies.
• Send marketing communications about TapFlow products, features, and events, where permitted by law and subject to your opt-out rights.
• Analyze usage, diagnose problems, and develop and improve the Sites and Services, including by creating aggregated or de-identified data that does not identify any customer, facility, or individual.
• Detect, prevent, and investigate security incidents, fraud, falsified compliance records, and violations of our terms.
• Comply with legal obligations, enforce our agreements, and protect the rights, property, and safety of TapFlow, our customers, and others.

We process Customer Data only on our customers’ documented instructions and as described in our Data Processing Addendum. We do not use Customer Data to market to Authorized Users, to build profiles about individuals for other customers, or to train models that could reproduce a customer’s data.

For Individual Plans, we use your information to provide the Services to you (including credential expiration reminders), to process payments through Stripe and send renewal reminders and other notices required by automatic-renewal laws, to email you a final archive of your documents when your plan ends, to communicate with you about your account, and for the other purposes listed in this Section. We do not sell your information or share it with employers, staffing agencies, or recruiters unless you direct us to.

6. How We Disclose Information

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We disclose personal information in the following circumstances:

7. Data Security

We maintain administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest, logical tenant isolation enforced at the database layer, role-based access controls, multi-factor authentication for administrative access, audit logging, regular backups, and security training for our personnel. Customer Data is hosted in Microsoft Azure data centers in the United States. No system is completely secure, and we cannot guarantee absolute security. If you believe your account has been compromised, contact us immediately at the address in Section 13.

8. Data Retention

We retain personal information for as long as needed to fulfil the purposes described in this Policy, unless a longer period is required or permitted by law. In particular:

• Customer Data is retained for the duration of the customer’s subscription and a 30-day transition period, after which it is deleted from production systems within 30 days and from backups in the ordinary course of backup rotation (not to exceed 35 days after production deletion), except where retention is legally required. Customers may delete records at any time during the subscription.
• Individual Plan data is retained while your plan is active. When your plan ends (on your next billing date after you cancel, or on a billing date when payment fails), your account becomes view/download-only for 14 days. During that time you can download all, unexpired, or expired documents. On the 14th day we email a final archive of your uploaded documents (PDF files in a ZIP folder, or a secure download link valid for 7 days if the archive is too large to attach) to the email address on your account. Your account and all documents and records in it are then permanently deleted from production systems, and from backups in the ordinary course of backup rotation (not to exceed 35 days after production deletion). Deleted data cannot be recovered.
• Account, contract, and billing records (including Individual Plan payment and transaction records) are retained for the life of the customer relationship and for the period required by tax, accounting, and contract-limitation laws thereafter (generally up to seven years).
• Marketing and inquiry information is retained until you ask us to stop contacting you or after a period of inactivity, typically 24 months.
• Site analytics and log data is retained for a limited period, typically no more than 13 months, unless needed longer for security investigations.

9. Your Privacy Rights

Depending on where you live, you may have the right to request access to the personal information we hold about you, request that it be corrected or deleted, receive a portable copy, opt out of certain processing (including sale, sharing, or targeted advertising), limit use of sensitive information, and not be discriminated against for exercising these rights. We do not collect biometric identifiers or biometric information subject to the Illinois Biometric Information Privacy Act.

How to exercise your rights. Email support@tapflowhealth.com with the subject line “Privacy Request,” or write to the address in Section 13. We will verify your identity using the email address associated with your account or other reasonable means, and we will respond within the time required by applicable law (generally 45 days). You may designate an authorized agent to make a request on your behalf; we may require proof of the agent’s authority. If we deny your request, you may appeal by replying to our decision, and we will respond to the appeal as required by law.

Requests relating to Customer Data. If your request concerns information your employer or another organization has entered into the Services, we will forward the request to that organization and assist it in responding, because it controls that data.

Individual Subscribers. If you have an Individual Plan, send requests directly to us; we will respond to them ourselves and will not forward them to any organization. You can also download your documents (all, unexpired, or expired) at any time while your plan is active or view/download-only.

Marketing opt-out. You can unsubscribe from marketing emails using the link in any message or by contacting us. We will continue to send transactional and service messages necessary for your account.

California residents. In the preceding 12 months we have collected the categories of personal information described in Section 2 from the sources described there, for the purposes in Section 5, and disclosed them to the recipients in Section 6. We do not sell personal information or share it for cross-context behavioral advertising, and we do not knowingly collect personal information of consumers under 16. We do not use or disclose sensitive personal information for purposes that would trigger a right to limit under the CCPA.

10. Children

The Sites and Services are intended for business users and are not directed to children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will delete it.

11. International Visitors

TapFlow is based in the United States, and personal information is processed and stored in the United States. If you access the Sites or Services from outside the United States, you understand that your information will be transferred to and processed in the United States, where privacy laws may differ from those in your jurisdiction. Where the GDPR or UK GDPR applies, we will use an appropriate transfer mechanism where one is required, and you may lodge a complaint with your local supervisory authority.

12. Changes to This Policy

We may update this Policy from time to time. We will post the revised Policy on the Sites with a new “Last updated” date and, for material changes affecting Authorized Users or customers, provide notice through the Services or by email to customer administrators and Individual Subscribers at least 30 days before the change takes effect. Your continued use after the effective date constitutes acceptance of the revised Policy.

13. Contact Us