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Outreach Tek, Inc.

Notice of Privacy Practices

Effective Date: July 22, 2025

This Notice describes how information about you, including any protected health information (PHI), may be collected, used, and disclosed by Outreach Tek, Inc. ("Outreach Tek", "we", "us", or "our") and how you can access your information. Please read it carefully.

1. Who This Notice Applies To

This Notice applies to Outreach Tek, our employees, affiliates, contractors, and service providers who are authorized to receive and process personal or protected health information to deliver our services. Outreach Tek develops and provides automated communication technologies for healthcare and other industries. In some cases, Outreach Tek functions as a Business Associate under HIPAA, meaning we process PHI on behalf of healthcare providers or covered entities.

2. Our Responsibilities Under HIPAA

Outreach Tek is required by federal law (HIPAA) and, in some cases, state law, to:

  • Maintain the privacy and security of your PHI;
  • Notify you in the event of a breach of unsecured PHI;
  • Provide you with this Notice explaining our privacy practices;
  • Comply with the terms of this Notice as long as it remains in effect.

3. What Information We Collect

A. Personal Information

We may collect:

  • Name, email address, phone number, mailing address;
  • Employer details and job title;
  • Billing information and payment methods;
  • Login credentials if you create an account.

B. Protected Health Information (PHI)

If you interact with Outreach Tek through a covered healthcare provider or client, we may collect:

  • Medical records, diagnoses, and clinical notes;
  • Insurance information;
  • Appointment history and treatment communications;
  • Other data defined under HIPAA as PHI.
  • This PHI is processed only as directed by our client (the "covered entity"), and we act as their Business Associate.

C. Automatically Collected Information

  • We may collect technical data such as:
  • IP address and device identifiers;
  • Location data (general);
  • Usage statistics and website interactions (via cookies and analytics).

4. How We Use Your Information

We use Personal Information and, where applicable, PHI to:

  • Provide access to our products and services;
  • Process transactions and support billing;
  • Manage our platform functionality and performance;
  • Respond to inquiries and support requests;
  • Conduct analytics and service improvement;
  • Support healthcare communications as directed by our clients;
  • Comply with legal and regulatory obligations.
  • We do not use PHI for marketing purposes unless authorized or permitted by law.

5. Uses and Disclosures of PHI Without Authorization

Outreach Tek may use or disclose your PHI without specific authorization for the following purposes:

  • Treatment;
  • Payment;
  • Healthcare operations;
  • Public health and safety reporting;
  • Abuse or neglect reporting;
  • Health oversight activities;
  • Legal proceedings;
  • Organ and tissue donation;
  • Workers' compensation claims;
  • Law enforcement or national security.

6. Uses of Information Requiring Authorization

  • We will obtain your written authorization before:
  • Using or disclosing PHI for most marketing;
  • Selling PHI;
  • Sharing psychotherapy notes;
  • Using genetic information beyond HIPAA allowances.
  • You may revoke authorization in writing at any time.

7. Your Rights Regarding Your Information

  • Access and Copies: Request copies of your PHI in paper or electronic format.
  • Amendments: Request corrections to your PHI.
  • Accounting of Disclosures: Request a list of PHI disclosures.
  • Restrictions: Request limitations on disclosure of your PHI.
  • Confidential Communications: Request communications via specific channels.
  • Complaint Filing: Submit complaints to Outreach Tek or the U.S. Department of Health and Human Services.
  • Paper Copy: Request a printed version of this Notice.

8. Data Security and Breach Notification

  • We implement safeguards to protect your data. In case of a data breach involving your PHI, you will be notified promptly.

9. Cookies and Analytics

  • Cookies and analytics tools help us understand usage and improve services. Users may manage cookies via their browser.

10. Data Retention

  • We retain data as long as needed for legal, operational, or contractual obligations.

11. Third-Party Links and Services

  • We are not responsible for the privacy practices of external services linked on our platform.

12. Changes to This Notice

  • We may revise this Notice. Updates will be posted on our website with an updated "Effective Date."

13. Contact Information

Privacy Officer

Outreach Tek, Inc.

  • Email: privacy@outreachtek.com
  • Website: www.outreachtek.com

14. HIPAA Complaints

  • Office for Civil Rights
  • U.S. Department of Health & Human Services
  • 200 Independence Avenue SW
  • Washington, D.C. 20201
  • Phone: (877) 696-6775
  • Website: www.hhs.gov/ocr

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