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HIPAA Compliance & Data Security

Last updated: December 11, 2025

Our Commitment to Healthcare Data Security

SimplifyOpsCo is committed to protecting the privacy and security of sensitive healthcare information. We are building our platform with HIPAA compliance as a core priority and implementing industry-leading security measures to safeguard your data.

HIPAA Compliance Status

Current Status: HIPAA-Ready Infrastructure

SimplifyOpsCo is currently in the process of achieving full HIPAA compliance. We have implemented a HIPAA-ready infrastructure and security framework, and we are actively working toward complete certification.

What this means:

  • ✅ Our infrastructure is built on HIPAA-compliant cloud providers

  • ✅ We use enterprise-grade encryption and security measures

  • ✅ Our systems are designed to meet HIPAA technical requirements

  • ⏳ We are completing formal HIPAA compliance certification

  • ⏳ We are preparing Business Associate Agreements (BAA)

Protected Health Information (PHI) Policy

Important: At this time, SimplifyOpsCo does NOT collect, store, or process Protected Health Information (PHI) as defined by HIPAA.

What we DO collect:

  • Patient name and contact information (phone, email)

  • Appointment date and time preferences

  • General service inquiries

  • Communication preferences

What we DO NOT collect:

  • Medical diagnoses or conditions

  • Treatment plans or medical history

  • Prescription information

  • Insurance or payment card details

  • Social Security Numbers

  • Any other Protected Health Information (PHI)

Our AI receptionist is designed for administrative purposes only:

  • Scheduling appointments

  • Answering general business inquiries

  • Providing business hours and location information

  • Handling appointment confirmations and reminders

Understanding HIPAA

What is HIPAA?

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that establishes national standards to protect sensitive patient health information (Protected Health Information or PHI) from being disclosed without patient consent.

Who Does HIPAA Apply To?

Covered Entities:

  • Healthcare providers (doctors, clinics, hospitals)

  • Health plans and insurance companies

  • Healthcare clearinghouses

Business Associates:

  • Third-party vendors who handle PHI on behalf of covered entities

As a medical spa or aesthetic clinic owner using SimplifyOpsCo, you are the covered entity and are responsible for HIPAA compliance in your practice.

Our Security Infrastructure

While we do not currently handle PHI, we have implemented robust security measures to protect all data:

1. Data Encryption

Encryption at Rest:

  • All data is encrypted using AES-256 encryption

  • Encrypted database storage

  • Encrypted backups

Encryption in Transit:

  • All communications use TLS 1.2 or higher

  • Secure API connections

  • End-to-end encrypted data transmission

2. Access Controls

User Authentication:

  • Strong password requirements

  • Multi-factor authentication (MFA) available

  • Role-based access control (RBAC)

  • Automatic session timeouts

Administrative Controls:

  • Limited access to production systems

  • Audit logging of all system access

  • Regular access reviews and revocations

3. Infrastructure Security

Cloud Hosting:

  • Hosted on enterprise-grade cloud infrastructure (AWS/Azure/Google Cloud)

  • SOC 2 certified data centers

  • 24/7 security monitoring

  • Redundant systems and backups

Network Security:

  • Firewall protection

  • Intrusion detection systems

  • Regular security scanning

  • DDoS protection

4. Application Security

Secure Development:

  • Regular security audits and code reviews

  • Vulnerability scanning and penetration testing

  • Secure coding practices

  • Regular security updates and patches

Data Protection:

  • Input validation and sanitization

  • Protection against common attacks (SQL injection, XSS, CSRF)

  • Rate limiting and abuse prevention

  • Secure API design

5. Monitoring and Logging

Activity Monitoring:

  • Comprehensive audit logs

  • Real-time security monitoring

  • Automated threat detection

  • Log retention for 7+ years

Incident Response:

  • 24/7 security monitoring

  • Documented incident response procedures

  • Regular security drills

  • Rapid response to security events

Our Roadmap to Full HIPAA Compliance

We are actively working toward full HIPAA compliance with the following timeline:

Phase 1: Infrastructure (In Progress) ✅

  • HIPAA-compliant cloud infrastructure

  • Enterprise-grade encryption

  • Access controls and audit logging

  • Security monitoring systems

Phase 2: Certification (Q1 2026) ⏳

  • SOC 2 Type II audit

  • HIPAA compliance assessment

  • Third-party security audit

  • Formal compliance certification

Phase 3: Business Associate Agreements (Q2 2026) ⏳

  • BAA template preparation

  • Legal review and approval

  • Customer BAA signing process

  • Subcontractor BAA agreements

Phase 4: PHI Handling Capability (Q3 2026) ⏳

  • Enhanced security features

  • PHI-specific data handling

  • Advanced encryption options

  • Breach notification procedures

We will notify all customers when full HIPAA compliance is achieved and BAAs are available.

Your Responsibilities as a Healthcare Provider

Even though SimplifyOpsCo does not currently handle PHI, you are still responsible for HIPAA compliance in your practice:

Best Practices When Using SimplifyOpsCo:

✅ Do:

  • Use our service for appointment scheduling and general inquiries

  • Collect only necessary contact information

  • Train your staff on what information can be shared

  • Maintain your own HIPAA compliance program

  • Obtain necessary patient consents

❌ Don’t:

  • Share patient medical conditions or diagnoses

  • Discuss treatment plans or medical history

  • Enter insurance or payment information

  • Share sensitive health information via chat or phone

HIPAA Compliance for Medical Spas

As a medical spa owner, you should:

  • Have a HIPAA compliance program in place

  • Train staff on HIPAA requirements

  • Have appropriate consent forms

  • Maintain secure patient records

  • Have a breach notification plan

We recommend consulting with a HIPAA compliance attorney to ensure your practice is fully compliant.

Data Privacy and Protection

Data Retention

  • Contact and appointment data: Retained for 7 years

  • Communication logs: Retained for 7 years

  • Audit logs: Retained for 7 years minimum

  • Secure deletion upon request or account closure

Data Location

  • Primary data storage: US-based data centers

  • Backup locations: Multiple geographic regions for redundancy

  • No data transfer to non-secure locations

Third-Party Services

We carefully select all third-party services and vendors:

Current Service Providers:

  • Cloud hosting: AWS/Azure/Google Cloud (SOC 2 certified)

  • Communication services: Enterprise-tier providers

  • Analytics: Privacy-focused tools with data protection

All third-party providers:

  • Meet our security standards

  • Sign data processing agreements

  • Undergo regular security reviews

  • Are vetted for data protection compliance

Security Incident Response

Our Commitment

In the unlikely event of a security incident:

Immediate Response:

  • Investigation begins within 1 hour

  • Affected systems isolated immediately

  • Root cause analysis conducted

  • Remediation steps implemented

Notification:

  • Affected customers notified within 24-48 hours

  • Detailed incident report provided

  • Assistance with any required notifications

  • Post-incident review and prevention measures

Report Security Concerns

If you notice any security issues:

Email: security@simplifyopsco.com
Response Time: Within 4 hours for critical issues

What to report:

  • Unauthorized account access

  • Suspicious system behavior

  • Data security concerns

  • Potential vulnerabilities

Compliance and Standards

Current Compliance

  • ✅ GDPR: Compliant with EU data protection regulations

  • ✅ CCPA: Compliant with California privacy laws

  • ✅ SOC 2: Infrastructure on SOC 2 certified platforms

  • ⏳ HIPAA: In progress, expected Q2 2026

Industry Standards

We align our security practices with:

  • NIST Cybersecurity Framework

  • ISO 27001 information security standards

  • CIS Critical Security Controls

  • OWASP security best practices

Transparency and Trust

Our Promise

  • We will never sell your data

  • We will be transparent about data handling

  • We will notify you of any material changes

  • We will provide security updates and reports

Regular Updates

  • Security status page (coming soon)

  • Quarterly security reports for enterprise customers

  • Transparency reports on data requests

  • Public disclosure of security improvements

Questions and Support

Security Questions

Email: security@simplifyopsco.com
Topic: HIPAA compliance, data security, infrastructure

General Support

Email: support@simplifyopsco.com
Website: https://simplifyopsco.com/support

Request Information

You may request:

  • Security policies and procedures

  • Data processing information

  • Infrastructure specifications

  • Compliance roadmap updates

  • Future BAA notification

Important Disclaimers

Legal Notice:
This page provides information about our security measures and HIPAA readiness. It does not constitute legal advice. Healthcare providers must consult with qualified legal counsel to ensure their own HIPAA compliance.

No PHI Collection:
SimplifyOpsCo does not currently collect, store, or process Protected Health Information (PHI) as defined by HIPAA. Our service is designed for administrative and scheduling purposes only.

Service Limitations:
Our AI receptionist is not a medical device, does not provide medical advice, and should not be used for medical emergencies or clinical decision-making.

Emergency Services:
For medical emergencies, patients should call 911 or visit the nearest emergency room. Our service is not monitored 24/7 for emergency situations.

SimplifyOpsCo is committed to earning your trust through transparency, security, and continuous improvement. We take data protection seriously and are building a platform worthy of the healthcare industry’s highest standards.

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