Privacy Policy
PulseChart is practice management software for medical practices. It is operated by Defining Details LLC (“PulseChart”, “we”, “us”). This policy explains what information PulseChart collects, why, and who it is shared with. It covers this website and the PulseChart software used by practices and their patients.
1. Mobile numbers and text messaging consent
We do not sell, rent, or share mobile phone numbers or text messaging opt-in consent with third parties or affiliates for their marketing or promotional purposes.
A patient’s mobile number and their consent to receive texts are used only so that their practice can send them messages through PulseChart, and to honor their choice to stop. The only outside company that receives a mobile number is our messaging provider, and only to deliver a message the practice sent.
Anyone can stop receiving texts at any time by replying STOP. We record that choice and PulseChart will not send further texts to that number from that practice unless the person replies START.
2. Who this policy is about
- Practices that use PulseChart, and the staff members they add as users.
- Patients of those practices, whose information a practice records in PulseChart.
- Visitors to this website.
Patient information belongs to the practice. The practice decides what it records about its patients and is responsible for that information. PulseChart stores and processes it on the practice’s behalf, as the practice’s service provider (a “business associate” under HIPAA). For questions about your own health record, contact your practice directly; the practice’s own privacy notice governs how it uses your information.
3. What we collect, and why
- Practice and user account details — practice name and contact details, and each user’s name, email address and role. Used to provide accounts, control who can see what, and contact the practice about its service.
- Information a practice enters about its patients — for example contact details, appointments, clinical notes, forms, documents and billing records. Used only to provide the software to that practice: to show it to the practice’s authorized staff, to the patient in their portal, and to send the messages the practice chooses to send.
- Mobile numbers, email addresses and messaging preferences — used to deliver appointment reminders, confirmations and other messages from the practice, and to record opt-outs so they are honored.
- Payment information — card payments are handled by our payment processor. PulseChart does not store full card numbers.
- Records of activity — who viewed or changed a record and when, kept so the practice has an audit trail, and technical logs used to keep the service secure and working.
- Website visits — standard server logs such as IP address and browser type, used to operate and protect the site.
This website does not use advertising or analytics trackers. PulseChart sets cookies only to keep signed-in users signed in.
4. Who we share information with
We do not sell personal information. We share it only:
- With service providers that run PulseChart for us, under contract and only for that purpose: Amazon Web Services (hosting, storage, and the AI features practices can choose to use), Telnyx (text messages, email and fax), and Stripe (card payments).
- With the practice whose account the information belongs to, and with a patient through that practice’s portal.
- When the law requires it, or to protect the safety and security of the service and the people who use it.
5. Security and retention
Information is encrypted in transit, access is limited by role, and changes to clinical records are logged. We keep practice and patient information for as long as the practice uses PulseChart and as required by law, and we return or delete it at the practice’s direction when the service ends.
6. Children
This website and PulseChart accounts are not directed at children. Information about a minor who is a patient is entered and controlled by their practice.
7. Changes and contact
If this policy changes, the new version will be posted here with a new date. Questions about this policy or about PulseChart’s handling of information can be sent to technology@pulsechart.pro.
Defining Details LLC operates PulseChart.