How information is handled.

Clinic accounts include your name, email address, authentication information, organization membership, and account activity. Staff sessions may record connection information such as IP address and browser details.

Patient intake can include identifying and contact details, date of birth, health history, medications, allergies, insurance information, questionnaire answers, and a signer name. The information collected depends on the questionnaire your clinic assigns.

The contact form collects your name, email, selected topic, and message. It also records a keyed hash derived from the connection address to limit repeated submissions. Please do not send patient or medical information through that form.

We process information to provide account access, operate clinic workspaces, save and deliver intake responses, support staff review, handle inquiries, and protect the platform. Submitted intake responses are retained as a record of the information provided for that intake.

Patient intake is collected for the healthcare organization that assigned it. That organization remains your point of contact for care and patient-record requests. Public demo and contact forms are separate business inquiry channels and must not contain patient or protected health information.

Intake information is made available to authorized staff in the clinic workspace associated with your assigned questionnaire. Your clinic directs its patient workflow and should explain how it uses your information.

The current deployment uses DigitalOcean hosting and a PostgreSQL database. Infrastructure and provider arrangements must be reviewed for the intended healthcare use. Additional providers may be used when an organization enables document storage, email delivery, or integrations. Before healthcare production use, clinics should request and review the applicable provider and agreement details.

Essential cookies support staff sign-in and patient sessions. The current site does not include advertising trackers or third-party marketing analytics. See our cookie policy for details.

Retention depends on the record type, clinic requirements, and applicable obligations. This policy does not establish a fixed deletion period. Submitted intake information and backups may need to be retained as part of the clinic’s records.

For access to, correction of, or deletion requests relating to your intake information, contact your clinic first. For account or website privacy questions, use our contact form and select “Privacy request.” We may need to verify your identity before handling a request.

Current safeguards include HTTPS, protected sessions, clinic-scoped access checks, role-based staff access, and hashed patient access codes. No online service can guarantee that all risks are eliminated. Review our security and compliance information with your clinic’s requirements.

A parent, guardian, or other authorized representative should follow the clinic’s instructions when completing intake on a patient’s behalf. Contact your clinic to confirm authority and the appropriate workflow.

We may update this policy as the service changes. The date above identifies the current published version. Questions can be submitted through Contact us or by email to info@minthrahealth.com.