Privacy
HelpEpic is designed for healthcare workflow and operational guidance. It is not designed to receive protected health information, patient-identifying information, credentials or confidential clinical records.
Free tools and Workflow Advisor
The free Workflow Advisor uses broad structured selections and does not require your name, email address, employer or a free-text workflow narrative. Public printable tools can be used without creating an account.
Anonymous free-tool usage events
To understand which public resources are useful, HelpEpic may record a limited first-party usage event when a free tool is viewed, printed, copied or shared, or when the structured Advisor is completed. These events contain only the event type, public resource identifier, a coarse acquisition source, and—only for Advisor completions—the broad workflow and issue-type selections. For legacy staff-flyer campaigns, the event may also contain a neutral placement code such as p01–p20 so HelpEpic can compare distribution locations without identifying an employee or inferring an employer. The event record also contains a server-generated ID and timestamp.
The legacy anonymous usage_events table does not store an IP address, user agent, cookie or session identifier, name, email address, employer, Workflow Champion code, referrer URL, patient identifier or free-text workflow narrative. Anonymous usage-event rows are purged during subsequent anonymous usage-event processing once they are older than 180 days and are not designed to be joined to identity-bearing lead or Workflow Champions records.
Master QR campaign attribution
Printed HelpEpic materials may use one permanent HelpEpic QR address so the same artwork can be used across multiple distribution locations. When that QR address is opened, HelpEpic creates a random scan identifier and may reduce Cloudflare edge location data to coarse city, region and country labels. HelpEpic may use the coarse city only to rank likely nearby facility choices. The visitor can optionally confirm a facility from a predefined campaign list. HelpEpic does not request browser GPS permission for this feature and does not store precise latitude or longitude.
For master-QR attribution, HelpEpic sets a first-party, HttpOnly, Secure cookie containing only the random scan identifier. The cookie is used to associate the initial scan with later HelpEpic actions such as opening a public tool, starting the Advisor, requesting support or submitting a HelpEpic inquiry. It does not contain a name, email address, employer, facility name, patient information or advertising identifier. The cookie expires after 30 days. Master-QR scan and event records are purged after 180 days during subsequent QR processing.
HelpEpic does not store the scanner's IP address or full user-agent string in the master-QR attribution tables and does not use browser fingerprinting or third-party identity enrichment for this feature. A facility selection describes the campaign area the visitor chose; it is not treated as proof of employment, employer identity or affiliation.
Workflow Champions
Workflow Champions can create an anonymous sharing code and public resource links without providing a name, employer or email address. HelpEpic stores the sharing code and aggregate sharing activity needed to operate that feature. A browser may store the code locally so the same device can recover it later. Participation is recognition-oriented and is not payment for workflow submissions, patient referrals, purchasing influence or contracts.
Paid support and business inquiries
If you choose to request paid support or another business service, HelpEpic may accept business contact information such as your name, organization, business email, role, workflow category and a high-level operational description. Do not include patient information, credentials, confidential screenshots or other protected data. Business inquiry information is used to respond to the request, administer the engagement, maintain business records and improve service delivery.
Manager-facing organizational work
Organization-specific analysis begins only when an authorized buyer requests that work. HelpEpic does not infer an employer from anonymous public-tool usage or master-QR location attribution and does not use individual employee browsing histories as an input to the Workflow Demand Report. Organization-specific work should rely on manager-authorized, no-PHI operational inputs or separately designed explicit opt-in aggregate scopes.
Service providers
HelpEpic may use service providers to host the website and database, deliver business email, and process or schedule paid services. Those providers receive only the information needed for the applicable function and are subject to their own terms and privacy practices.
Information you must not submit
Do not submit patient names, dates of birth, medical record numbers, insurance identifiers, Social Security numbers, screenshots containing patient data, clinical records, passwords, access tokens or other patient-identifying or confidential information.
Contact
Questions about HelpEpic privacy practices can be sent to ask@helpepic.com.