Florence Healthcare, Inc., operates Services including florencehc.com, several variants of researchbinders.com and our mobile apps and API services. This page informs you of our policies regarding the collection, use and disclosure of Personal or Profile Information we receive from users of these Sites. We use your Personal Information only for providing and improving the Sites. By using the Sites, you agree to the collection and use of information in accordance with this policy.
Information Collection and Use
We collect information about you when you provide it to us, when you use our Services, and when other sources provide it to us, as further described below.
Account and Profile Information: We collect information about you when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the Services. For example, you provide your contact information and, in some cases, billing information when you register for the Services. You also have the option of adding a display name, profile photo, job title, and other details to your profile information to be displayed in our Services. We keep track of your preferences when you select settings within the Services.
Content you provide through our products: The Services include the Florence products you use, where we collect and store content that you post, send, receive and share. We also collect other content that you submit to our websites, which include social media or social networking websites operated by us. For example, you provide content to us when you provide feedback or when you participate in any interactive features, surveys, contests, promotions, sweepstakes, activities or events.
Information you provide through our support channels: The Services also include our customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.
Information we collect automatically when you use the Services: We collect information about you when you use our Services, including browsing our websites and taking certain actions within the Services.
Your use of the Services: We keep track of certain information about you when you visit and interact with any of our Services. We also collect information about the teams and people you work with and how you work with them, like who you collaborate with and communicate with most frequently, in addition to content-related information described above.
Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to access the Services. This device information includes your connection type and settings when you install, access, update, or use our Services. We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data. We use your IP address and/or country preference in order to approximate your location to provide you with a better Service experience. How much of this information we collect depends on the type and settings of the device you use to access the Services. Server and data center Service administrators can disable collection of this information via the administrator settings or prevent this information from being shared with us by blocking transmission at the local network level.
End User and Organizational Use
Many of our products are intended for use by organizations. Where the Services are made available to you through an organization (e.g. your employer), that organization is the administrator of the Services and is responsible for the accounts and/or Service sites over which it has control. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organization’s policies. We are not responsible for the privacy or security practices of an administrator’s organization, which may be different than this policy.
Administrators are able to:
- require you to reset your account password;
- restrict, suspend or terminate your access to the Services;
- access information in and about your account;
- access or retain information stored as part of your account;
- install or uninstall third-party apps or other integrations
In some cases, administrators can also:
- restrict, suspend or terminate your account access;
- change the email address associated with your account;
- change your information, including profile information;
- restrict your ability to edit, restrict, modify or delete information
Even if the Services are not currently administered to you by an organization, if you use an email address provided by an organization (such as your work email address) to access the Services, then the owner of the domain associated with your email address (e.g. your employer) may assert administrative control over your account and use of the Services at a later date. Once an administrator asserts control over your account or use of the Services, you will no longer be able to change the email address associated with your account without administrator approval.
How we use the Information we Collect
To provide the Services and personalize your experience: We use information about you to provide the Services to you, including authenticating you when you log in, providing customer support, and operating and maintaining the Services. We may use your email domain to infer your affiliation with a particular organization or industry to personalize the content and experience you receive on our websites. Where you use multiple Services, we combine information about you and your activities to provide an integrated experience, such as to allow you to find information from one Service while searching from another or to present relevant product information as you travel across our websites.
For research and development: We use collective learnings about how people use our Services and feedback provided directly to us to troubleshoot and to identify trends, usage, activity patterns and areas for integration and improvement of the Services. In some cases, we apply these learnings across our Services to improve and develop similar features or to better integrate the services you use.
To communicate with you about the Services: We use your contact information to send transactional communications via email and within the Services. We also send you email notifications when you or others interact with you on the Services and send you communications as you onboard to a particular Service. These communications are part of the Services and in most cases you cannot opt out of them.
To market, promote and drive engagement with the Services: We use your contact information and information about how you use the Services to send promotional communications that may be of specific interest to you, including by email and by displaying ads on other companies’ websites and applications, as well as on platforms like Facebook and Google. These communications are aimed at driving engagement and maximizing what you get out of the Services, including information about new features, survey requests, newsletters, and events we think may be of interest to you. We also communicate with you about new product offers, promotions and contests.
You can opt out of all these communications only by not interacting with content beyond the opt-in notification on our Services. You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, updating your email preferences within your Service account settings menu, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services. You can opt out of some notification messages in your account settings.
Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve the Services.
Patient Data and Business Associates Provisions
In maintaining, using and affording access to protected health information as such term is defined under §160.103 of HIPAA in accordance with this Agreement, we will:
- Not use or disclose protected health information except as permitted or required by this Agreement or as required by law;
- Use appropriate safeguards and comply, where applicable, with the Security Rule with respect to electronic protected health information, and to prevent the use or disclosure of such information other than as provided for by this Agreement;
- Report to you any use or disclosure of such information not provided for by this Agreement of which we become aware, including breaches of unsecured protected health information as required by §164.410 of HIPAA, and any security incident involving the information of which we become aware;
- In accordance with §§164.502(e)(1)(ii) and 164.308(b)(2) of HIPAA, as applicable, ensure that any subcontractors that create, receive, maintain or transmit Protected Health Information on our behalf agree to the same restrictions, conditions, and requirements that apply to us with respect to such information; and we obtain satisfactory assurances that such subcontractors will appropriately safeguard such information (it being understood, for the avoidance of doubt, that other users of the Services are not our subcontractors);
- Make available Protected Health Information to you as necessary to satisfy your obligations under §164.524 of the Privacy Rule;
- Make available Protected Health Information for amendment and incorporate any amendments to Protected Health Information in accordance with §164.526 of the Privacy Rule;
- Maintain and make available such information required to provide an accounting of disclosures in accordance with §164.528 of the Privacy Rule;
- To the extent that we are to carry out your obligations under the Privacy Rule, comply with the requirements of the Privacy Rule that apply to you in the performance of such obligations;
- Make our internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by us on your behalf, available to the Secretary of the United States Department of Health and Human Services for purposes of determining your compliance with the Privacy Rule.
- Use protected health information to provide data aggregation services as permitted by 45 CFR 164.504(e)(2)(i)(B).
- Use protected health information for the proper management and administration of our business or to carry out our legal responsibilities.
- Agree to mitigate to the extent practicable, any harmful effect that is known to us from the use or disclosure of protected health information in a manner contrary to the obligations under HIPAA.
- Return or destroy all protected health information created by and received from you at the termination of any agreements between us.
On mutual agreement between us and you, we may execute a separate Business Associate Agreement that supersedes this provision.
Good Clinical Practice and Security for Documents
For more information on Florence’s compliance with these policies, please see our Compliance Summary.
Log Data and other Data Collected
Like many site operators, we collect information that your browser sends whenever you visit our Sites (“Log Data”). This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our Sites that you visit, the time and date of your visit, the time spent on those pages and other statistics.
Cookies: Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive. Like many sites, we use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Sites.
Controlling your Information
You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. You can exercise these rights by logging into the Services and using settings available within the Services or your account. Where the Services are administered for you by an administrator, you may need to contact your administrator to assist with your requests first. In rare cases you may need to contact your Florence representative to exercise these rights.
Access and update your information: Our Services allow you to update your profile information within your profile settings and modify content that contains information about you.
Deactivate your account: If you no longer wish to use our Services, you or your administrator may be able to deactivate your Services account. If you can deactivate your own account, that setting is available to you in your account settings. Otherwise, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact Florence support.
Deleting your information or stopping its use: In many cases, due to GCP rules governing auditing clinical trial processes in the United States and Europe, you will not be able to delete certain information about you from our Services once you have opted in, nor can you ask us to stop using your data in Administrator-controlled accounts. Please contact your Florence representative if you believe deleting your information would not violate these rules. When you make such requests, we may need time to investigate and facilitate your request.
The security of your information is important to us, but remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.