Effective date: June 1, 2026
Record Synergy, Inc. (“Record Synergy,” “we,” “us”) provides operational EMR software to therapy clinics. This Privacy Policy explains what information we collect through our marketing website and customer accounts, how we use it, and the choices you have. Patient health information (PHI) handled inside the Record Synergy platform is governed separately by HIPAA, by our Business Associate Agreement (BAA) with each customer, and by our HIPAA & Compliance commitments.
Information we collect
Information you provide. When you request a demo, contact sales, subscribe to updates, or create an account, we collect contact details (name, email, company, role, phone) and any other information you choose to share with us.
Account and billing. For customer accounts, we collect billing contacts, payment-method tokens (handled by our payment processor — we do not store full card numbers), and the configuration data you provide to set up locations, users, and integrations.
Automatically collected. When you visit recordsynergy.com we collect standard log information (IP address, browser, pages viewed, referrer, timestamps) and analytics cookies as described below.
How we use information
- To respond to demo requests and sales inquiries
- To provide, secure, and improve the Record Synergy platform
- To send transactional emails (account, billing, security notifications)
- To send product updates and educational content you have opted into
- To meet our legal, tax, and accounting obligations
Patient health information (PHI)
Record Synergy is a Business Associate to its healthcare-provider customers. Any PHI processed through the platform belongs to the customer (the Covered Entity), is handled under our BAA with that customer, and is governed by the HIPAA Privacy and Security Rules. We do not use PHI for marketing and do not sell PHI. See the HIPAA & Compliance page for our safeguards.
How we share information
We do not sell personal information. We share information only with:
- Service providers (hosting, email delivery, analytics, payments) under written contracts that limit their use of the information
- Authorities when required by law, subpoena, or to protect rights and safety
- An acquirer in the event of a merger, acquisition, or asset sale, with notice to affected users
Cookies and analytics
Our marketing site uses cookies for basic site functionality, and product-analytics cookies to understand which pages are useful. You can disable cookies in your browser; some site features may not work as intended.
Your rights
Depending on where you live, you may have rights to access, correct, delete, or export the personal information we hold about you, and to object to certain processing. Email us at the contact below to exercise these rights; we respond within 30 days.
Data retention
We retain marketing-site information only as long as we have a legitimate business reason. Customer account data is retained for the life of the subscription and, when an account is terminated, returned or deleted per the BAA and the master subscription agreement.
Security
We use encryption in transit (TLS 1.2+) and at rest, role-based access control, audit logging, and continuous monitoring. We follow the practices described on our HIPAA & Compliance page.
Children’s privacy
The Record Synergy marketing site and platform are not directed to children under 13, and we do not knowingly collect their information.
Changes
We may update this Privacy Policy from time to time. Material changes will be communicated to customer admins by email and reflected by a new effective date above.
Contact
Privacy questions: [email protected]. Mailing address available on request.