NOTICE OF INFORMATION PRACTICES AND PRIVACY STATEMENT
HOW WE COLLECT INFORMATION ABOUT YOU
Cope Notes LLC and its employees and volunteers collect data through a variety of means including, but not necessarily limited to; text messages, emails, and from the solicitation or voluntary submission of physical or internet forms either required by law or necessary to process applications or other requests for assistance through our organization.
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
HOW WE USE YOUR INFORMATION
Information is only used as is reasonably necessary to process your application, establish enterprise accounts with appropriate features and permission levels, or to provide you with SMS services which may require sharing user data between Cope Notes LLC and telecommunications and other service providers necessary to verify accurate information or provision of ancillary or relevant services.
If you apply or attempt to apply to receive service through Cope Notes LLC and provide information with the intent or purpose of fraud or that results in a criminal act, including fraud, willful or un-willful acts of negligence, or in any way demonstrates or indicates criminal activity, your non-medical information shall be submitted to legal authorities including police, investigators, courts, and/or attorneys or other legal professionals, as well as any other information as permitted by law.
WHAT WE DO NOT DO WITH YOUR INFORMATION
Information about your financial situation and personal conditions that you provide to us in writing, via email, text, or phone (including information left on voicemails), contained in or attached to applications, or directly or indirectly given to us, is held in strictest confidence as permitted by law.
We do not give out, exchange, barter, rent, sell, lend, or disseminate any information about applicants or clients who apply for or actually receive our services that is considered user-confidential, is restricted by law, or has been specifically restricted by a patient/client in a signed HIPAA consent form, or any other enforceable contract made between a client, host institution, or authorized guardian and Cope Notes LLC.
HOW TO MANAGE INFORMATION WE COLLECT
Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies(Internet Explorer); and
Blocking all cookies will have a negative impact upon the usability of many websites, including Cope Notes. If you block cookies, you will not be able to use all the features on our website.
We may partner with affiliates who may or may not capture data traffic from users of our site if their content is clicked on by a visitor. To avoid potential data capture, simply do not click on any of our outside affiliate links.
LIMITED RIGHT TO USE NON-IDENTIFYING PERSONAL INFORMATION
By sending Cope Notes LLC any physical or digital photographs, stories, letters, biographies, correspondence, tangible or intangible items, or notes via electronic or physical media, sender expressly agrees to grant permission to Cope Notes LLC to use these items in marketing and stakeholder communications in any format, with careful consideration to omit any identifying information from public release unless otherwise authorized by the owner of such submissions.
Clients will not be compensated for use of this information and no identifying information (photos, addresses, phone numbers, contact information, last names, or uniquely identifiable names) will be used without express advance permission.
You may specifically request that NO information be used whatsoever for promotional purposes, but you must identify any requested restrictions in writing. We respect your right to privacy and assure you no identifying information or photos that you send to us will ever be publicly used without your direct consent.
HOW WE PROTECT YOUR INFORMATION
We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline.
Whenever we collect sensitive information, that information is encrypted and securely transmitted to a private database. You can verify this by looking for a “lock” icon in the address bar and looking for “https” at the beginning of the address of the Web page.
All payment information is securely processed via Stripe, and is not shared directly with Cope Notes LLC. We strive to ensure that all transactions are PCI compliant and subject to industry standards for data security. Furthermore, although not legally required, Cope Notes LLC voluntarily submits to regular HIPAA audits to ensure confidential customer data is appropriately secured.
While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only employees who need the information to perform a specific job (for example, billing or customer service) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment.