Xoomia Health Privacy Policy and Mobile Messaging Terms and Conditions

Effective Date: April 9, 2025

1. Introduction

At Xoomia Health (“Xoomia,” “we,” “us,” or “our”), your privacy is our priority. We are a digital healthcare documentation platform serving agencies and providers in the developmental disability field. We know that your health information is sensitive and deserves the utmost protection. This Privacy Policy outlines how we collect, use, store, share, and protect your information—including your personal health information (“PHI”)—and explains your rights and choices in relation to that information.

This Policy also includes our Mobile Messaging Terms and Conditions, which govern how we interact with you via SMS or other mobile communication channels.

2. Scope of This Policy

This Privacy Policy applies to all users of:

• The Xoomia website (www.xoomia.com)
• Xoomia’s software platform and mobile apps
• All communication and interactions between you and Xoomia through email, phone, SMS, or chat
• Any services provided by Xoomia to agencies, caretakers, service providers, or individual users

This Policy does not apply to third-party websites, applications, or services not directly operated or controlled by Xoomia. If you follow a link to a third-party site, please consult their privacy policy.

3. Xoomia’s Promise to You

We do not sell your information. Period.

We will never share your personal or health-related data with advertisers or marketing partners without your explicit, written consent. Your trust is the cornerstone of our business.

4. Information We Collect

We collect data that helps us deliver services, improve user experience, and comply with legal obligations. Information we may collect includes:

A. Personal Information

• Name
• Address
• Email address
• Phone number
• Emergency contact information
• Date of birth
• Government-issued ID (where required)

B. Health-Related Information (PHI)

• Medical conditions, medications, diagnoses
• Behavioral support plans
• Case notes or progress reports
• Appointments and activity logs
• Documentation of care or services provided

C. Technical and Usage Data

• IP address
• Device ID and browser type
• Time spent on pages
• Clickstream behavior
• Crash logs and performance metrics

D. Financial Information (If Applicable)

• Billing information
• Credit/debit card data (secured via third-party processor)
• Medicaid or insurance provider information

5. How We Use Your Information

We use your data for purposes including, but not limited to:

• Providing Services: Enabling your use of Xoomia’s platform for scheduling, documentation, service coordination, and communication
• Account Management: Creating, updating, or deactivating user profiles
• Communication: Sending important updates, appointment reminders, or alerts
• Compliance and Auditing: Fulfilling HIPAA, HITECH, Medicaid, and state reporting requirements
• Platform Improvement: Analyzing usage patterns to improve usability, stability, and accessibility
• Fraud and Security Monitoring: Protecting your account and health information from unauthorized access or malicious activity

6. Data Sharing and Disclosure

We may share your data under the following strict conditions:

• Authorized Providers: Caregivers or agencies you grant permission to
• Legal Requirements: When compelled by court order, subpoena, or investigation
• Business Transfers: In the event of a merger, acquisition, or sale of assets
• Service Providers: Only those who help operate our platform (e.g., hosting providers, email processors), under strict confidentiality agreements

We do not share your PHI or personal information with advertisers or data brokers.

7. Your Rights Under HIPAA and Other Laws

You have the following rights regarding your health and personal information:

• Right to Access: Request a copy of your data
• Right to Correct: Request correction of inaccurate or incomplete data
• Right to Delete: Request removal of your data from our systems (subject to legal retention requirements)
• Right to Restrict Sharing: Limit who can view or access your records
• Right to Portability: Request your data in a machine-readable format for transfer to another provider

To exercise your rights, please contact us at security@xoomia.com.

8. Data Retention

We retain your data only as long as necessary to:

• Provide services to you or your agency
• Comply with applicable state and federal retention laws
• Fulfill reporting or auditing obligations
• Resolve disputes or enforce our agreements

Once data is no longer needed, it is securely deleted or anonymized.

9. Data Security Practices

We use industry-standard technologies and procedures to protect your data:

• End-to-end encryption of data in transit and at rest
• Role-based access control and audit logs
• Multi-factor authentication for admin access
• Secure data centers with 24/7 monitoring
• Regular vulnerability scanning and patching

Despite these measures, no system is 100% secure. We recommend users create strong passwords and never share account access.

10. Children’s Privacy

Our services are intended for use by adults, agencies, and legal guardians. We do not knowingly collect information from children under the age of 13 without verified parental consent.

11. Mobile Messaging Terms and Conditions

By opting into our SMS or mobile messaging program, you consent to receive recurring messages from Xoomia for the following purposes:

• Appointment confirmations
• Health or medication reminders
• Alerts for agency communication
• Promotional messages (if you opt in)

A. Opt-In Consent

You may join our messaging program via online forms, text keywords, or verbal authorization. Message frequency may vary. Standard carrier charges apply.

B. How to Opt Out

You may cancel the mobile messaging service at any time. To unsubscribe, text:

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STOP, END, CANCEL, UNSUBSCRIBE, or QUIT

You may receive a confirmation of your opt-out.

C. Help and Support

For help or questions, reply HELP or contact us at:

 support@xoomia.com
 Text support keyword: HELP

12. User Responsibility and Input

We rely on our users to:

• Provide accurate and up-to-date information
• Inform us if their contact information changes
• Secure their passwords and logins
• Report suspicious activity immediately
• Follow our Acceptable Use Policy (see Terms of Use)

If you are a caregiver or service provider, you are responsible for obtaining all necessary consents from the individuals you serve before entering their data into Xoomia.

13. Cookies and Web Tracking

We use cookies and similar technologies for:

• Remembering user preferences
• Analytics and performance tracking
• Improving functionality and speed

You can modify cookie settings in your browser, but this may impact site functionality.

14. Updates to This Policy

We may update this Privacy Policy to reflect changes in law, technology, or business practices. When updates occur, we will:

• Post the revised version to our website
• Update the “Effective Date”
• Notify users via email or platform alert if the changes are material

Your continued use of our Services after such changes constitutes acceptance.

15. Contact Us

If you have any questions, complaints, or requests related to this Privacy Policy or your data, you can contact us at:

 security@xoomia.com
 (800) 370-3507
 www.xoomia.com/privacy-policy