ApexCare Privacy Policy

Effective Date: 09/28/2025
Last Updated: 01/22/2026
 

ApexSentinel LLC (“we,” “our,” “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the ApexCare mobile application (“App”). Because ApexCare is used by healthcare organizations, our practices comply with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and other applicable laws.

Information We Collect

When you use ApexCare, we may collect the following types of information:

• Personal Information: Name, phone number, email, or other identifying details provided by you or your healthcare provider.

• Protected Health Information (PHI): Clinical notes, assessments, treatment information, call logs, or other health-related data entered by you or your provider.

• Device Information: Device type, operating system, unique identifiers, crash logs, and app usage data.

• Communications Data: Messages, video calls, or telehealth sessions facilitated through the App.

• ApexCare supports the collection and presentation of your data that is hosted and managed by your healthcare provider. 
   

How We Use Your Information

We use your information only to:

• Provide and improve App functionality.

• Facilitate secure communication between you and your healthcare provider.

• Support treatment, care coordination, and healthcare operations.

• Ensure system security, auditing, and compliance with regulatory obligations.

• Respond to support requests and technical issues.

• We do not sell or share your information for advertising or marketing purposes.
   

Data Ownership

• Your healthcare provider (agency, clinic, or organization) is the custodian of your health information.

• ApexCare does not own or control PHI. We act only as a technology partner under Business Associate Agreements (BAAs).
   

Disclosure of Information

We may disclose information in the following circumstances:

• With Your Healthcare Provider: To deliver care and services.

• With Your Consent: When you authorize sharing with others.

• As Required by Law: To comply with legal, regulatory, or court orders.

• For Security & Compliance: To detect, prevent, or address fraud, abuse, or security incidents.
   

Data Security

We implement industry-standard safeguards to protect your information, including:

• Encryption in transit and at rest.

• Role-based access controls.

• Continuous monitoring, logging, and auditing.

• Regular risk assessments and HIPAA compliance reviews.
   

Your Rights

Depending on your location and relationship with your healthcare provider, you may have the right to:

• Access or request a copy of your health information.

• Request corrections to your data.

• Restrict or revoke consent for certain uses.

• File a complaint if you believe your privacy rights have been violated.

• Requests should be directed to your healthcare provider.
   

Deleting Your Account

• ApexCare is provided through your healthcare provider, and your account and data are managed by that provider agency.

• Because your healthcare provider is the custodian of your information, ApexSentinel LLC does not have the authority to independently delete or modify user accounts or Protected Health Information (PHI).

• If you wish to request deletion of your ApexCare account or associated data, you must:

  • Contact your healthcare provider or agency directly

  • Follow their established policies and procedures for account management, record retention, and data deletion

  • Your provider will determine whether account deletion is permitted based on applicable healthcare laws, clinical record retention requirements, and organizational policies. In some cases, records may be retained for a legally required period even after an account is deactivated.

• ApexSentinel LLC will act only at the direction of the healthcare provider and in accordance with our Business Associate Agreements (BAAs) and applicable laws.

Children’s Privacy

The App may be used to support care for minors under the supervision of licensed providers and their parents/guardians. We do not knowingly collect information from children without proper consent.
 

Third-Party Services

The App may integrate with secure third-party services (e.g., video conferencing, authentication, cloud hosting). These vendors are bound by HIPAA-compliant agreements and security obligations.
 

Changes to This Policy

We may update this Privacy Policy periodically. Updates will be posted on our website with a revised “Last Updated” date.
 

Contact Us

If you have questions or concerns about this Privacy Policy, please contact us here