Privacy Policy

Information We Collect

We may collect the following types of information:

• Personal Information: name, phone number, email address, mailing address, practice name, specialty, role, and other contact or business details you provide voluntarily through our marketing forms, demo requests, or business communications.
• Health-Related Information: when applicable, information related to healthcare services, patient communications, or healthcare operations, handled in accordance with applicable laws.
• Technical Information: IP address, browser type, device information, pages visited, time on page, referring URL, and similar usage data collected through standard web technologies.
• Communication Data: information related to emails, SMS messages, voice calls, chat sessions, or other communications you consent to receive or initiate with us.

How We Use Information

• To provide and support healthcare technology and related services.
• To respond to your inquiries, schedule demos, and provide the information you requested.
• To facilitate patient and client communications, including appointment reminders, care-related notifications, billing alerts, and account-related messages.
• To send marketing communications, only where you consent or have an existing business relationship, with an unsubscribe link included in every newsletter.
• To improve our website, services, systems, and user experience.
• To maintain security, compliance, and operational integrity.
• To comply with legal, regulatory, and contractual obligations.

Communications With You

We may communicate with patients, clients, and users via email, text message (SMS), voice calls, or other electronic means for healthcare-related, operational, or account-related purposes, in accordance with user consent and applicable laws.

Message frequency may vary. Message and data rates may apply. You may opt out of SMS communications at any time by replying STOP.

SMS and Mobile Communications

Mobile information will not be shared with third parties for marketing or promotional purposes.

Glenwood Systems does not sell, rent, trade, or otherwise disclose mobile phone numbers, SMS consent data, or patient or user personal information to third parties or partners for marketing, advertising, or promotional purposes.

We may share limited information with trusted service providers solely to deliver messages, maintain system operations, or support our services, such as secure messaging platforms or infrastructure providers. These service providers are contractually required to protect the confidentiality and security of the information and are strictly prohibited from using it for their own marketing or promotional purposes.

Information Sharing and Disclosure

We do not sell patient or user information to third parties, partners, advertisers, or data brokers under any circumstances. We may disclose information only when:

• It is required to provide services you have requested.
• It is necessary to comply with applicable laws, regulations, or legal processes.
• It is needed to protect the rights, safety, or security of Glenwood Systems, our users, or others.
• It is shared with trusted vendors or service providers solely for operational, technical, or service delivery purposes under strict confidentiality obligations.

Cookies and Tracking

We use cookies and similar technologies. By using our website you consent to the use of cookies in accordance with this Privacy Policy. Cookies are used in some areas of our site to enable functionality and ease of use, to understand how the site is used, and to improve your experience. Most modern browsers allow you to manage or disable cookies through their settings.

HIPAA and Healthcare Information

Where applicable, Glenwood Systems handles protected health information (PHI) in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable healthcare privacy laws. Access to healthcare information is limited to authorized personnel and partners with a legitimate need to know. PHI handling within our clinical and billing products is governed by separate Business Associate Agreements executed with our customers.

This marketing website itself is not designed to collect, store, or process PHI. Please do not submit protected health information through our website forms; use the secure channels provided within your Glenwood products instead.

Data Security

We implement administrative, technical, and physical safeguards designed to protect personal and healthcare information against unauthorized access, disclosure, alteration, or destruction. While no system can be guaranteed 100% secure, we continuously evaluate and enhance our security practices.

Data Retention

We retain personal and healthcare information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, and support legitimate business and healthcare operations. Marketing form submissions are retained only as long as needed to respond to your request and to meet our record-keeping obligations, and newsletter subscribers are retained until they unsubscribe.

Aggregated and De-Identified Information

We may create aggregated or de-identified information that does not directly identify you, and we may use and share that information for research, analytics, product improvement, and other lawful business purposes. We maintain and use de-identified information only in de-identified form and do not attempt to re-identify it, except as permitted by law.

Your Rights and Choices

Depending on your location and applicable law, you may have the right to:

• Access or request a copy of your personal information.
• Request correction of inaccurate information.
• Request deletion of information where permitted by law.
• Request portability of your personal information.
• Withdraw consent for communications, including SMS messages.

European Economic Area and United Kingdom (GDPR). If you are in the EEA or the UK, you have the right to access, correct, delete, or port your personal information, and to object to or restrict processing. Contact us using the details below to exercise these rights.

California (CCPA/CPRA). California residents have the right to know what personal information we collect, the right to delete personal information, the right to correct inaccurate personal information, and the right to opt out of the sale or sharing of personal information. As stated above, we do not sell personal information. We will not discriminate against you for exercising any of these rights. To exercise these rights, contact us using the details below.

Other U.S. state privacy rights. Residents of other states with comprehensive consumer privacy laws, including Connecticut, Virginia, Colorado, Utah, and Texas, may have similar rights to access, correct, delete, and port their personal information, and to opt out of certain processing. To exercise any right available to you under your state’s law, contact us using the details below. We may need to verify your identity before responding.

Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external sites. We encourage you to review their privacy policies separately.

Children’s Privacy

Our website and marketing services are not directed to children under the age of 18, and we do not knowingly collect personal information from minors through this site. If you believe a minor has provided us personal information, please contact us using the details below and we will take appropriate steps to delete it.

United States Audience

Glenwood Systems is based in the United States, and our website and services are intended for users located in the United States. If you access our website or services from outside the United States, you understand that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. Continued use of our website or services after changes are posted constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:
Glenwood Systems, LLC, 1389 West Main Street, Suite 308, Waterbury, CT 06708.
Phone: (877) 728-7070
Email: techsupport@glenwoodsystems.com
Website: https://www.glenwoodsystems.com/