Privacy Policy
Privacy Policy
INTRODUCTION:
Protecting the privacy of our licensed Organizations, their Authorized Users, their patients, visitors to the Website, and our employees is important to Healthy Roster, Inc. (“Healthy Roster” or “We” or “Us”). Healthy Roster utilizes administrative and technical measures designed to comply with the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health Act (HITECH), which regulate the security and privacy of protected health information in the United States. This Privacy Policy outlines our general policies regarding data security and privacy, including the types of information we gather, how we use it, and the notice and choice affected individuals have regarding our use of that information and their ability to correct it. This Privacy Policy applies to all personally identifiable information received by Healthy Roster, whether in electronic, paper, or verbal form, from its customers, users, and visitors to this Website.
By visiting or using the www.healthyroster.com website and domain name, any other internally linked web pages, features, content, or any other services We offer from time to time by or in connection therewith (collectively, the "Website"), You acknowledge that You understand, agree, and consent to the practices and policies outlined in this Privacy Policy.
If You are an Authorized User as that term is defined below, You also agree that You have read and understood the terms of the Healthy Roster Master Service Agreement entered into between Healthy Roster and Your Organization (the “Agreement”) and that You further agree to be bound by the terms of that Agreement as if it were fully incorporated herein by reference. In the event of a conflict between this Privacy Policy and the Agreement, the Agreement shall control.
DEFINITIONS: The following terms shall have the following meanings:
Protected Health Information (PHI): PHI is health information, including demographic information, created or received by Healthy Roster which relates to the past, present, or future physical or mental health or condition of an individual; the provision of health care to an individual; or the past, present, or future payment for the provision of health care to an individual and that identifies or can be used to identify the individual.
“Personally Identifiable Information”, “Personal Information”, or “PII” means any data element that: (1) is recorded in any form; (2) is about, or pertains to a specific individual; and (3) can be linked to that individual whether through the information or the collection of the information and other, publicly available, information on the individual.
Organization means an entity that has licensed the Healthy Roster Software from Healthy Roster and uses it for the purposes described in this Privacy Policy.
EMR Software means the Healthy Roster Electronic Medical Record Mobile Application. Healthy Roster Software also includes Healthy Roster Electronic Medical Record web-based portal and other computer code that may be developed by Healthy Roster for use by Your Organization from time to time.
Sway Software means the Sway Medical software application that runs on a hand-held mobile device such as a smartphone or tablet computer and collects PHI from a subject selected by an Organization as a part of concussion management, including but not limited to the measurement of balance, cognition, and symptomology of a subject.
Healthy Roster Software means the EMR Software and/or the Sway Software, along with any associated media, databases, printed and online documentation. The Healthy Roster software also relates to the Healthy Roster website, the Sway Medical website and any other digital assets owned by the Company. Healthy Roster Software also includes all versions, updates, enhancements, extensions and corrections to each of the software assets described herein.“You” or “Your” means any individual who accesses or uses the Website or the Healthy Roster Software, including any visitor, Authorized User, or other person acting on behalf of an Organization, as applicable.
Authorized User means an individual, employee, agent, contractor, service provider, or other related party of an Organization who has been trained in the use of the Healthy Roster Software and/or the Sway Software and operates it to collect PHI from subjects with the permission of the Organization.
“Service” means the Healthy Roster Software, the Website, and any related products or services provided by Healthy Roster.
“Usage Data” means data collected automatically regarding the use, performance, and operation of the Service, such as log data, device information, and usage metrics.
INFORMATION COVERED BY THIS PRIVACY POLICY:
This Privacy Policy covers our treatment of Personal Information that we gather when You are accessing or using the Healthy Roster Software or that is transmitted to us by Authorized Users of the EMR Software or the Sway Software. This policy does not apply to the practices of companies that we do not own or control, or to individuals that we do not employ or manage.
PHI PROCESSING
When Healthy Roster processes PHI for an Organization, Healthy Roster acts solely as a “Business Associate” (as defined under HIPAA) to such Organization, and the Organization acts as the “Covered Entity” or data controller. In such cases, the Organization controls the PHI and determines the purposes and means of processing such PHI, and Healthy Roster processes such PHI only in accordance with the applicable Business Associate Agreement (“BAA”).
To the extent Healthy Roster processes Personal Information or PHI on behalf of an Organization, this Privacy Policy does not create any independent rights for any individual with respect to such information. Any rights to access, amend, or delete such information must be exercised through the applicable Organization and are subject to applicable law.
In the event of any conflict between this Privacy Policy and an applicable BAA or license agreement, the BAA or Agreement shall control with respect to PHI.
PRIVACY OF MINOR CHILDREN
Healthy Roster may collect Personal Information about individuals under the age of 13 only on behalf of licensed Organizations that use the Healthy Roster Software. These Organizations are responsible for obtaining any parental or guardian consent required under applicable law, including the Children’s Online Privacy Protection Act (“COPPA”), before collecting information about minors through the Healthy Roster Software.
Healthy Roster does not knowingly permit children under 13 to create accounts on the Website or the Service independently.
If You are under 13 and have not received permission from a parent or guardian through the Organization administering the Healthy Roster Software, please do not attempt to register to use the Healthy Roster Software or send any information about Yourself to us, including Your name, address, telephone number, or email address. No one under age 13 may provide any personal information to Healthy Roster without providing parental consent to the associated Organization.
In the event that we learn that we have collected Personal Information directly from a child under age 13 without the appropriate authorization from the applicable Organization or a parent or guardian where required by law, we will take reasonable steps to delete that information as quickly as possible.
If You believe that we might have collected information from or about a child under 13 without appropriate authorization, please contact us at privacy@healthyroster.com with the email subject line “CHILD DATA REMOVAL REQUEST”.
LINKS TO OTHER WEBSITES
Our Service may contain links to other websites that are not operated by Us. If You click on a third-party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit.
This Privacy Policy does not address the privacy practices of Healthy Roster’s licensed Organizations or Authorized Users, on whose behalf we act as an independent contractor and recipient of subject PHI and PII data collected by an Authorized User and transmitted to Healthy Roster by the Healthy Roster Software. We have no control over the Organizations’ Authorized Users or any other entities' privacy practices.
We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. You are advised to review the privacy policies of the other websites You visit to understand such website operators’ practices, and direct any questions or concerns that You have to the appropriate website operator contact.
COOKIES
“Cookies” are small files that contain information that might include a unique identification number or value, which are stored on Your computer's hard drive as a result of You accessing our Website. Unless You have adjusted Your browser setting so that it will refuse cookies, our system will issue cookies as soon as You visit our Website. Cookies We transfer to Your computer through Your browser allow Us to recognize Your browser and tell Us how and when pages in Our site are visited and by how many people. In this way, unless You deactivate or delete the cookies We set, You will be recognized each time You return to the Website. You may be able to change the preferences on Your browser to prevent or limit Your computer’s acceptance of cookies, but this may prevent You from taking full advantage of our Website’s features.
A cookie can be a “persistent” or “session” cookie.
A “persistent” cookie will remain for a period of time set for that cookie or until it is deleted by You. A “session-based” cookie is allocated only for the duration of Your visit to our website and automatically expires when You close down Your browser.
We use both Session and Persistent Cookies and other Tracking Technologies for the purposes set out below:
Necessary / Essential Cookies
Type: Session Cookies
Administered by: Us
Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.
Cookies Policy / Notice Acceptance Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
Functionality Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering Your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter Your preferences every time You use the Website.
Pixels and Web Beacons
Type: Tracking Technologies
Administered by: Us
Purpose: Tracking technologies such as pixels or web beacons may be used to improve our Website and digital content. Pixels are small electronic files that allow Us to understand how users interact with Our digital content, such as tracking page visits, ad performance, or email engagement. These technologies may also enable third-party service providers to deliver targeted advertisements or analyze website traffic. By using our Website, You consent to the use of such tracking technologies as described in this policy. You can manage Your preferences or opt-out through Your browser settings or third-party opt-out tools.
USE OF YOUR PERSONAL INFORMATION
Healthy Roster may use Personal Information for the following purposes:
To provide and maintain our Service, including monitoring the usage of our Website.
To manage Your Account if You are a Registered User. The Personal Information You provide can give You access to different functionalities of the Website and the Healthy Roster Software that are available to You as a registered user.
To personalize and improve our services to You: to allow You to set up a user account and profile, to fulfill Your requests for certain services, to analyze how You utilize the Website, and as otherwise set forth in this Privacy Policy.
For the performance of a contract: to allow You access to the products, items, or services You or Your Organization have licensed.
To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products, or contracted services, including the security updates, when necessary or reasonable for their implementation.
To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that You have already purchased or enquired about, unless You have opted not to receive such information.
To manage Your requests: To attend and manage Your requests to Us.
For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Information held by Us about our Service users is among the assets transferred.
For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns, and to evaluate and improve our Service, products, services, marketing, and Your experience.
We do not rent or sell Your Personal Information to anyone. We may share Personal Information with trusted third-party service providers who perform services on our behalf, such as cloud hosting, infrastructure, analytics, security monitoring, customer support, and other operational services necessary to operate and maintain the Service. These service providers are contractually required to process Personal Information only for the purpose of providing services to Healthy Roster and maintaining appropriate confidentiality and security protections.
Retention of Your Personal Information
Healthy Roster will retain Your Personal Information only for as long as is necessary for the purposes set out in this Privacy Policy. We may also keep a record of Your past transactions with Healthy Roster. We will retain and use Your Personal Information to the extent necessary to comply with our legal obligations (for example, if we are required to retain Your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.
Healthy Roster will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
Transfer of Your Personal Information
Your information, including Personal Information, is processed at Healthy Roster’s operating offices and in any other places where the parties involved in the processing are located. This means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in Your jurisdiction.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
Healthy Roster will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy, and no transfer of Your Personal Information will take place to an organization or a country unless there are adequate controls in place, including the security of Your data and other personal information.
Delete Your Personal Information
You have the right to delete or request that We assist in deleting certain Personal Information that We have collected about You.
Our Service may give You the ability to delete certain information about You from within the Service.
You may update, amend, or delete Your account information at any time by signing in to Your account, if You have one, and visiting the account settings section that allows You to manage Your personal information. If You are unable to update, amend, or delete Your data within the system, contact Your system administrator to request these changes. If You are unable to contact Your system administrator, You may contact us to facilitate access to, corrections, or deletion of any personal information that You have provided.
In order to request access to, correct, or delete any personal information that You have provided to US, send an email to privacy@healthyroster.com with the email subject line “DATA ACCESS REQUEST”.
Please note, however, that We may need to retain certain information about You including information that constitutes Protected Health Information (“PHI”), in accordance with applicable law, regulatory requirements, and our contractual obligations to the applicable Organization, including under any applicable Business Associate Agreement. Any access to, amendment of, or deletion of such information is subject to the control of the applicable Organization and may require authorization from Your system administrator or other authorized representative of the Organization.
Security Standards
Our products support patient privacy and provider security through the following product features: SSL Encryption, System-User Identifiers, Multiple User Access Levels, Data Access Tracking/ Alerts, Secure Data Storage Compliant with SOC2 Type II standards. As part of our commitment to product security and customer service, Healthy Roster supplies our customers with information to help assess and address the vulnerabilities and risks associated with products that maintain or transmit ePHI. Specifically, Healthy Roster is using the Manufacturer Disclosure Statement for Medical Device Security (MDS2) to provide HIPAA-related security information about its products. Access Healthy Roster MDS2 form here.
Disclosure of Your Personal Information
Business Transactions
If Healthy Roster is involved in a merger, acquisition, or asset sale, Your Personal Information may be transferred. We will provide notice before Your Personal Information is transferred and becomes subject to a different Privacy Policy.
Law enforcement
Under certain circumstances, the Company may be required to disclose Your Personal Information if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
Other legal requirements
The Company may disclose Your Personal Information in good faith belief that such action is necessary to:
Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of users of the Service or the public
Protect against legal liability
U.S. State Privacy Rights
Certain U.S. state privacy laws, including the California Consumer Privacy Act as amended by the California Privacy Rights Act (“CCPA/CPRA”), the Colorado Privacy Act, and similar laws in other states, may provide residents with additional rights regarding their Personal Information.
Subject to applicable law and verification of identity, individuals residing in these states may have the right to:
• request access to the Personal Information we maintain about them
• request correction of inaccurate Personal Information
• request deletion of Personal Information we have collected
• request information about the categories of Personal Information we collect and how it is used or disclosed
• opt out of the use of Personal Information for targeted advertising or certain profiling activities
To exercise any applicable privacy rights, please contact us at privacy@healthyroster.com
with the subject line “State Privacy Rights Request.”
If your Personal Information was collected by an Organization, you may need to direct your request to that Organization, which acts as the data controller for such information.
Changes to this Privacy Policy
We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page. The Last Updated date above reflects the date of the most recent change to this Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page. You are bound by any changes in the Privacy Policy when You use the Website after such changes have been first posted.
CONCERNS ABOUT THIS POLICY
Any complaints, concerns, or questions with regard to the content, interpretation, or breach of the terms of this Privacy Policy should be immediately directed to privacy@healthyroster.com with the email subject “PRIVACY POLICY CONCERN”.
If You feel that we are not abiding by this Privacy Policy You should immediately contact via email at privacy@healthyroster.com with the email subject “PRIVACY POLICY ISSUE.”
CONTACT INFORMATION:
Questions, comments, or complaints regarding the Healthy Roster Privacy and Security Policy or data collection and processing practices can be mailed or emailed to: Healthy Roster, Inc.
Attn: Chief Privacy Officer
PO Box 1114, Dublin, Ohio 43017
Or
sent via email to
with the subject line “Attention Chief Privacy Officer.”
Last updated: 3/22/26