Privacy Policy

Effective Date: 12/16/2025

This Privacy Policy describes how Softiya LLC (“Softiya,” “we,” “our,” or “us”) collects, uses, stores, and protects information when you use the Softiya platform, websites, and consulting services (collectively, the “Services”).

By using the Services, you agree to the collection and use of information in accordance with this Policy and our Terms and Conditions.

1. Information We Collect

1.1 Account and Contact Information

When you create an account, sign up for a trial, or request consulting, we may collect:

Name and contact details (email, phone, address)
Agency name and business information
Role or job title
Login credentials and authentication data

1.2 Operational and Client Data

Customers may enter operational data into the Platform, which can include:

Client, staff, schedule, visit, and billing information
Documentation related to services, care plans, and visits
Claims, authorizations, and payer-related data

1.3 Protected Health Information (PHI)

When used for healthcare operations, the Platform may store or process PHI as defined under HIPAA. In those cases, Softiya acts as a Business Associate and a separate Business Associate Agreement (BAA) must be executed. PHI is handled in accordance with the BAA and applicable privacy and security laws.

1.4 Usage, Log, and Device Information

We may automatically collect information about how the Services are accessed and used, including:

IP address, browser type, and device information
Pages visited, features used, and time spent in the application
Error logs and performance metrics

1.5 Cookies and Similar Technologies

We may use cookies and similar technologies to maintain sessions, remember preferences, and understand usage patterns. You may adjust browser settings to manage cookies, but some features may not function properly if cookies are disabled.

2. How We Use Information

Softiya uses the information collected for purposes including:

Providing, maintaining, and improving the Platform and Services
Configuring agency-specific settings, integrations, and workflows
Responding to support requests, questions, and consulting inquiries
Billing, account management, and subscription administration
Monitoring system security, performance, and reliability
Sending service-related announcements and updates
Complying with legal, regulatory, and contractual obligations

3. Legal Basis (Where Applicable)

Where required, Softiya relies on one or more of the following legal bases for processing:

Performance of a contract (providing the Services you requested)
Legitimate interests (improving and securing the Services)
Compliance with legal obligations
Consent, where explicitly required by law

4. PHI, HIPAA, and Security

4.1 Business Associate Role

For healthcare agencies that store PHI in the Platform, Softiya functions as a Business Associate. In such cases, a BAA governs the use and disclosure of PHI in addition to this Privacy Policy.

4.2 Safeguards

Softiya implements administrative, technical, and physical safeguards designed to protect PHI and other sensitive information, including:

Role-based access and authentication controls
Encryption of data in transit and at rest where applicable
Audit logging and monitoring of system access
Restricted access by authorized personnel only

4.3 Customer Responsibilities

Customers are responsible for maintaining secure user accounts, training staff, managing role-based access, and ensuring their own policies comply with HIPAA, state laws, and payer requirements.

5. Information Sharing and Disclosure

5.1 Service Providers and Subprocessors

We may share information with trusted third-party vendors who assist with hosting, infrastructure, analytics, communications, payment processing, or support. These parties are contractually obligated to protect the information they process and to use it only for the services they provide to Softiya.

5.2 Regulatory and Legal Requirements

We may disclose information if required to do so by law, regulation, subpoena, court order, or governmental request, or when we believe disclosure is necessary to:

Comply with legal obligations
Protect the rights, property, or safety of Softiya, our customers, or others
Detect, prevent, or address security or technical issues

5.3 No Sale of PHI

Softiya does not sell PHI. We do not use PHI for marketing or advertising purposes that are not permitted by law or by the applicable BAA.

6. Data Retention

We retain information for as long as necessary to provide the Services, fulfill contractual obligations, meet legal or regulatory requirements, resolve disputes, and enforce agreements.

Upon termination of an account, data may be retained for a limited period for backup, audit, or legal purposes, after which it may be securely deleted or anonymized, subject to applicable law and contractual requirements.

7. International Transfers

The Services may be hosted or accessed in data centers located in the United States. If you access the Services from outside the United States, you acknowledge that your information may be transferred to and processed in the United States or other locations with different data protection laws than your jurisdiction.

8. Your Choices and Rights

Depending on your location and applicable law, you may have certain rights related to your personal information, such as:

Accessing or updating your account information
Requesting correction of inaccurate data
Requesting deletion of certain personal information (subject to legal retention requirements)
Restricting or objecting to certain types of processing

Requests may be submitted to the contact information listed below. For PHI under HIPAA, certain rights and processes may be exercised through the covered entity (your agency or provider) rather than directly with Softiya.

9. Children’s Privacy

The Services are intended for use by healthcare and service providers, not by individual minors. Any information about minors entered into the Platform is part of agency operations and is managed by the responsible covered entity or organization under applicable privacy laws.

10. Security

We use commercially reasonable security measures designed to protect information from unauthorized access, disclosure, alteration, or destruction. However, no electronic system or transmission can be guaranteed to be 100% secure. Customers must implement appropriate safeguards within their own operations as well.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically. When we make material changes, we will notify customers by email or through the Platform. Continued use of the Services after such notice constitutes acceptance of the updated Policy.

12. Contact Information

For questions about this Privacy Policy or privacy practices, please contact:

Softiya LLC
Email: support@softiya.com
Website: https://softiya.com