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title: Privacy Policy effective_date: 2026-07-24 site: forms.emrflow.com operator: Facets Novum, L.L.C. d/b/a EMRFlow contact: support@emrflow.com

Privacy Policy

Effective date: July 24, 2026 Operator: Facets Novum, L.L.C. d/b/a EMRFlow ("EMRFlow," "we," "us," or "our") Contact: support@emrflow.com

This Privacy Policy explains what information we collect when you visit forms.emrflow.com (the "Site"), buy or request our digital form templates, join a waitlist, or complete a patient intake form your healthcare provider sent you, how we use it, and the choices you have.

1. Scope

This policy covers the personal information of Site visitors, customers of our digital products, and people who submit the Site's contact, waitlist, and request forms. It also explains, in Section 3, how information entered through the Site's patient intake pages is handled. It does not apply to the EMRFlow Solo or EMRFlow practice software products, which are covered by their own agreements and notices.

2. The storefront does not collect patient health information

The storefront portion of this Site sells templates to clinicians and practice owners. We do not ask for, collect, or store protected health information (PHI) about your patients through the storefront, and we ask that you not send us PHI through storefront forms or support email. The one part of the Site that does handle health information is the patient intake service, described next.

3. Patient intake information

The Site's intake pages (forms.emrflow.com/intake) are operated on behalf of healthcare practices that use EMRFlow. Patients reach them through a link their own provider sends.

  • Information entered on an intake page, including health information, is collected for the practice that sent you the link. That practice decides what to ask and how the information is used in your care; its own privacy notices and consents govern your clinical relationship.
  • We process intake information as the practice's technology vendor, under HIPAA-aligned safeguards and our agreements with the practice. We use it only to provide the intake service to the practice.
  • We do not use intake information for marketing, and we do not sell it.
  • To access, correct, or ask questions about information you submitted through an intake form, contact the healthcare practice that sent you the link. If you contact us instead, we will refer your request to the practice.

4. Information we collect

Information you provide:

  • Contact details when you buy a product, download a free template, or contact support (for example, your name and email address). - Order information related to your purchase.

Information collected through our payment and delivery provider:

  • Purchases are processed by Gumroad, a third-party payment and digital-delivery platform. Gumroad collects and processes your payment details directly. We do not receive or store your full payment card number. Information collected automatically:

  • Basic usage and device information (for example, IP address, browser type, pages viewed) collected through standard web server logs as part of operating and securing the Site.

5. How we use information

We use the information to:

  • Deliver the products you purchase or request and provide customer support.
  • Send transactional messages about your order or download.
  • Send you product news or marketing only where you have asked to hear from us or where otherwise permitted by law. You can opt out at any time.
  • Operate, secure, and improve the Site.
  • Comply with legal obligations and enforce our Terms of Use.

We do not sell your personal information.

6. Payment processing through Gumroad

Payments are handled by Gumroad, which delivers our paid digital products and processes payment through its own payment partners. Your purchase is also subject to Gumroad's privacy policy. We receive confirmation of your purchase and limited order details (such as your name, email address, and what you bought), not your full payment card information.

7. How we share information

We share personal information only as needed to run the business, including with:

  • Gumroad, our payment and digital-delivery provider, to process and deliver your order. - Our infrastructure provider: form submissions made directly on the Site are stored in our Google Cloud Firestore database, hosted in the United States. - Our email service providers, to send messages you have requested.
  • Professional advisors, or authorities, where required by law or to protect our legal rights.
  • A successor entity, in connection with a merger, acquisition, or sale of assets.

We require our service providers to protect the information and use it only for the services they provide to us. We do not sell or rent your information to third parties.

8. Cookies and analytics

The Site uses only the cookies and similar technologies needed for its essential operation. You can control cookies through your browser settings; disabling some cookies may affect how the Site works.

We don't run advertising on the Site, don't use advertising or tracking networks, and don't sell browsing data.

9. Data retention

We keep personal information for as long as needed to provide the products and support, to follow up on requests you have made, to comply with legal, tax, and accounting obligations, and to resolve disputes and enforce our agreements. We then delete or de-identify it. Intake information is retained and managed under our agreements with the practice it was collected for.

10. Data security

We use reasonable administrative, technical, and physical safeguards to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to opt out of marketing or certain processing. To make a request about information you gave us through the storefront or its forms, contact us at support@emrflow.com. We will respond as required by applicable law and may need to verify your identity first.

  • Marketing: you can unsubscribe from marketing emails using the link in any such message.
  • California and other state residents: where applicable, you have the rights described in your state's privacy law, including the right not to be discriminated against for exercising them.
  • EEA/UK residents: where applicable, our legal bases for processing are performance of a contract, your consent, and our legitimate interests in operating the business.

12. Children's privacy

The storefront and its products are intended for professionals and are not directed to children under 16, and we do not knowingly collect personal information from children through it. If you believe a child has provided us information through the storefront, contact us and we will delete it.

Intake forms may lawfully collect information about minor patients when a parent, guardian, or caregiver completes them at a practice's direction; that information is handled for the practice as described in Section 3.

13. International users

We operate in the United States, and your information may be processed there. If you access the Site from outside the United States, you understand your information will be handled as described in this policy.

14. Changes to this policy

We may update this policy from time to time. We will post the updated version with a new effective date. Material changes will be communicated as required by law.

15. Contact

Questions or requests can be sent to support@emrflow.com, Facets Novum, L.L.C. d/b/a EMRFlow.