Privacy Policy

Introduction

DashQuill ("we," "us," or "our") is a healthcare technology platform that helps medical practices manage patient engagement digitally. Our services include patient intake forms, patient messaging (SMS and email), telehealth, faxing, and integrations with electronic health record (EHR) systems. This Privacy Policy explains how we collect, use, store, and protect your personal and health information when you interact with any of our services. By using DashQuill, you agree to this Privacy Policy and our Terms of Service.

Our services are not intended for individuals under the age of 13. We do not knowingly collect information from children under 13.

Information We Collect

The types of information we collect depend on how you interact with DashQuill:

• Patient health information (PHI): When you interact with DashQuill through patient intake forms, messaging, telehealth sessions, or faxed documents, we may collect information including your name, date of birth, contact details, medical history, insurance information, and other health-related data. This information is collected and processed on behalf of the healthcare practice that provides your care.
• Communication data: If you send or receive messages through DashQuill's patient messaging services — including SMS, email, or telehealth — we collect the content and metadata of those communications to deliver them to the intended recipient and maintain records as required.
• Account information: For practice administrators and staff, we collect name, email address, phone number, and role within the organization.
• Usage data: We collect standard technical data such as IP address, browser type, device information, and pages visited to maintain and improve our services.
• Cookies: Our website uses cookies — small files stored on your device — to support functionality and analytics. You can manage cookie preferences through your browser settings.

How We Use Your Information

We use the information we collect for the following purposes:

• Delivering services: Processing and transmitting patient form submissions, delivering messages between patients and practices, facilitating telehealth sessions, transmitting faxes, and syncing data with connected EHR systems.
• Customer support: Responding to inquiries from practices and assisting with technical issues.
• Security and compliance: Monitoring for unauthorized access, maintaining audit logs, and meeting HIPAA regulatory requirements.
• Service improvement: Analyzing aggregated, de-identified usage patterns to improve platform performance and reliability.

We do not use patient health information for marketing, advertising, or any purpose unrelated to delivering services to the healthcare practice.

Data Protection & Encryption

We protect all information using the same security measures outlined in our HIPAA Compliance page:

• Encryption at rest: All data is encrypted using AES-256 encryption.
• Encryption in transit: All connections are secured with TLS encryption over HTTPS.
• U.S.-based infrastructure: Data is hosted exclusively in U.S. regions on AWS and Microsoft Azure.
• Access controls: Role-based access control (RBAC) and multi-factor authentication (MFA) ensure only authorized personnel can access data.
• Audit logging: All access, modifications, and deletions are logged with timestamps and user identifiers.

Data Sharing

DashQuill does not sell, rent, or trade your personal information or health data. We will never monetize patient data in any form.

We may share information only in the following limited circumstances:

• With healthcare practices: Patient form submissions, messages, telehealth session data, and faxes are delivered to the practice that requested or initiated them, and may be transmitted to their connected EHR or practice management system (e.g., Practice Fusion, AdvancedMD, eClinicalWorks, athenaHealth, DrChrono).
• With service providers: We work with infrastructure providers (AWS, Microsoft Azure), telecommunications carriers for SMS delivery, and other essential service vendors who are bound by contractual confidentiality obligations and, where applicable, Business Associate Agreements.
• For legal compliance: We may disclose information if required by law, court order, or regulatory requirement.

Data Retention

Patient health information is retained for a minimum of six years in accordance with HIPAA requirements. Healthcare practices may request export and deletion of their data at any time, at which point DashQuill will remove all associated information from its systems. Account and usage data is retained as long as the account remains active, or as required for legal and compliance purposes.

Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Correction: Request correction of inaccurate personal information.
• Opt-out: Opt out of non-essential communications at any time.

California residents have additional rights under the CCPA, including the right to know what personal information has been collected and to whom it has been disclosed. To exercise any of these rights, contact us at contact@dashquill.com.

SMS & Mobile Communications

If you provide your phone number to DashQuill — either directly or through a healthcare practice — you may receive SMS (text) messages. These messages may include:

• Patient intake form links and notifications
• Appointment reminders and confirmations
• Secure messages from your healthcare provider
• Account verification and security alerts
• Service-related updates and notifications

By providing your phone number and consenting to receive messages, you agree to receive recurring automated text messages from DashQuill on behalf of your healthcare provider. Consent to receive SMS messages is not a condition of purchasing any goods or services.

Message frequency: Message frequency varies depending on your interactions with the platform and the communications sent by your healthcare provider. You may receive multiple messages per week.

Message and data rates: Standard message and data rates may apply depending on your mobile carrier and plan. DashQuill is not responsible for any charges incurred from your carrier.

Opt-out: You can opt out of SMS messages at any time by replying STOP to any message. After opting out, you will receive a one-time confirmation message and no further SMS messages will be sent unless you re-subscribe.

Help: For assistance with SMS messages, reply HELP to any message, or contact us at contact@dashquill.com or (425) 600-2019.

Supported carriers: SMS services are supported on all major U.S. carriers. Carriers are not liable for delayed or undelivered messages.

Your phone number and opt-in data are never shared with third parties for marketing or promotional purposes. Phone numbers collected through DashQuill are used solely for the healthcare communication purposes described in this policy.

Incident Response

DashQuill maintains a documented incident response and breach notification plan. In the event of a security incident involving personal information or PHI, affected parties and relevant authorities will be notified in accordance with HIPAA breach notification requirements and applicable state laws.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Material changes will be communicated through our platform or website. Continued use of DashQuill after changes are posted constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or how your information is handled:

• Email: contact@dashquill.com
• Phone: (425) 600-2019