Privacy Policy

1. Introduction

DoulaDesk LLC ("we," "our," or "us") operates the DoulaDesk platform, a practice management tool for doula agencies. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, including our website, mobile applications, and related services (collectively, the "Service").

By using our Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, do not use our Service.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide to us, including:

• Account information (name, email address, phone number, organization name)
• Profile information and professional credentials
• Client and patient information (Protected Health Information or PHI) that you input into the Service
• Payment and billing information
• Communications with us (support requests, feedback, inquiries)
• Content you create, upload, or share through the Service

2.2 Automatically Collected Information

When you use our Service, we automatically collect certain information, including:

• Device information (device type, operating system, browser type)
• Usage data (pages visited, features used, time spent)
• IP address and location data
• Cookies and similar tracking technologies
• Log files and error reports

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our Service
• To process transactions and manage your account
• To communicate with you about your account, our services, and updates, including via SMS text messages
• To provide customer support and respond to inquiries
• To ensure security and prevent fraud
• To comply with legal obligations and enforce our agreements
• To analyze usage patterns and improve user experience
• To send marketing communications (with your consent, where required)

4. Protected Health Information (PHI)

DoulaDesk is designed to handle Protected Health Information (PHI) in compliance with the Health Insurance Portability and Accountability Act (HIPAA). When you use our Service to store or process PHI:

• We act as a Business Associate under HIPAA
• We will enter into a Business Associate Agreement (BAA) with your organization
• We implement administrative, physical, and technical safeguards to protect PHI
• We do not use or disclose PHI except as permitted by the BAA and applicable law
• We report any unauthorized access or breaches as required by law

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With third-party vendors who perform services on our behalf (hosting, payment processing, analytics)
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize us to share information
• To Protect Rights: To protect our rights, property, or safety, or that of our users

All service providers who handle PHI are required to sign Business Associate Agreements and comply with HIPAA requirements.

6. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption in transit (TLS/SSL) and at rest
• Access controls and authentication mechanisms
• Regular security assessments and audits
• Secure data centers and infrastructure
• Employee training on data protection
• Incident response procedures

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information, including:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Request transfer of your data to another service
• Opt-Out: Unsubscribe from marketing communications
• Objection: Object to certain processing activities

To exercise these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

8. SMS and Text Message Communications

DoulaDesk uses SMS text messaging to deliver operational and transactional notifications. When you provide your phone number through the Service, it may be used to send you:

• Appointment reminders and schedule updates
• Shift confirmations and availability requests
• Service coordination notifications
• Account security alerts

SMS messages may be sent from DoulaDesk directly or on behalf of a doula agency you are associated with through the Service. Your phone number is stored securely and is not shared with third parties for marketing purposes. You may opt out of SMS communications at any time by replying STOP to any message or by contacting us at privacy@mydouladesk.com. For more details on SMS terms, see our Terms of Service.

9. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When you delete your account, we will delete or anonymize your personal information, except where we are required to retain it for legal, regulatory, or business purposes.

10. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately, and we will take steps to delete such information.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. By using our Service, you consent to the transfer of your information to these countries. We take appropriate safeguards to ensure your information receives adequate protection.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: