Privacy Policy

1. Information We Collect

We may collect information you provide directly, such as first and last name, business email, phone number, organization, role or title, type of user, number of providers or users, solution interest, preferred contact time, and message content. We may also collect business contact information through calls, email, events, referrals, and business development activities.

2. Website and Device Information

When you visit our website, we may collect basic technical information such as IP address, browser type, device type, pages viewed, referring page, approximate location derived from IP address, and interaction data through cookies, server logs, Google Analytics, or similar technologies.

3. Protected Health Information

Public website forms are not intended to collect protected health information, patient records, medical record numbers, diagnoses, claim details, authorizations, images, or other patient-specific health data. Please do not submit PHI or sensitive patient information through the website. If QBotix processes PHI for a customer, that processing is governed by the applicable customer agreement, business associate agreement, and HIPAA requirements, not this public website form workflow.

4. How We Use Information

We use information to respond to inquiries, schedule demos, evaluate product fit, communicate about QBotix products and services, provide customer or prospect support, improve website performance, maintain security, comply with legal obligations, and protect our rights and users.

5. How We Share Information

We may share information with service providers who support hosting, email, analytics, security, customer relationship management, and business operations; with professional advisors; with authorities or parties when required by law or to protect rights and safety; and in connection with a business transaction such as a merger, financing, acquisition, or asset sale. We do not sell protected health information.

6. Cookies and Tracking Technologies

We may use cookies and similar technologies, including Google Analytics on production website pages, to operate the website, understand usage, measure page views, clicks, form interactions, downloads, and referral sources, improve performance, and support security. QBotix does not intentionally send names, email addresses, phone numbers, patient information, protected health information, or free-text form messages to Google Analytics. You can adjust cookie settings through your browser. If tracking technologies are used in contexts involving PHI for a customer environment, QBotix will address applicable HIPAA and contractual requirements with that customer.

7. HIPAA and Business Associate Context

QBotix may act as a business associate when providing services to HIPAA covered entities or other business associates under a written agreement. In those cases, QBotix handles PHI according to the applicable business associate agreement, customer instructions, and HIPAA Privacy, Security, and Breach Notification Rule obligations that apply to business associates.

8. Security

We use administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, disclosure, alteration, and destruction. No website or transmission method is completely secure, and we cannot guarantee absolute security.

9. Retention

We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, including business communications, legal compliance, dispute resolution, security, and recordkeeping. Retention periods may vary based on the type of information and applicable obligations.

10. Your Privacy Rights

Depending on your location, you may have rights to request access, correction, deletion, portability, restriction, objection, or opt-out of certain processing or sharing. We will respond to applicable requests as required by law and may need to verify your identity before fulfilling a request.

11. Marketing Communications

If you receive marketing communications from us, you may opt out using the instructions in the message or by contacting us. We may still send non-marketing communications, such as responses to inquiries or service-related messages.

12. Children's Privacy

The website is intended for business users and is not directed to children under 13. We do not knowingly collect personal information from children through the website.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The effective date above identifies the latest version. Material changes will be posted on this page.

14. Contact Us

For privacy questions or requests, contact contact@qbotix.us or Qbotix LLC, 3201 Stellhorn Road, Fort Wayne, IN 46815 (P).