ReferralFinderX Pre-alpha
Legal

Privacy Policy

What ReferralFinderX collects, what it never collects, who else handles it, and how long it is kept. It covers the app at app.referralfinderx.com and this website.

Last updated

This is a first-party statement, not legal advice. If your organization has signed an Alpha Participation Agreement with ReferralFinderX, that agreement controls wherever the two disagree.

1What ReferralFinderX is

ReferralFinderX is a directory of medical offices and clinics for the referral teams at participating clinics. It is built without patient tables, appointment books, medical records or referral records.

2What we never collect

Patient information. We don't ask for it, and staff are told never to enter it. To back that up, the app's patient info check:

  • checks text when it is saved (notes, suggested changes, tickets and their messages, the Alpha application form and the contact form) and refuses anything that looks like a Social Security number, a date of birth, a medical record number, an insurance member or subscriber ID, or a patient's name;
  • runs once a day over text already stored, and clears any value that still matches;
  • never copies the matched text into a log or report. Your clinic's Masters see how many values were cleared and where, not the text.

The check is a safety net, not a guarantee. The rule not to enter patient information still applies.

3What the app collects

Accounts

For each person: a username, a display name, an access level (Lite, Basic, Advanced or Master), the clinic, and whether the account is active. An email address only if a Master chooses to send the invitation by email. We also keep whether you have finished the guided tour, and the display settings you save.

Your password and two-step sign-in (your authenticator app's set-up) are held by Supabase, our sign-in service. When your account is made, you get a one-time temporary password or setup link that you replace the first time you sign in. The password you choose goes straight to Supabase; ReferralFinderX never sees it.

The directory

Offices and clinics, the groups they belong to, and the clinicians who work there: names, specialties, national clinician numbers, phone and fax numbers, addresses, websites, insurance accepted, ages seen, and whether an office is taking new patients. Most of it comes from public sources. When a clinic joins, we may copy its office list (names, specialties, addresses, phone numbers and websites, never notes) into ReferralFinderX's own directory, where the data hygiene engine verifies it against our data and directories.

Suggested changes and their history

What was suggested, by whom, who approved or turned it down, when, and the reason given. This history is what the app shows when you look at how a detail changed.

Notes

Office notes, which everyone at your clinic can read, and personal notes, which only you can read.

Tickets

Each ticket's subject, category and status, its messages and who wrote them, and which team it is with.

Contributor credits and badges

Credits for suggested changes that someone else approved, and the badge level they add up to.

Activity

What you do in the app, tied to your account: pages opened, searches (the specialty, insurance plans, towns and filters used, and how many results came back), offices opened, exports, and similar actions. This feeds your clinic's dashboards and the activity log.

The audit log

A record of important actions: accounts created, changed, disabled or deleted; access levels changed; passwords and two-step sign-in reset; sessions ended; changes approved or turned down; restores; ticket status changes; and team changes.

Notifications

The messages in your bell, such as a reply to your ticket.

In your browser

The app keeps your sign-in session and your display settings in your browser's storage. It sets no advertising or tracking cookies.

4What this website collects

The Alpha application form: your name, work email, clinic, role, your weekly referral volume (as a range), and what you are hoping to fix. The form sends it to our application server, which emails it to ReferralFinderX through Cloudflare. The app's database does not store it. We use it to review your application and to contact you about the Alpha.

The contact form: your name, email, organization (if you give one), the topic you pick, and your message. Your browser also sends how long the form was open before you pressed send, which helps us filter out automated spam; it is not kept. The form sends your message to our application server, which emails it to ReferralFinderX through Cloudflare. The app’s database does not store it. We use it to answer you. Like the Alpha form, it refuses anything that looks like patient details, in your browser and again on our server, before anything is sent.

Emails you send us: if you write to one of the addresses under Contact, we receive your email address and your message in our email, and use them to answer you. Please don’t include patient details.

The light/dark switch: if you press the switch at the top of the page, your browser remembers your choice so the page opens the same way next time. It is one setting, named “referralfinderx-splash-theme”, kept in your browser’s own storage on your device. It is never sent to us, and clearing this site’s data in your browser removes it. If you never press the switch, nothing is stored.

This website sets no cookies, stores nothing else in your browser, and loads nothing from other companies.

Like any website, the companies that serve it keep server logs (such as the address a request came from, the time and the page asked for) to keep the service running and secure.

5How we use it

  • to run the directory and its reviews, tickets and notifications;
  • to give your clinic its dashboards and logs;
  • to answer support requests and fix problems;
  • to keep the service secure and spot misuse;
  • to check and improve the directory and the app.

We don't sell your data, use it for advertising, or share one clinic's data with another.

6Who at your clinic sees what

  • Everyone sees the directory, office notes, their own personal notes, and the tickets they raise or that reach their team.
  • Advanced and Master see the history of directory changes.
  • Master also sees the accounts, the activity log (which shows each person's searches and the offices they opened), the patient info check, the Owner visits tab, and the dashboards.
  • Other clinics see none of your clinic's data.

7Companies that help run it

These companies host and run ReferralFinderX for us, alongside our own data hygiene engine.

  • CloudflareWebsite, email, backups
    Serves this website (referralfinderx.com) and the app’s pages (app.referralfinderx.com). Like any web host, it sees visitors’ IP addresses and details of each request, such as the time and the page asked for, and uses them to deliver the pages and keep them secure. It also sends our emails (account invitations and password-recovery links, and the Alpha applications and contact-form messages delivered to us), and holds encrypted copies of our database backups, deleted after 30 days.
  • RenderServer
    Runs the app’s server, which the app, the Alpha application form and the contact form talk to, in the United States. Keeps server logs.
  • SupabaseDatabase
    The database and the sign-in service: passwords, two-step sign-in and sessions, in the United States.
  • GitHubScheduled jobs
    Runs our scheduled jobs, such as the daily patient info check and the nightly dashboard totals. They work on the database directly; GitHub keeps only counts from each run.
  • Data hygiene engineOur own system
    ReferralFinderX's own proprietary system. It works in the background around the clock to keep our master directory of offices current, and it checks the updates your users request. It also sorts the tickets your Masters send us. It sees only what each task needs: the listings and update requests it is checking, and a ticket's subject and messages, never your internal notes.

Alpha applications, contact-form messages, and anything you email us, arrive in ReferralFinderX's own email account, held by a US-based business email provider. Each company holds its own security certifications; those do not transfer to ReferralFinderX.

8ReferralFinderX support access

ReferralFinderX has one owner account. It belongs to no clinic and always signs in with an authenticator code. Together, the owner account and our data hygiene engine can reach a clinic's data only in these ways:

  • Looking onlyRead-only
    To answer a question or check the directory's quality. Up to 60 minutes. The server refuses every save.
  • MaintenanceTime-limited
    To reproduce a problem. Up to 30 minutes, extendable to two hours. Anything added is named "ReferralFinderX TEST", is saved as "ReferralFinderX support" (a helper account nobody can sign in to), is left out of your numbers, and is removed afterwards. It never changes your staff's work, accounts, access levels or sign-in.
  • Replying to ticketsYour request
    When a Master sends one of your clinic's tickets to ReferralFinderX, we see its reference, category, status and a short summary, and can reply.
  • Account recoveryYour request
    Only when your clinic asks: resetting a password or two-step sign-in, re-enabling an account, or making someone a Master. Your clinic's other Masters are told.
  • Sorting ticketsData hygiene engine
    When a Master sends us a ticket, our data hygiene engine may read its subject and your clinic's messages, never your internal notes, to sort it and write that summary. It may post a short confirmation signed "Data hygiene engine". It reads none of your clinic's other data.

Each visit covers one clinic, needs a written reason and a fresh authenticator code, and ends on its own. Every request is logged before it runs, in a log that can't be edited from the app, and each entry is linked to the one before it so a gap would show. Your clinic's Masters can see every visit, every maintenance change and clean-up, every ticket reply and every account recovery on the Owner visits tab. No message is sent when a visit starts. The engine's ticket reads are recorded in our own access log; they are not visits, so they do not appear on the Owner visits tab.

The ReferralFinderX owner can also reach the database directly, outside the app, for backups, repairs and restores. That access is not in the app's log.

9How long we keep it

  • While your organization has access, we keep its data, including activity and the audit log. Nothing is deleted on a timer.
  • Restore points (the app's own undo copies) are removed after 7 days.
  • When an account is deleted, its personal notes and badge standing are deleted with it. Tickets and their messages stay as your clinic's record, with the author's name. Suggested changes, activity and audit entries stay, without the link to the account.
  • When your organization's access ends, we disable its accounts. The record of ReferralFinderX's own visits is kept for at least six years, even after access ends.
  • Alpha applications are kept in our email to review the application and talk to you about the Alpha.
  • Contact-form messages are kept in our email to answer you and follow up on what you asked.

10Security

  • Every connection is encrypted (HTTPS).
  • Two-step sign-in with an authenticator app, and a Master can end every session on an account at once.
  • Access levels are checked by the server on every request, and each clinic's data is kept apart from every other clinic's.
  • A strict Content Security Policy on the app and on this website limits what a page can load or run.
  • The patient info check described above.

A current first-party security evidence report is available to organizations evaluating ReferralFinderX.

Our security testing record lists each test we run, with its date and what it found.

11Your choices

A Master at your clinic can correct your account details, reset your access, or remove your account. To ask what we hold about you, or to ask for a correction or deletion, email privacy@referralfinderx.com. If you applied for the Alpha, or wrote to us through the contact form, and want your application or message deleted, email us there and we will delete it.

12Changes to this policy

We may update this policy. When we do, we change the date at the top and note any important change on this page. If your organization has a signed Alpha Participation Agreement, that agreement controls wherever the two disagree.

13Contact

You can also write to the ReferralFinderX owner directly at WillB@ReferralFinderX.com. Please don’t include patient details in any email.