Privacy Policy

EquipFlo (“EquipFlo,” “we,” “our,” or “us”) provides software that helps hospitals and clinics track, manage, and maintain physical equipment. This Privacy Policy explains what information we collect through our website, mobile applications, and administrative dashboard (together, the “Services”), how we use it, and the choices available to you.

By using the Services, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Services.

Account information. When a facility registers, we collect the organization name, billing contact, and information needed to provision staff accounts (such as name, work email, and role).

Equipment and usage data. We store the equipment records, tags, checkouts, returns, and maintenance notes that your staff enter into the Services. This information is owned by your organization and processed on its behalf.

Device and log data. Like most web services, we automatically collect log information such as IP address, browser type, device identifiers, pages visited, and timestamps. We use this information to secure and improve the Services.

Cookies. We use a small number of cookies and similar technologies to keep you signed in, remember preferences, and understand product usage at an aggregate level.

We use the information we collect to:

• Provide, maintain, and improve the Services.
• Authenticate users, prevent abuse, and protect the integrity of your data.
• Respond to support requests and communicate about your account.
• Send service announcements, product updates, and, where permitted, occasional marketing communications that you can opt out of at any time.
• Meet legal, regulatory, and contractual obligations.

EquipFlo is designed to track equipment, not patient records. The Services are not intended to store Protected Health Information (“PHI”) as defined by HIPAA. Customers should avoid entering PHI into free-text fields. If your facility requires a Business Associate Agreement, please contact us through the channels listed below before entering any regulated data.

We do not sell personal information. We share information only:

• With service providers (such as cloud hosting and email delivery vendors) who process data on our behalf under written agreements.
• With your organization’s administrators, who can view and manage data within their tenant.
• When required by law, legal process, or to protect the rights, property, or safety of EquipFlo, our customers, or the public.
• In connection with a merger, acquisition, or sale of assets, subject to the commitments in this policy.

We retain customer data for as long as the account is active and for a reasonable period afterward to meet legal, accounting, and backup obligations. Administrators may request export or deletion of their tenant data at any time.

We use administrative, technical, and physical safeguards designed to protect the information we process, including encryption in transit, role-based access controls, and audit logging. No system is perfectly secure, so we cannot guarantee absolute security, but we work continuously to reduce risk.

Depending on your jurisdiction, you may have rights to access, correct, or delete personal information we hold about you, object to certain processing, or request portability. You can exercise these rights by contacting us using the details below. We will respond within the timeframe required by applicable law.

The Services are intended for use by hospital staff in the course of their employment. They are not directed to children under 13, and we do not knowingly collect information from children.

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of this page. Material changes will be communicated through the Services or by email to account administrators.

Questions about this Privacy Policy or how your data is handled? Reach out to our team and we’ll get back to you promptly.