Last Updated: 12/1/2025
SmartBran is committed to protecting the privacy and security of all individuals and organizations who use the SmartBran platform. This Privacy Policy explains how we collect, use, share, protect, and store personal information—including Protected Health Information (PHI)—in compliance with applicable federal and state laws, including HIPAA.
SmartBran, LLC. ("we", "us", "our") owns and operates the website www.smartbran.io, the mobile version, all underlying software, (or is the licensee) and any sites we have now or in the future that reference these Terms & Conditions (collectively the "Site and Application").
Before taking advantage of the many useful services offered here, please take a minute to ensure that you understand these Terms & Conditions ("Terms"), which govern your access to and use of the platform. By accessing or using the platform (including all content and functionality), you agree to be bound by these Terms and any additional terms applicable to certain programs in which you may elect to participate. If you do not agree with any of these Terms, please do not access or use the application.
By accessing and using this platform, you agree to contract electronically with SmartBran and agree to these Terms and our Privacy Policy. You agree that these electronic Terms combined with your act of using the services offered on our Site, have the same force and effect as your written signature and satisfy any laws that require a writing or signature, including any applicable Statute of Frauds.
This Site is considered to be a general audience site. SmartBran does not intend that any portion of the platform will be accessed or used by children under the age of 13, and such use is prohibited. If you use this platform to register an account, purchase a product from us, or enter our online surveys, sweepstakes contests, or drawings, you affirm that you are at least 18 years of age, or possess legal parental or guardian consent.
All right, title, and interest in and to the SmartBran platform and its content, features, and functionality, including, but not limited to, products, information, materials, text, graphics, photographs, illustrations, videos, displays, images, audio, music, button icons, data compilations, files, software, other works of authorship, and the design, selection, arrangement, and compilation thereof (collectively "Content"), and all intellectual property rights in the platform, are retained by SmartBran, our affiliates, our partners or our licensors, and are protected by copyright, trademark, patent, intellectual property, and other laws of the United States and foreign countries.
We endeavor to provide complete, accurate, up-to-date Content on our platform. Unfortunately, it is not possible to ensure that any platform is completely free of human or technological errors. Notwithstanding our best efforts, our platform may contain typographical inaccuracies, mistakes, or omissions, some of which may relate to pricing and availability, and some Content may not be complete or current.
Non-PHI personal information may include a user's full name, contact details (such as email and phone number), role or job title, login credentials, profile information, and certain device details like IP address, browser type, and device type. SmartBran collects this information to ensure the platform functions securely, efficiently, and in a personalized way for each user.
PHI collected and processed includes, depending on your use of the platform, client or patient demographic information, service documentation, schedules and appointment details, care notes and activity logs, transportation logs, identifiers related to healthcare operations, incident or compliance documentation, and any other information covered under HIPAA. We only access or process PHI as permitted under the Business Associate Agreement (BAA).
Usage and system data—such as login timestamps, IP addresses, pages and features used, system performance metrics, error logs, and audit trail activity—are essential for SmartBran to maintain a secure, reliable, and compliant platform.
We collect and maintain certain user information that enables the platform to deliver a secure, personalized, and properly configured experience. The Creation and maintenance of user accounts requires basic profile information so each individual can be uniquely identified within an organization.
SmartBran collects and uses specific system and user-related information to enforce strict protection of sensitive data in SmartBran. Enforcing access controls requires accurate and up-to-date user information so each individual only has access to the records, tools, and data appropriate for their entitlements.
We limit sharing to what is necessary to provide services or comply with the law. You can review how we share information in our 'Privacy Policy.'
Access is granted to the SmartBran platform for authorized users, including business owners, administrators, employees (staff), contractors, third-party coordinators, client supporting staff and other associated staff roles defined by the organization, to ensure secure and proper use of the SmartBran platform.
SmartBran relies on select third-party service providers to ensure the platform operates securely, reliably, and efficiently. Cloud hosting and storage providers maintain the infrastructure where data, including sensitive PHI, is stored.
SmartBran strictly follows all legal and regulatory requirements to safeguard sensitive client and patient information. SmartBran complies with all legal and regulatory requirements by providing information to legal authorities only when necessary and in accordance with applicable laws.
De-identified and aggregated data to support a range of important functions that improve both the platform and organizational outcomes. The platform uses this data for research, enabling the development of evidence-based insights and best practices without exposing individual users or clients.
When using the platform, you agree NOT to disrupt, damage, or interfere with the platform; circumvent security measures; use the platform in ways that could impair functionality; upload harmful code; use automated tools without permission; transmit spam; attempt to obtain others' credentials; impersonate others; violate applicable laws; or otherwise interfere with proper platform operation.
Robust technical safeguards are implemented to protect sensitive data and ensure the secure operation of its platform. Encryption in transit and at rest secures information as it moves across networks and when it is stored.
Employee administrative safeguards training ensures that all team members handling sensitive data understand their responsibilities, recognize potential risks, and follow proper procedures to protect PHI and maintain regulatory compliance.
SmartBran platform relies on strong physical safeguards to protect the infrastructure that stores and processes sensitive data, ensuring that the platform remains secure, compliant, and resilient.
Clear and rigorous breach notification procedures uphold transparency and protect user data. Notifying users without unreasonable delay if a breach involving unsecured protected information occurs.
We retain user and organizational data as long as your subscription is active, ensuring uninterrupted access to records, analytics, scheduling information, and all other platform features that rely on historical data.
Users may access or view records through their administrator or by contacting SmartBran directly, ensuring they can review information maintained within the platform that pertains to their role or responsibilities.
This capability is significant because it ensures that authorized entities can review, verify, and utilize the information necessary for client care, compliance, and operational oversight.
Maintaining correct information is required for high-quality care, ensuring proper service documentation, and supporting accurate scheduling, billing, and reporting processes.
Different organizations require different levels of data portability—some may need routine exports for reporting and compliance, while others may require customized data sets for audits, system migrations, or internal analysis.
Certain types of data—especially non-PHI administrative or operational records—may be eligible for deletion at the organization's request, supporting privacy preferences, reducing unnecessary data retention, and aligning with internal data-management policies.
SmartBran is designed for use in the United States, and all features, security measures, and compliance protocols are implemented with U.S. regulations. Users located outside the United States are responsible for ensuring compliance with local laws.
SmartBran collects and uses certain information to deliver effective customer support, which is essential for maintaining a reliable and user-friendly platform.
The Collection and analysis of systems and usage data is used to improve functionality, optimize performance, fix errors, and develop new features.
Reasonable and industry-standard measurements secure all data within the platform, ensuring the confidentiality, integrity, and availability of sensitive information. No system is 100% secure, but we implement layered protections to reduce risk.
These connections are significant allowing users to extend the platform's capabilities, such as connecting with communication tools, analytics services, or other operational applications. Users are encouraged to review the privacy policies of third-party services.
Updates to the SmartBran Privacy Policy may occur at any time to reflect changes in legal requirements, platform functionality, new features, or security enhancements. Continued use after modifications constitutes acceptance.
For questions, concerns, or privacy requests, contact:
SmartBran
Email: support@smartbran.io
Phone: 614-732-2615
Address: 665 E Dublin Granville Suite 330, Columbus, OH 43229