Privacy Policy

Effective Date: January 1, 2026

Anchor Software Solutions ("Anchor", "we", "us", or "our") is committed to protecting the privacy and security of information processed through our software-as-a-service applications, Patient SignIn and DocRooms (collectively, the "Services").

This Privacy Statement explains how information is collected, used, disclosed, and protected.

1. Scope

This Privacy Statement applies to information collected through:

  • The Anchor Software Solutions website
  • Patient SignIn and DocRooms web and mobile applications
  • Related support and account services

2. Information We Collect

2.1 Information Provided by Clinics

  • Account registration details (name, email, organization name, organization address, phone number)
  • Configuration and usage data related to clinic operations

2.2 Information Entered About Patients

Patient SignIn may collect limited patient-identifying information such as:

  • Patient name
  • Date of birth

Anchor does not require clinical or diagnostic information.

2.3 Automatically Collected Information

  • Device type, operating system version, and application version
  • IP address
  • Security and authentication logs
  • Application performance and usage data

This information is collected solely for security, authentication, performance monitoring, and service improvement purposes. It is not used for advertising or profiling.

3. How We Use Information

We use information to:

  • Provide, operate, and maintain the Services
  • Authenticate users and manage accounts
  • Improve performance, reliability, and usability
  • Provide customer support
  • Comply with legal obligations

4. Legal Basis for Processing

Information is processed based on:

  • Legitimate business interests
  • Contractual necessity
  • Compliance with applicable laws

Clinics are responsible for ensuring appropriate patient notice and consent.

5. Data Sharing and Disclosure

We do not sell personal data.

Information may be shared only:

  • With service providers assisting in hosting, security, or support
  • When required by law or legal process
  • To protect the rights, safety, or property of Anchor or others

6. Data Retention

Information is retained only as long as necessary to provide the Services or as required by law.

Clinics may request deletion of their data, subject to contractual and legal obligations.

7. Data Security

We implement administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, or misuse.

Security measures include:

  • Encryption of data in transit using HTTPS and TLS 1.2 or higher
  • Role-based access controls restricting access to authorized clinic personnel
  • OTP-based user authentication
  • Logical segregation of clinic data
  • Monitoring and logging of access events

While we use commercially reasonable safeguards, no system can be guaranteed to be 100% secure.

8. HIPAA and Healthcare Compliance

Anchor provides technology infrastructure and service and does not provide medical advice, diagnosis, or treatment. The Services are administrative tools and are not intended to function as medical devices.

Clinics are responsible for determining whether their use of the Services requires compliance with HIPAA or other healthcare regulations and for entering into any required agreements.

9. Mobile Applications (Android and iOS)

Our mobile applications comply with Google Play and Apple App Store privacy requirements, including:

  • Transparency about data collection and use
  • Limited data access necessary for app functionality
  • No use of data for advertising without explicit consent

9.1 Information Processed Through the Mobile Application

The mobile application may process:

  • Clinic account information
  • Patient name
  • Patient date of birth
  • Device technical information (IP address, device type, OS version)
  • Application usage logs for security and performance purposes

The application does not collect:

  • Medical diagnoses
  • Clinical treatment data
  • Biometric information
  • Contacts, photos, microphone, or location data

9.2 App Permissions

The mobile application requests only permissions necessary for core functionality, including:

  • Internet access for secure communication
  • Secure local storage for temporary session management

The application does not access contacts, camera, microphone, photos, or location services unless explicitly enabled for a documented feature.

9.3 Data Encryption

All data transmitted between the mobile application and our servers is encrypted using industry-standard TLS protocols. Sensitive data is additionally protected using strong encryption mechanisms consistent with industry best practices.

9.4 Data Use

Information processed through the mobile application is used solely for administrative patient sign-in and clinic workflow management.

We do not sell, rent, or use personal information for advertising purposes.

9.5 Account Deletion (Mobile Applications)

Users may request deletion of their account and associated personal information at any time.

Account deletion requests are handled by email. To request deletion, users must contact us at: support@anchorsoftwaresolutions.com

After verification, we will deactivate the account and delete associated personal data from our active systems within a reasonable timeframe, unless retention is required by law or regulatory obligations.

10. Account Deletion

Users may request deletion of their account and associated personal information at any time.

Account deletion requests are handled by email. To request deletion, please contact us at:

support@anchorsoftwaresolutions.com

After verifying the request, we will deactivate the account and delete associated personal data from our active systems within a reasonable timeframe, unless retention is required by law or regulatory obligations.

Certain information may be retained as required for legal, compliance, or audit purposes.

11. International Users

The Services are hosted in the United States.

If you access the Services from outside the U.S., you consent to the transfer and processing of information in the United States.

12. Your Rights

Depending on your jurisdiction, authorized clinic representatives may request:

  • Access to stored information
  • Correction of inaccurate information
  • Deletion of organizational data
  • Account deactivation

Requests may be submitted through the business administrator or by contacting Anchor at support@anchorsoftwaresolutions.com

Verified requests will be processed within a reasonable timeframe in accordance with applicable laws.

13. Changes to This Privacy Policy Statement

We may update this Privacy Statement periodically.

Material changes will be communicated through the Services or website.

14. Contact Us

For privacy-related questions or requests, contact:

Anchor Software Solutions
59 Rice Run
East Brunswick, NJ 08816
Email:support@anchorsoftwaresolutions.com