Privacy Policy

Scope

This Privacy Policy explains how Incubator LLC, doing business as Affinity AI ("Affinity," "we," or "us"), collects, uses, discloses, and protects personal information through our websites, onboarding, portals, APIs, support, and related services. It does not cover the independent privacy practices of healthcare providers, pharmacies, banks, or third-party sites and services.

Information we collect

Depending on how you use Affinity, we may collect:

• Contact and account information, such as your name, email address, phone number, role, login information, and communication preferences.
• Business and professional information, such as organization details, addresses, website, National Provider Identifier, licenses, credentials, accreditations, and onboarding responses.
• Service content, such as communications, support requests, uploads, agreement acceptance, referral attribution, and records of actions taken in the services.
• Healthcare and order information in approved Live workflows, such as patient, prescription, clinical, pharmacy, fulfillment, and delivery information.
• Commercial information, such as pricing, billing contacts, invoices, payment status, and bank or payment transaction references.
• Device and usage information, such as IP address, browser, device, pages viewed, clicks, session recordings, referring URLs, timestamps, cookies, and diagnostic logs.

Where information comes from

We collect information from you; your organization and its authorized users; healthcare providers, pharmacies, integration partners, and other services you connect; public professional registries; and automatically from browsers, devices, and use of the services.

How we use information

We use information to provide and personalize the services; create and secure accounts; provision Test and Live access; verify business and professional information; route authorized prescriptions and orders; support pharmacy fulfillment; provide support; administer billing, referrals, and agreements; monitor safety, security, and performance; analyze and improve the services; communicate with you; enforce our terms; and comply with legal and regulatory obligations.

How we disclose information

We may disclose information to your organization and its authorized users; to healthcare providers, pharmacies, delivery services, and integration partners as needed to carry out an authorized workflow; and to vendors that provide hosting, authentication, storage, communications, analytics, support, security, and payment services. We may also disclose information when required by law, to protect rights and safety, to investigate misuse, or as part of a financing, merger, acquisition, reorganization, or sale of all or part of the business. These recipients may receive only the information relevant to their role or the permitted purpose.

Cookies and analytics

We and our service providers use cookies, local storage, and similar technologies for sign-in, security, preferences, referral attribution, analytics, error diagnosis, and session replay. You can control some of these technologies through your browser or device, but blocking necessary storage may prevent parts of the services from working.

With your permission, we use Google Analytics on our public marketing pages and blog to measure visits, referring sites, and successful contact requests. We do not send contact form contents, account identities, patient records, or prescription information to Google Analytics. Advertising personalization is disabled. You can allow or decline Google Analytics cookies and change your choice through Analytics preferences in the website footer. This choice controls Google Analytics; our other service technologies are described above. Learn how Google uses information at Google's partner-site policy.

Healthcare information and HIPAA

Do not submit real patient information through public marketing or onboarding forms, and use only synthetic information in Test mode. In an approved Live workflow, Affinity may process protected health information on behalf of a healthcare organization. When Affinity acts as a business associate, the applicable Business Associate Agreement and healthcare privacy laws govern that protected health information.

This general policy is not a healthcare provider’s or pharmacy’s Notice of Privacy Practices. Patients should contact the provider or pharmacy responsible for their care to exercise rights involving a clinical or pharmacy record. Affinity will support its customers as required by the applicable agreement and law.

Retention and security

We keep information for as long as reasonably needed to provide the services and for legitimate business, contractual, audit, security, dispute-resolution, healthcare, and legal purposes. Retention periods vary by the type of information and our obligations. We use administrative, technical, and organizational safeguards designed for the nature of the information, but no system can guarantee absolute security.

Your rights and choices

Depending on where you live and your relationship with Affinity, you may ask to access, correct, delete, or receive a copy of eligible personal information. Applicable law may also give you rights to limit certain uses of sensitive information, opt out of certain sales, sharing, or targeted advertising, appeal a denied request, and receive equal service when you exercise a privacy right. You may unsubscribe from nonessential marketing email using the link in the message.

We may need to verify your identity and authority before completing a request. Some information may be exempt or must be retained for security, fraud prevention, contractual, healthcare, or legal reasons. If your organization, provider, or pharmacy controls the information, we may direct your request to that organization.

Children

Affinity accounts and public forms are intended for business users who are at least 18. We do not knowingly create accounts for children. Authorized Live workflows may contain information about a minor patient when submitted by a healthcare organization, and we process that information for the organization under the applicable agreement and law.

Contact and updates

Send privacy questions or requests to Incubator LLC d/b/a Affinity AI at support@joinaffinityai.com. We may update this policy as our practices or legal obligations change. We will post the new effective date and may provide additional notice or ask you to acknowledge a material update.