Privacy Policy

HIPAA Compliance Statement

SmartVaxAI LLC is committed to complying with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations. As a service provider that processes Protected Health Information (PHI), we act as a Business Associate to Covered Entities as defined by HIPAA. We implement and maintain appropriate administrative, technical, and physical safeguards to protect the confidentiality, integrity, and availability of PHI.

Information We Collect

We may collect information about you in a variety of ways. The information we may collect includes:

Personal Data

When you register with SmartVaxAI LLC or submit vaccination records for processing, we collect personally identifiable information, such as your name, email address, telephone number, and organization. When you use our services to digitize and manage vaccination records, we process medical information contained in those records, including:

• Name and contact information of individuals on vaccination records
• Dates of birth
• Vaccine types, dates administered, and lot numbers
• Healthcare provider information
• Other medical information contained in the vaccination records

Usage Data

When you access our services, our servers automatically record information that your browser or device sends. This data may include your IP address, browser type and settings, the date and time of your access, and information about your usage of our services.

How We Use Your Information

We may use the information we collect from you for various purposes, including to:

• Provide, maintain, and improve our services
• Process and digitize vaccination records
• Verify the accuracy of vaccination information
• Facilitate integration with electronic health records systems
• Respond to your requests and provide customer support
• Send you technical notices, updates, security alerts, and administrative messages
• Monitor and analyze usage and trends to improve our services
• Detect, prevent, and address technical issues or fraudulent activity
• Comply with legal obligations, including HIPAA regulations

Disclosure of Your Information

We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

By Law or to Protect Rights

If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation.

Third-Party Service Providers

We may share your information with third parties that perform services for us or on our behalf, including payment processing, data analysis, email delivery, hosting services, customer service, and marketing assistance. These third parties have access to your information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose. All third-party service providers that may have access to PHI are bound by appropriate Business Associate Agreements.

Business Transfers

If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your information may be transferred to a successor or affiliate as part of that transaction. Any transfer of PHI in such circumstances would be conducted in accordance with HIPAA regulations.

Security of Your Information

We use administrative, technical, and physical security measures to help protect your personal information and PHI. These measures include encryption of data in transit and at rest, access controls, regular security assessments, and employee training on privacy and security practices. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

Data Retention

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law. For PHI, we follow the retention requirements specified in our Business Associate Agreements and applicable regulations.

Your Rights Regarding Your Information

HIPAA Rights

For PHI that we maintain, individuals have certain rights under HIPAA, including:

• The right to access and receive a copy of your PHI
• The right to request amendments to your PHI
• The right to receive an accounting of certain disclosures of your PHI
• The right to request restrictions on certain uses and disclosures of your PHI
• The right to request alternative means of communication for PHI

To exercise these rights, please contact the Covered Entity (healthcare provider) that provided your information to us. As a Business Associate, we will work with the Covered Entity to fulfill these requests.

Other Privacy Rights

Depending on your location, you may have additional rights regarding your personal information, such as:

• The right to access your personal information
• The right to request deletion of your personal information
• The right to object to or restrict processing of your personal information
• The right to data portability
• The right to withdraw consent

To exercise these rights, please contact us at privacy@smartvaxai.com.

Children's Privacy

Our services are not intended for use by children under the age of 13. We do not knowingly collect or maintain personal information from children under 13 years of age, and no part of our website is directed to children. If we learn that personal information has been collected from a child under age 13 without verification of parental consent, we will take steps to delete this information.

Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

SmartVaxAI LLC

Email: privacy@smartvaxai.com