ClinicReferralHQ
Privacy Policy
Effective Date: May 7, 2026
ClinicReferralHQ is a referral management platform designed to help authorized clinics, referral partners, and healthcare-related teams send, receive, track, and manage referral workflows.
This Privacy Policy explains how ClinicReferralHQ collects, uses, protects, and discloses information when users access or use the platform.
1. Information We Collect
We may collect account information, organization information, referral-related information, uploaded documents, activity logs, usage information, and communication preferences necessary to operate and secure the platform.
2. Referral and Patient Information
Users may submit referral information that can include patient names, dates of birth, phone numbers, referral notes, uploaded PDF documents, medical records request information, and related workflow details.
Users are responsible for ensuring they are authorized to submit, access, disclose, or use any patient information entered into the platform.
3. How We Use Information
Information is used to provide the platform, route referrals, manage user access, send notifications, maintain audit activity, support medical records workflows, improve reliability, and protect the security of the service.
4. How We Protect Information
We use access controls, authentication, secure hosting, permission-based user roles, encrypted transport, secure file storage practices, and audit-related activity tracking to help protect information.
No electronic system can be guaranteed to be completely secure, and users must also follow their organization’s privacy and security policies.
5. How Information Is Shared
Information may be shared with authorized users, clinics, referral partners, service providers, or other parties as needed to operate the platform, fulfill referral workflows, comply with legal obligations, or enforce our agreements.
ClinicReferralHQ does not sell patient information.
6. Service Providers
We may use third-party infrastructure, hosting, email, payment, storage, analytics, or security providers to operate the platform. These providers may process information only as needed to support the service.
7. HIPAA and Healthcare Compliance
ClinicReferralHQ is intended to support secure referral workflows. Covered entities, business associates, healthcare providers, and other users remain responsible for determining and satisfying their own legal, regulatory, HIPAA, privacy, consent, and organizational obligations.
When required, use of ClinicReferralHQ may be subject to a Business Associate Agreement or other written agreement.
8. Data Retention
We retain information for as long as reasonably necessary to provide the platform, maintain records, comply with legal obligations, resolve disputes, enforce agreements, and support legitimate business purposes.
9. User Responsibilities
Users are responsible for maintaining account security, limiting access to authorized personnel, entering accurate information, following organizational policies, and ensuring they have permission to share referral or patient-related information.
10. Updates to This Policy
We may update this Privacy Policy from time to time. Continued use of the platform after updates means you accept the revised policy.
11. Contact
For privacy-related questions, contact: support@clinicreferralhq.com