Information we collect
We may collect a variety of information from or about you or your devices from various sources, as described below.
Information you provide to us
Much of the personally identifiable information we receive comes directly from users who are interested in signing up with the Services or obtaining information from and/or setting up an appointment using the Services we offer.
Communications. If you contact us directly, we may receive additional information about you. For example, if you contact our customer support, we may receive your name, email address, phone number, the contents of a message or attachments that you may send to us, and other information you choose to provide.
If you subscribe to our newsletter, then we will collect certain information from you, such as your email address. When we send you emails, we may track whether you open them to learn how to deliver a better customer experience and improve our Services.
Careers. If you decide that you wish to apply for a job with us, you may submit your contact information and your resume online. We will collect the information you choose to provide on your resume, such as your education and employment experience. You may also apply through LinkedIn or other similar service. If you do so, we will collect the information you make available to us on LinkedIn.
Payment Information. If you make a purchase through Services, your payment-related information, such as credit card or other financial information, is collected by our third-party payment processor on our behalf.
Onboarding Information. If you register for an account as a Therapist User, we will ask you to create a profile that includes the following: an “about me” statement, specialties (e.g., conditions, treatments, populations), state board license and certifications, social security number or EIN, NPI number, liability insurance, accepted insurance plans, work history, and education history. If you register for an account as an Individual User, we may ask you to provide certain information in addition to what is listed above under Registration in order to perform the Services. This includes information regarding your mental health, medical history and wellbeing through a multi-question survey.
Non-Identifiable Information. We may also collect certain non-identifiable information, such as gender, age, personal interests and medical or health-related information that we may associate with personally identifiable information.
Information we collect when you use the services
Location Information. When you use our Services, we can infer your general location information, for example by using your internet protocol (IP) address.
Device Information. We receive information about the device and software you use to access our Services, including IP address, web browser type, operating system version, and device identifiers.
Usage Information. To help us understand how you use our Services and to help us improve them, we automatically receive information about your interactions with our Services, like the pages or other content you view, the searches you conduct, the features you use, and the dates and times of your visits. We may also collect information as part of the services or information provided during a teleconference consultation, an, to the extent applicable, through other telephonic communications.
Information from Cookies and Similar Technologies. We and third-party partners collect information using cookies, pixel tags, or similar technologies. Our third-party partners, such as analytics and advertising partners, may use these technologies to collect information about your online activities over time and across different services. Cookies are small text files containing a string of alphanumeric characters. We may use both session cookies and persistent cookies. A session cookie disappears after you close your browser. A persistent cookie remains after you close your browser and may be used by your browser on subsequent visits to our Services.
Please review your web browser’s “Help” file to learn the proper way to modify your cookie settings. Please note that if you delete or choose not to accept cookies from the Service, you may not be able to utilize the features of the Service to their fullest potential.
We may also use information collected through web beacons, which are small pieces of data that are embedded in images on the pages of websites, to analyze the traffic patterns on our website/platform, such as the frequency with which our users visit various parts or pages of our website/platform. We may also use these technical methods in HTML e-mails that we send to our users to determine whether our users have opened those e-mails and/or clicked on links in those e-mails.
Information we receive from third parties
Information from third party services. If you choose to link our Services to a third-party account, we may receive information about you. If you wish to limit the information available to us, you should visit the privacy settings of your third-party accounts to learn about your options. For providers, we use Google OAuth to securely connect to your Google Calendar. We do not access or store your private Google credentials. We import the day, time, and duration of your booked time slots from your Google Calendar into the GroupWell calendar so that those time slots are not available to be booked on your GroupWell calendar.
Other third parties. We may receive additional information about you from third parties such as data or marketing partners and combine it with other information we have about you.
How we use the information we collect
We use the information we collect:
To provide, maintain, improve, and enhance our Services.
To personalize your experience on our Services such as by providing tailored content and recommendations.
To enable communication between you and the provider you contact.
To send you email, text messages and other notifications.
To communicate with you, provide you with updates and other information relating to our Services, provide information that you request, respond to comments and questions, and otherwise provide customer support.
If you are a Therapist User, to confirm your licensure status.
To understand and analyze how you use our Services and develop new products, services, features, and functionality.
To facilitate the connection of third-party services or applications, such as electronic medical records.
To generate anonymized, aggregate data containing only de-identified, non-personal information that we may use to publish reports, including for our internal product improvement and sharing with third parties with which we have an agreement.
To facilitate transactions and payments.
To find and prevent fraud, and respond to trust and safety issues that may arise.
For compliance purposes, including enforcing our TOS or other legal rights, or as may be required by applicable laws and regulations or requested by any judicial process or governmental agency.
For other purposes for which we provide specific notice at the time the information is collected.
How we share the information we collect
Vendors and Service Providers. We may share any information we receive with vendors and service providers retained in connection with the provision of our Services.
User Content. If you are a Therapist User, your name, specialties, geographic location and other profile information will be viewable and searchable by other Users. The content you post to your profile via the Services will be displayed on the Services and viewable if you choose. We are not responsible for the other users’ use of available information, so you should carefully consider whether and what to post or how you identify yourself on the Services.
Marketing. We do not rent, sell, or share information about you with nonaffiliated companies for their direct marketing purposes, unless we have your permission.
Analytics Partners. We use analytics services such as Google Analytics to collect and process certain analytics data. These services may also collect information about your use of other websites, apps, and online resources. You can learn more about Google’s practices by visiting https://www.google.com/policies/privacy/partners/. To help us understand how you use our Services and to help us improve them, we automatically receive information about your interactions with our Services, like the pages or other content you view, the searches you conduct, any features you use, and the dates and times of your visits.
Website/App tracking services. These services help websites measure the effectiveness of advertising and how visitors use a website through the use of web beacons and cookies. The type of information we may collect includes, but is not limited to, the pages visited and links clicked by users. By supplementing our records, this information would help us to learn things such as what pages are most useful and attractive to our visitors and which of our tools and information most interest our visitors. Although the third party would log the information coming from our website/platform on our behalf, we would control how that data may and may not be used.
Sharing Between Users. By using the Services, Individual Users permit GroupWell to share the information described in this policy with the Individual User’s designated Therapist User. Individual Users who engage in group sessions with other Individual Users will have access to the information shared by each other during the session in real time.
Operational Uses. We may also use your personal information for “Operational Uses,” such as to complete transactions requested by you (for example, your purchase of our services) or to send you administrative communications.
As Required By Law and Similar Disclosures. We may access, preserve, and disclose your information if we believe doing so is required or appropriate to: (a) comply with law enforcement requests and legal process, such as a court order or subpoena, where permitted by applicable law; (b) respond to your requests; (c) protect your, our, or others’ rights, property, or safety. For the avoidance of doubt, the disclosure of your information may occur if you post any objectionable content on or through the Services.
Consent. We may also disclose your information with your permission.
Location Information. You can prevent your device from sharing precise location information at any time through your device’s operating system settings.
Marketing Communications. You can unsubscribe from our promotional emails via the link provided in the emails. Even if you opt-out of receiving promotional messages from us, you will continue to receive administrative messages from us.
Do Not Track. There is no accepted standard on how to respond to Do Not Track signals, and we do not respond to such signals.
Please keep in mind that any opt-out choices you make will not apply in situations where: (a) you either have made, simultaneously make or later make a specific request for information from the website/platform; (b) we use your personal information for “Operational Uses” (as described above); or (c) we collect your personally identifiable information under any of the provisions above.
We make reasonable efforts to protect your information by using physical and electronic safeguards designed to improve the security of the information we maintain. For example, we limit access to personal information about you to employees who we believe reasonably need to come into contact with that information to provide products or services to you or in order to do their jobs. From time to time, we review our security procedures in order to consider appropriate new technology and methods. However, as no electronic transmission or storage of information can be entirely secure, we can make no guarantees as to the security or privacy of your information.
Update your information or pose a question
INFORMATION FOR CALIFORNIA RESIDENTS
California residents have the right to request in writing from businesses with whom they have an established business relationship (1) a list of the categories of personal information, such as name, address, e-mail address and the type of services provided to that customer, that a business has disclosed to third parties (including affiliates that are separate legal entities) during the immediately preceding calendar year for the third parties’ direct marketing purposes, and (2) the names and addresses of all such third parties. Though we do not share information with third parties for their direct marketing purposes unless you first affirmatively agree to such disclosure, you can request information by writing to us at:
Attn: Customer Support
5424 Sunol Blvd, Suite 10-1078
Pleasanton, CA 94566
We will respond to such written requests within thirty (30) days following receipt at the mailing address above. We reserve the right not to respond to requests submitted other than to the address specified above or as otherwise exempted by law.
We do not maintain a process for an individual to review and/or request changes to his or her personally identifiable information.
If you have any questions, comments, or concerns about our processing activities, please email us at email@example.com or write to us at 5424 Sunol Blvd, Suite 10-1078, Pleasanton, CA 94566.