How Blackwood Operations handles your information.

What we collect

We collect information you hand us, the ordinary technical records a website keeps, and a measure of how the site is used.

• Contact form. Your name, email address, company, and the message you write. If you arrive from our free assessment, the answers and score you chose to send with it come too.
• Compliance signup. Practice name, contact name, email, phone, practice type, number of providers and locations, the states you practice in, whether you currently have a Notice of Privacy Practices, your plan selection, and any notice document you upload.
• Scheduling. If you book a call through the embedded Calendly widget, Calendly collects your name, email, and the time you choose, under its own policy.
• Technical records. Standard server logs from our host — IP address, browser type, pages requested, and timestamps.
• Site usage. The pages you view, the links and buttons you click, how far you get through signup, where you arrived from, your device type, and your approximate location (country and US state). See Site analytics and location.

We do not collect card details. Payment is completed on Stripe's hosted checkout and your card number never reaches our systems.

How we use it

To answer you, to prepare and maintain the documents you purchase, to bill you, and to tell you when a regulatory change affects your notice. That last one is the product.

We do not sell your information, we do not rent it, and we do not use it to build advertising profiles.

Site analytics and location

We measure how the site is used so we can tell which pages and posts are useful and which states our visitors are in, and give more attention to the rules in those states.

• What we record. Pages viewed, links and buttons clicked, which signup steps you reach and the plan you pick (never what you type into the form), whether you go on to checkout, and how you arrived — the social post, search engine, or website that linked to us, including any campaign tags on that link. We also record whether you are on a phone, tablet, or computer, and whether your browser reports that it is being run by automation software, so visits from bots can be set aside.
• Approximate location. We work out your country and, in the US, your state from your IP address, using a geolocation database that runs on our own systems. Your IP address is not sent to anyone for this and is not kept with the analytics record — only the country and state are. We do not record your city or precise location.
• How visits are linked. Your browser keeps a random identifier in its local storage so repeat visits can be counted. It contains nothing about you. If you sign up, how you arrived (for example, which post brought you) is saved with your order so we can see which posts lead to customers.
• Google Analytics. We also use Google Analytics, through Google's Firebase service, which sets its own cookies and is processed by Google under its own terms.
• How long. Our own analytics records are deleted after about 13 months.

Analytics is never used to build advertising profiles, and we do not sell it or share it for advertising. To turn it off in your browser, both ours and Google Analytics, use this link (it reloads the home page). Browsers that send a Global Privacy Control signal are not tracked at all.

Who we share it with

Only with the service providers that make the business run — our email and hosting providers, Google for site analytics, Calendly for scheduling, and Stripe for payment — and only with what each one needs. We will also disclose information where the law requires it.

Documents you upload

A notice you upload during signup is a public-facing document, and we treat it as confidential business material regardless. We use it to understand your current position and to draft your replacement notice. Please do not upload patient records or any protected health information — we do not need it, and our signup form is not the place for it.

Cookies, local storage, and third-party embeds

This site does not set advertising cookies. Google Analytics sets cookies to count visits, and our own analytics keeps a random identifier in your browser's local storage, as described in Site analytics and location; both stop if you turn analytics off. The Calendly scheduling widget is loaded from Calendly's servers and sets its own cookies when you interact with it; if you would rather avoid that, email us and we will book a time by hand.

How long we keep it

Enquiries are kept while we are in conversation and for a reasonable period afterwards. Customer records and the documents we issue are kept while we are working for you, including for as long as any monitoring continues, and then for as long as we need them to evidence what we delivered and when. Ask us to delete your information and we will, except where we are required to retain it.

Your choices

You can ask us what we hold about you, ask for a copy, ask us to correct it, or ask us to delete it. Depending on where you live — California, Washington, Nevada, Colorado and others — you may have specific statutory rights, including rights over consumer health data. We honour these requests from everyone, not only residents of those states. Email us and we will action it.

Security

Information is held in access-controlled accounts with reputable providers, and access is limited to the people who need it to do the work. No system is perfect; if a breach ever affects your information we will tell you promptly and tell you what we are doing about it.

Contact us

Email admin@blackwoodops.com with any privacy question or request. If a change to this policy materially affects how we handle your information, we will update the date at the top and say what changed.