Privacy Policy

1. Introduction

VantaCare Systems ("we," "us," "our," or "Company") is committed to protecting your privacy and ensuring you have a positive experience on our website and platforms. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal and health information.

2. Information We Collect

We collect information you provide directly to us:

• Contact Forms: When you submit our contact or support forms, we collect your name, email, phone number, organization, role, and any details you provide about your project or inquiry.
• Platform Data: When organizations use our platforms, we collect the data entered into patient portals, care operations systems, and other tools—all handled according to HIPAA and data processing agreements.
• Technical Information: We collect information about your device, browser, IP address, and how you use our website through standard web server logs.

3. How We Use Your Information

We use information we collect for these purposes:

• To respond to your inquiries and provide support
• To deliver services you've requested (building platforms, conducting audits, etc.)
• To improve our website and services
• To communicate about our services and offerings
• To comply with legal and regulatory obligations
• To protect against fraud and security risks

4. Data Handling & Security

We take data security seriously. All data transmitted through our platforms is encrypted in transit using TLS. Health data is encrypted at rest. We implement access controls, audit logging, and regular security testing. Only authorized personnel have access to sensitive data. We do not sell or rent your personal information to third parties.

5. Third-Party Service Providers

We may share information with trusted third parties who assist with our operations (hosting, analytics, customer support). All third-party providers are contractually bound to protect your information and comply with applicable privacy laws.

6. HIPAA Compliance

When we build or operate platforms that handle protected health information (PHI), we comply with the Health Insurance Portability and Accountability Act (HIPAA). Organizations using our platforms sign Business Associate Agreements (BAAs) that detail our obligations regarding health data. We implement administrative, physical, and technical safeguards required by HIPAA.

7. Cookies & Analytics

Our website uses minimal tracking. We use basic web server logs for security and usage monitoring. We do not use third-party analytics or advertising cookies. If we add analytics in the future, we'll update this policy and provide opt-out options.

8. Your Rights

You have the right to:

• Access: Request a copy of personal information we hold about you
• Correction: Request that we correct inaccurate information
• Deletion: Request deletion of your information (subject to legal obligations)
• Opt-out: Opt out of marketing communications

To exercise these rights, contact us at contact@vantacare.systems.

9. Data Retention

We retain information only as long as necessary to provide our services or as required by law. Contact form submissions are retained for two years. Health data is retained according to agreements with our clients and applicable regulations. You can request deletion at any time, subject to legal obligations.

10. International Data Transfers

Our servers are located in the United Kingdom. If you're outside the UK, your information may be transferred internationally. By using our services, you consent to such transfers. We implement safeguards like Standard Contractual Clauses for international transfers.

11. Children's Privacy

Our services are not directed to children under 13. We do not knowingly collect personal information from children. If we learn we've collected information from a child under 13, we'll delete it immediately.

12. Changes to This Policy

We may update this Privacy Policy as our practices evolve. Material changes will be communicated via email or a prominent notice on our website. Your continued use of our services constitutes acceptance of updated terms.

13. Contact Us

For privacy questions or to exercise your rights:

VantaCare Systems
THE BRENTANO SUITE Solar House, 915 High Road
LONDON - N12 8QJ United Kingdom (GB)

+14842666976
contact@vantacare.systems