Privacy policy

Effective November 2, 2026

SystemsBinder is a compliance-binder service for hospitals and the organizations that work with them. This policy describes the information we handle when a customer uses the service, and what we do with it.

Information we collect

We collect two kinds of information:

• Account and user information. Names, email addresses, roles, and sign-in details for the people a customer adds to an account.
• Documents. Files that the customer’s staff and vendors upload, and the filing details needed to store and show those files.

We collect this information from the customer and from the people the customer invites. We do not buy information, and we do not collect it from people who are not using the service.

How we use information

We use this information only to provide the service: to run accounts, store documents, show them to the people who are allowed to see them, and support those people when they ask for help. We do not sell information.

Security

Information is encrypted in transit and at rest. Sign-in requires multi-factor authentication.

Sharing

We share information only with service providers we need in order to run the service, and only so they can do that work for us. We also share information when the law requires it. We do not share customer documents for advertising or for sale.

Customer controls

The customer decides who may use the account and which documents are uploaded. While an account is open, authorized people can download their documents. A customer may ask us to correct account information, or to return or delete information sooner than the schedule below. We honor a reasonable request, except where a record must be kept for the retention period described below.

Data retention and deletion

• Active accounts. Records are kept for up to 13 years while the account is active. Records older than that are permanently deleted.
• Deleted items. An item you delete can be recovered for 30 days. After 30 days it is permanently deleted.
• After a contract ends. The account is paused. You can download your documents and cannot make other changes. We keep the data for 1 year and then permanently delete it. If you ask us to delete the data or return it sooner, we honor that request.
• Fire alarm records. Fire alarm records cannot be deleted until their NFPA 72 retention period has passed.
• Backups. Backups are kept for up to 90 days and then expire.

Contact

Questions about this policy: security@systemsbinder.com