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Privacy Policy

Effective Date: August 5, 2026

Introduction

This Privacy Policy describes how Calysta Pro EMR ("we," "us," or "our") collects, uses, stores, and protects information when you use our electronic medical records platform, website, and related services (collectively, the "Services").

By accessing or using the Services, you agree to the terms of this Privacy Policy.

Calysta Pro EMR is committed to protecting the privacy and security of all personal and health-related information entrusted to us by healthcare providers and their patients.

Information We Collect

Information You Provide

  • Account Information: Name, email address, phone number, practice name, and professional credentials when you create an account
  • Patient Data: Protected health information (PHI) entered by healthcare providers, including patient demographics, treatment records, clinical notes, consent forms, and prescription history
  • Payment Information: Credit card numbers, billing addresses, and transaction details processed through our integrated payment system
  • Communications: Messages, support requests, and feedback you send to us

Information Collected Automatically

  • Usage Data: Pages visited, features used, session duration, and interaction patterns within the platform
  • Device Information: Browser type, operating system, device identifiers, and IP address
  • Cookies and Tracking: We use cookies and similar technologies to maintain session state, remember preferences, and analyze platform usage

How We Use Your Information

We use collected information for the following purposes:

  • Providing the Services: Operating, maintaining, and improving the Calysta Pro EMR platform
  • Payment Processing: Processing transactions at our flat 2.95% rate through our integrated payment system
  • Communication: Sending appointment reminders, account notifications, and service updates
  • Compliance: Meeting HIPAA requirements, maintaining audit logs, and responding to legal obligations
  • Analytics: Understanding how providers use the platform to improve features and performance
  • Support: Responding to questions, troubleshooting issues, and providing onboarding assistance

We do not sell, rent, or trade personal information or protected health information to third parties for marketing purposes.

HIPAA Compliance

Calysta Pro EMR operates as a Business Associate under HIPAA when processing protected health information on behalf of healthcare providers. We maintain the following safeguards:

  • Encryption: All PHI is encrypted at rest and in transit using industry-standard encryption protocols
  • Access Controls: Role-based permissions restrict data access to authorized users
  • Audit Logging: Every access to patient records is logged with user identity, timestamp, and action taken
  • Business Associate Agreements: We execute BAAs with all healthcare providers who use the platform and with our infrastructure subcontractors
  • Incident Response: We maintain breach notification procedures in compliance with the HIPAA Breach Notification Rule

Data Storage and Security

All data is stored on HIPAA-compliant cloud infrastructure within the United States. Our security measures include:

  • SOC 2 — aligned hosting environments
  • Regular vulnerability assessments and penetration testing
  • Automated backup and disaster recovery procedures
  • Employee access limited to personnel with legitimate business need

Third-Party Services

We share information with third parties only when necessary to provide the Services:

  • Payment Processors: Transaction data is shared with payment processing partners to complete credit card and debit card transactions
  • Cloud Infrastructure: Patient and account data is stored on third-party hosting platforms that maintain HIPAA-compliant environments and execute BAAs with us
  • Communication Services: Email and SMS providers used for appointment reminders and account notifications

We require all third-party service providers to maintain security and privacy standards consistent with this Privacy Policy and applicable law.

Your Rights

You have the right to:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate personal information
  • Deletion: Request deletion of your personal information, subject to legal retention requirements
  • Portability: Request your data in a commonly used, machine-readable format
  • Opt Out: Unsubscribe from marketing communications at any time

Healthcare providers retain ownership of all patient data entered into the platform. Patients should contact their healthcare provider directly to exercise rights related to their medical records.

Data Retention

We retain account information for as long as your account remains active and for a reasonable period afterward to fulfill legal obligations and resolve disputes.

Patient data entered by healthcare providers is retained in accordance with applicable medical records retention laws and the provider's own retention policies.

When an account is closed, we will securely delete or anonymize personal information within 90 days, unless legal retention requirements apply.

Children's Privacy

Calysta Pro EMR is not directed at individuals under the age of 13. We do not knowingly collect personal information from children. Patient records for minors are managed by the healthcare provider in compliance with applicable law.

Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by posting the updated policy on our website and updating the effective date.

Continued use of the Services after changes are posted constitutes acceptance of the revised policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Calysta Pro EMR Email: info@calystaproemr.com Contact Us