Privacy Policy for ReliableFax

Effective Date: 2024-10-01

ReliableFax values the privacy of our customers and is committed to protecting personal information in compliance with applicable laws and regulations, including HIPAA for Protected Health Information (PHI). This Privacy Policy describes how we collect, use, and safeguard your data.

1. Information We Collect and Process

1.1 Personal Information

We collect personal information that you provide to us directly, including:

  • Account Information: Name, email address, and contact details required to create and manage your ReliableFax account
  • Billing Information: Payment details used for processing transactions
  • Organization Details: Business name, address, and relevant healthcare identifiers

1.2 Service Data

ReliableFax collects operational data necessary for service delivery:

  • Transmission Metadata: Sender/recipient information, timestamps, and delivery confirmations
  • System Logs: Service access logs, IP addresses, and security audit trails
  • Performance Data: Service quality metrics and system performance indicators

1.3 Protected Health Information (PHI)

When transmitting healthcare information through our service:

  • We act as a HIPAA Business Associate
  • PHI is encrypted during transmission and storage
  • Access is strictly controlled and audited
  • Details available in our HIPAA Compliance Overview

1.4 Artificial Intelligence Features

For customers who opt in to AI-powered features:

  • Content Analysis: Fax content, including PHI, may be processed by our AI systems to provide enhanced functionality
  • AI Processing: May include content extraction, categorization, or other automated analysis
  • Opt-In Required: AI features are strictly opt-in and must be explicitly enabled
  • Security: All AI processing maintains HIPAA compliance and security standards
  • Control: Customers can disable AI features at any time

1.5 Information We Don't Collect

ReliableFax explicitly does not:

  • Track user behavior outside our service
  • Sell or share any customer data with third parties
  • Use customer data for marketing purposes
  • Retain fax content beyond our stated retention period
  • Apply AI analysis without explicit opt-in

1.6 Data Usage Limitations

All collected information is used solely for:

  • Providing and improving our fax service
  • Supporting opted-in AI functionality
  • Ensuring service security and reliability
  • Meeting regulatory compliance requirements

2. How We Use Your Information

2.1 Core Service Operations

We use collected information to:

  • Transmit and confirm fax deliveries
  • Manage your account and preferences
  • Process payments for successful transmissions
  • Provide customer support and troubleshooting
  • Maintain service security and reliability

2.2 PHI Processing

Protected Health Information is handled according to HIPAA requirements:

  • Transmission of healthcare-related faxes
  • Storage within retention period
  • Support issue resolution
  • Audit trail maintenance
  • AI-powered features (only when explicitly enabled)

2.3 Service Improvement

We analyze service-level data to:

  • Monitor and improve transmission reliability
  • Enhance system performance
  • Identify and prevent security issues
  • Optimize service functionality

2.4 Compliance and Security

Information is used to:

  • Maintain HIPAA compliance
  • Generate required audit logs
  • Prevent unauthorized access
  • Detect and prevent fraud
  • Meet regulatory requirements

2.5 Prohibited Uses

ReliableFax will never use your information for:

  • Marketing or advertising
  • Sale to third parties
  • User profiling
  • Any purpose outside service provision
  • AI processing without explicit consent

2.6 Aggregate Data

We may use anonymized, aggregated data for:

  • Service performance analytics
  • Industry trend analysis
  • Technical improvement planning
  • All aggregated data is stripped of identifiable information

3. Data Retention and Management

3.1 Retention Periods

ReliableFax maintains the following retention schedules:

  • Fax Content: 12 months from transmission date
  • Transmission Logs: Retained as required by telecommunications regulations
  • Account Information: Duration of active account
  • Billing Records: As required by law
  • System Audit Logs: As required by HIPAA and other regulations

3.2 Data Management

  • Fax content is automatically deleted after 12 months
  • Customers can delete fax content earlier through their dashboard
  • Transmission logs and system records are maintained per regulatory requirements
  • Backup systems maintain same deletion schedules

3.3 Customer Responsibilities

Customers are responsible for:

  • Downloading necessary faxes within retention period
  • Integration with their own record systems
  • Maintaining their own retention policies
  • Managing their compliance requirements

3.4 Regulatory Compliance

ReliableFax maintains:

  • Telecommunications required records
  • HIPAA required audit trails
  • Billing and transaction records
  • System security logs

4. Data Sharing and Disclosure

4.1 No Sale of Information

ReliableFax:

  • Never sells customer information
  • Never shares data for marketing purposes
  • Never monetizes customer content or metadata

4.2 Service Operations

We may share information with:

  • Our HIPAA-compliant cloud platform provider
  • Payment processors for billing
  • Telecommunications providers for fax delivery

All operational partners are bound by:

  • Business Associate Agreements where applicable
  • Confidentiality obligations
  • Security requirements

4.3 Legal Requirements

We may disclose information:

  • In response to valid court orders
  • To comply with regulatory requirements
  • As required by telecommunications laws
  • In response to valid law enforcement requests

4.4 Business Transitions

In case of business transaction:

  • Service continuity will be maintained
  • Customers will be notified in advance
  • All privacy obligations will transfer
  • HIPAA compliance will be maintained

5. Data Security

5.1 Infrastructure Security

ReliableFax operates on enterprise-grade infrastructure:

  • SOC 2 compliant data centers
  • Enterprise-grade network security
  • Continuous security monitoring
  • Automated threat detection

5.2 Data Protection

All data is protected using:

  • TLS 1.3 for data in transit
  • AES-256 encryption at rest
  • Secure key management
  • Encrypted backup systems

5.3 Access Controls

We maintain strict access controls through:

  • Multi-factor authentication
  • Role-based access control
  • Regular access reviews
  • Automated session management

5.4 Monitoring and Response

Our security program includes:

  • Real-time system monitoring
  • Automated threat detection
  • Security incident response procedures
  • Regular security assessments

5.5 Compliance

Our security measures align with:

  • HIPAA Security Rule requirements
  • SOC 2 standards
  • Industry best practices
  • Enterprise security frameworks

6. Customer Rights and Controls

6.1 Account Control

Customers have direct control over:

  • Fax content management through dashboard
  • Account information updates
  • User access management
  • Service preferences and settings

6.2 Data Rights

Customers can:

  • Access their fax history and logs
  • Download their fax content
  • Update account information
  • Manage user permissions

6.3 Service Controls

Customers can manage:

  • AI feature preferences
  • Notification settings
  • Security configurations
  • User access levels

6.4 Regulatory Rights

In accordance with applicable regulations:

  • HIPAA rights are maintained
  • Access to audit logs available
  • Breach notifications provided
  • Compliance documentation accessible

6.5 Assistance Requests

For additional assistance:

7. Privacy Policy Updates

7.1 Policy Changes

ReliableFax may update this Privacy Policy to:

  • Reflect service improvements
  • Address new regulations
  • Clarify existing practices
  • Incorporate customer feedback

7.2 Notification Process

For policy updates, we will:

  • Post changes on our website
  • Email all account administrators
  • Provide 30-day advance notice for material changes
  • Maintain policy change history

7.3 Customer Actions

Following policy updates:

  • Review changes is recommended
  • Questions can be submitted to compliance team
  • Continued use indicates acceptance
  • Previous versions remain available

7.4 Emergency Updates

For critical security or compliance reasons:

  • Immediate changes may be required
  • Notification will be sent promptly
  • Changes will be clearly documented
  • Support team available for questions

Contact Information
For questions about this Privacy Policy, please contact us at compliance@reliablefax.com.

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