Privacy Policy

Last updated: June 15, 2026

Plotador Inc. (“Plotador,” “we,” “us,” or “our”) operates the Plotador CRM platform, including plotador.com and our iOS and Android applications (the “Service”). This Policy explains how we handle information.

Plotador is a business-to-business tool for healthcare sales and business-development teams. Access requires an account provisioned by your organization. Plotador acts as a HIPAA Business Associate: we create, receive, maintain, and transmit information — including limited Protected Health Information (PHI) — on behalf of our customers (Covered Entities such as home health agencies and hospices) under signed Business Associate Agreements (BAAs). For data we process on a customer’s behalf, that customer is the controller and our handling is governed by our BAA and services agreement with them; this Policy describes our own practices.

1. Information we collect

From app users (your organization’s staff):

• Account & contact info — name, work email, phone, role, and your tenant/organization. Your email is used to send one-time sign-in codes (OTP).
• Usage & device data — feature/page usage, device and browser type, and IP address, including via Google Analytics and a third-party IP-geolocation provider used to identify the organization visiting our marketing pages. Cookies are used on the website for authentication and analytics.

Business records entered by users:

• Non-PHI business data — healthcare facilities (accounts), professional contacts (facility staff), sales calls/visits and activity notes, expenses, goals, and territories.
• Limited PHI in referral records — to support referral tracking, the Service stores: patient name, an internal patient identifier, primary diagnosis code (ICD-10), admission and discharge dates, payer type, and free-text referral notes that may contain additional clinical detail.

Data minimization: We store only the minimum PHI necessary for referral tracking. We do not store Social Security numbers, full medical records, detailed clinical documentation, or financial-account/credit-card numbers.

2. How we use information

Provide, operate, secure, and improve the Service; authenticate users and send sign-in codes; display accounts, maps, activities, and analytics; communicate about the Service; and comply with legal and contractual obligations. PHI is used only to provide the CRM service to the relevant customer and as permitted by our BAA.

3. How information is shared

We do not sell your personal information and do not use it for third-party advertising. We share it only:

• Within your organization — records are visible to authorized users/administrators of your tenant. Tenant data is isolated by a per-tenant identifier enforced through server-side database security rules, with no cross-tenant access. (Some legacy customers are additionally hosted in fully separate database projects.)
• With service providers (subprocessors) that operate the Service for us, under HIPAA BAAs where they handle PHI: Google Cloud Platform / Firebase (hosting, database, authentication) and Resend (transactional/OTP email). We also use a third-party IP-geolocation provider for marketing-page analytics.
• For legal reasons — to comply with law or protect rights, safety, and security.
• In a business transfer — subject to this Policy.

4. HIPAA / Protected Health Information

Plotador is a Business Associate and maintains executed BAAs with its healthcare customers. We safeguard PHI per the HIPAA Security and Privacy Rules. Patient rights (access, amendment, accounting of disclosures, restriction) are handled through the customer (the Covered Entity) that owns the patient relationship — if you are a patient, contact that organization directly; Plotador will not disclose PHI directly to patients. In the event of a breach involving PHI, we notify the affected customer per our BAAs.

5. Data retention

Operational data is retained while your organization’s account is active. Audit logs and HIPAA-related records are retained for six years, then deleted under an automated lifecycle policy. Operational database backups follow a 30-day rolling retention. Customers may export their data (CSV/JSON) at any time and may request complete deletion.

6. Security

We apply administrative, physical, and technical safeguards, including: AES-256 encryption at rest and TLS 1.3 in transit (with HSTS and Perfect Forward Secrecy); passwordless authentication via single-use, time-limited email one-time codes with authorized-domain whitelisting, and MFA required for administrative/privileged access; role-based access control enforced through to database security rules; complete tenant isolation; immutable audit logging of PHI access (retained six years) with quarterly access reviews; and continuous monitoring. No method of transmission or storage is 100% secure. We do not transmit PHI in email (OTP emails contain no PHI).

7. Data location

Data is stored in the United States on Google Cloud Platform with multi-region replication.

8. Your choices and rights

• Access / correction / deletion — because access is provisioned by your organization, direct requests about your records to your administrator; we assist our customers in fulfilling such requests. You own your data and may export it (CSV/JSON).
• No sale of data — we do not sell your personal information, and we do not share it for cross-context behavioral or third-party advertising.

9. Children’s privacy

The Service is not directed to children and we do not knowingly collect information from anyone under 16.

10. International users

The Service is operated in the United States; if you access it from elsewhere, you consent to U.S. processing.

11. Changes to this Policy

We may update this Policy and will revise the “Last updated” date; material changes will be communicated as required.

12. Contact us

Plotador Inc., 1407 Ethridge Ave, Austin, TX 78703 · privacy@plotador.com