Privacy Policy

1) What This Policy Covers

This Privacy Policy explains how we collect, use, and share information when you use HART Hub, including job board, facility account, provider profile, document, PRN, calendar, scheduling, and messaging features.

2) Information We Collect

A) Account and profile information

• Name, email address, phone number, account role, company/facility name, and similar profile fields
• Professional information you submit, such as CV/resume, licenses, certifications, credentialing documents, work history, availability, and preferences
• Messages, support requests, and other information you send to HART

B) Facility and staffing information

• Facility name, facility locations, facility users, contacts, job postings, candidate interest, and job-related information
• Calendar locations, provider roles, provider names, employment type, provider contact information, coverage positions, schedule slots, assignments, staffing needs, and related notes
• Provider availability, vacation, off, unavailable, education, or other day statuses
• PRN contact information, opt-in status, shift notifications, response statuses, message records, and communication logs

C) Information collected automatically

• Basic device and usage data, including IP address, browser type, pages/actions, timestamps, and interactions with HART tools
• When someone follows a Found Job link to an outside job posting, we may record the Found Job identifier, timestamp, source page, and a hashed anonymous browser identifier. This allows us to measure total outbound visits and approximate unique visitors.
• Basic Found Job outbound tracking does not store the visitor's name, email address, or full IP address. An outbound visit does not mean that the visitor applied for the job or expressed confirmed interest.
• Diagnostic, audit, and security data, including error logs, login activity, and security events

3) No Patient Information

HART is not designed for patient care documentation and is not intended to collect or store protected health information or patient-identifying information. Users should not enter patient names, medical record numbers, case-specific patient details, diagnoses, treatment information, patient schedules, or other patient-specific clinical information into HART.

If we become aware that patient-identifying information was submitted to HART, we may remove, restrict, or delete that information and may contact the submitting user or facility as appropriate.

4) How We Use Information

We use information to:

• Provide and operate HART Hub, including accounts, authentication, job-related workflows, facility profiles, provider profiles, candidate interest, calendar tools, PRN tools, scheduling tools, and coverage support
• Store and display uploaded documents according to platform permissions and user actions
• Send service messages, password resets, verification codes, PRN notifications, job or shift notifications, schedule-related notices, and notifications you enable
• Route candidate interest, PRN responses, staffing communications, and facility/provider workflow information to appropriate authorized users
• Measure aggregate outbound traffic to Found Job listings, estimate how many unique visitors HART sends to those outside opportunities, and monitor external job links for possible inactivity
• Improve reliability, security, user experience, troubleshooting, and service quality
• Prevent fraud, abuse, unauthorized access, and misuse of HART
• Comply with legal obligations and enforce our Terms

5) How We Share Information

We may share information:

• With other authorized users as part of platform functionality, such as facilities viewing candidate submissions, facility users seeing staffing calendars, or PRN contacts receiving shift notifications
• With CRNAs, providers, facilities, or anesthesia groups involved in a job, PRN, locum, candidate, document, scheduling, or staffing workflow
• With service providers that help us run the platform, such as hosting, database, authentication, storage, email delivery, SMS delivery, analytics/monitoring, support, and security providers. These providers are authorized to process data only to perform services for us.
• For legal reasons if required to comply with law, enforce our terms, or protect rights/safety
• In a business transfer, such as a merger, acquisition, financing, restructuring, or asset sale, where permitted by law

Mobile Information / SMS Consent

If you provide your mobile phone number and opt in to receive text messages from HART, we use that information to send the messages you requested, such as verification codes, PRN shift alerts, job or shift notifications, response confirmations, opt-out confirmations, help messages, account/security notices, and other service-related updates. For PRN shift text alerts, a facility may add a PRN contact to its HART contact list, but HART does not enable PRN SMS alerts until the contact personally opts in and verifies the phone number through the HART opt-in process.

SMS message frequency varies based on your settings, facility activity, and available PRN shift opportunities. Message and data rates may apply. You may opt out of PRN text alerts at any time by replying STOP.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

We may share mobile phone numbers and related messaging data with service providers that help us deliver text messages and support our services, such as messaging platforms, carriers, and customer support vendors. These providers are permitted to use the information only to provide services to us and not for their own marketing.

We do not sell your personal information. We do not sell or share mobile phone numbers or SMS opt-in consent for marketing or promotional purposes.

6) Data Retention

We keep information as long as needed to provide HART and for legitimate business purposes, including security, audit, troubleshooting, dispute resolution, legal compliance, and service improvement, unless a longer period is required or permitted by law.

We may retain certain records of user acknowledgements, SMS consent, opt-outs, facility access, candidate forwarding, PRN communications, audit logs, and security events for operational, legal, or compliance purposes.

7) Security

We use reasonable administrative, technical, and physical safeguards designed to protect information. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

8) Your Choices and Requests

Depending on your role and settings, you may be able to update certain profile, notification, provider, facility, or calendar information in the app.

You may also request:

• Access to information we hold about you
• Correction of inaccurate data
• Deletion of your account and/or documents, subject to limited legal, security, audit, and operational exceptions

Contact us at support@hartanesthesiasolutions.com.

9) Cookies and Similar Technologies

We may use cookies or similar technologies to maintain sessions, support authentication, secure the site, remember preferences, and improve the site.

For Found Jobs, HART may place a first-party cookie containing a random anonymous browser identifier. A hashed version of that identifier is used to estimate unique visitors sent to outside job listings. It is not used to identify the visitor by name or email address.

You can control cookies through your browser settings. Disabling this anonymous cookie will not prevent you from visiting the external job listing, but it may make aggregate unique-visitor reporting less accurate. Some other HART features may not work properly if cookies are disabled.

10) Children's Privacy

HART Hub is not intended for children under 13 and we do not knowingly collect personal information from children under 13.

11) International Users

If you access HART Hub from outside the United States, your information may be processed in the United States or other locations where our service providers operate.

12) Changes to This Policy

We may update this Privacy Policy from time to time. We'll post the updated version with a new effective date.

13) Contact

Questions about privacy: support@hartanesthesiasolutions.com