Last Updated: August 26, 2024
At Society, our mission is to help healthcare providers master their financial lives with modern financial management solutions. And to fulfill this mission, we collect information about you, our:
Your privacy is important to us. This privacy policy (this “Privacy Policy”) outlines how we at Society (Society Health, LLC. and its affiliates, collectively “Society”) collect, use, disclose, and safeguard your personal information. We also describe the rights you have over your information.
Please read this Privacy Policy carefully. By using our Services (as defined below), you acknowledge that you have read, understand and agree to be legally bound by this Privacy Policy and other policies incorporated herein by reference.
This Privacy Policy was last updated and is effective on August 26, 2024.
Society reserves the right to modify this Privacy Policy at any time, in our sole discretion. We may notify you of such modifications to this Privacy Policy by providing notice via one of the following methods: (i) by email to the email account used by you to access our Services, (ii) by updating the ‘last updated’ date listed above, or (iii) by posting a notice in the Society app. Unless otherwise stated, any modifications to the Privacy Policy will be effective immediately upon posting the updated Privacy Policy to our website. By continuing to use our Services you confirm that you agree to the modified Privacy Policy. If you do not agree with the changes to this Privacy Policy, you must immediately stop using our Services and close your account within 30 days of the change.
Society offers cloud-based financial management, financial information storage and reporting, tax preparation and advisory (“SocietyTax”), and related communication services to medical practices through its online platform at societyhealth.co, accessible via our website and mobile applications. Through this platform, our Customers and Accountant Clients can access the tools they need to power their businesses or the businesses of their clients. We refer to our platform, websites and mobile applications collectively as our “Services”.
This Privacy Policy applies to our Services and other interactions you may have with Society, such as visiting our websites, customer service inquiries, attendance at events, etc. By using our Services, or otherwise interacting with Society you agree to the collection and use of your personal information in accordance with this Privacy Policy. Personal information is any information or data relating to you that may be used to identify you, either directly or indirectly, or to contact you.
Our Services may contain links to other websites, products, or services that we do not own or operate. When using our Services, you may decide to share your data and any related personal information with a third-party service of your choice (for example, your accountant). Any processing of your information by these third parties is governed by their own privacy policies and terms. We recommend you carefully review their privacy policies and terms, as Society is not responsible for such third-party services.
Some of our Services are made available to you by our affiliates. Personal information supplied by you through our Services to our affiliates will be governed by this Privacy Policy.
Our Services are not intended for use by children and should only be accessed by individuals who are at least 18 years old and are using our Services for business purposes. If we learn that we have inadvertently collected personal information of persons under the age of 18 years old, we shall immediately take steps to delete the information as soon as possible. If you learn that a child has provided us with personal information in violation of this Privacy Policy, then you may alert us at privacy@societyhealth.co.
If you are a Customer using Society to power your business or an Accountant Client using Society to streamline accounting for your own clients, we collect and use your personal information to provide you with our Services. We collect the following personal information when you sign up for Society, when you use our Services, or when you otherwise provide us information. We also may collect personal information from other sources, including business partners or referral partners. Generally, we use this information to provide and customize our Services for you.
| What we collect | Why we collect it |
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Information you provide us about you and your business, like your name, company name, email address, and phone number.
| To set up your account and provide you with the use of our Services (e.g., to confirm your identity, to contact you about our service, to invoice you) To communicate with you via email, chat, phone, SMS, or virtual meeting To market products or features to you To comply with legal requirements |
Information of others that we process at your direction, such as the names and contact information of your clients, employees, etc.
| To provide you with our Services and/or give account access to others within your business |
Payment and billing information that you provide us, or our third-party payment processor, such as your credit or debit card number.
| To charge for our Services, products, and features |
Information about products or services you purchased, obtained, or considered.
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Information about how you access our Services and your account, including information about the device and browser you use, your network connection, your IP address, and details about how you browse and interact with our websites and platform.
| To provide you use of, and to improve, our platform and other related services (e.g., identifying ways to make our platform easier to use or navigate) To debug, identify and repair errors that may impact intended functionality To detect security incidents and protect against malicious, fraudulent or illegal activity To personalize the platform for you To advertise and market products or features to you To comply with legal requirements |
Customer support information (such as questions and issues) and general feedback that you choose to provide (for example, app reviews).
| To provide you with customer support when using our Services To communicate with you via email, chat, phone, SMS, or virtual meeting To debug, identify and repair errors that may impact intended functionality To share with existing or prospective Customers or Accountant Clients your experience and feedback in using our Services |
Audio and video information (such as recordings when you call us for customer support).
| To provide you with customer support when using our Services To train our employees and improve our processes and the quality of our Services To debug, identify and repair errors that may impact intended functionality To share with existing or prospective Customers or Accountant Clients your experience and feedback in using our Services To train our employees and improve our processes and the quality of our Services |
Information, such as firmographic or demographic information, we receive from other third parties, including referral, promotional, and joint marketing partners and business partners who provide complementary services or products to our Services.
| To provide you with our Services To provide you use of, and to improve, our platform and other related services (e.g., identifying ways to make our platform easier to use or navigate) To personalize the platform for you To advertise and market products or features to you |
If you connect our Services directly to your business or personal bank or credit card account, merchant processors, loan and/or payroll provider, and authorize us to receive information directly from your business bank account, we receive your bank institution information (such as bank name and institution ID), business or personal bank account information (for example, balances and last four digit of the account number), and transaction information (such as amount, vendor name, date, and category).
| To provide you with a dashboard that displays real-time financial activity to enable our customers to track their businesses’ financial health To create reconciliation files so Society can assist our customers with our Services |
If you use our SocietyTax service we may collect more specific information you provide us about you and your business, including: personal characteristics (such as spousal and dependants, age, date of birth, gender, marital status, nationality) government-issued identification (such as your social security number, driver’s license number, taxpayer identification numbers) professional and employment information (such as your occupation, employer identification number, corporate-held credit and debit card numbers, employment records and compensation information) financial transactions (such as your bank account information, loans, investments, contributions, payments)
| To create and manage your SocietyTax account To provide you with the SocietyTax Services, including for your tax professional to set up tax payments to IRS and state departments of revenue To conduct fraud and risk monitoring To comply with legal requirements To provide tax documentation, file tax returns, payment coordination |
Copies of government-issued identification about you or your business that you provide to us
| If we need to verify your identity (e.g., to protect you against identity theft or fraud) To verify that we are speaking with you if you contact us To comply with legal requirements |
We collect the following personal information about you when you visit our website or contact us through our website:
| What we collect | Why we collect it |
|---|---|
Information about you that you provide us about yourself, like your name, address, email address, and phone number.
| To communicate with you via email or chat To advertise and market products or features to you To comply with legal requirements |
Information about how you access our Services, including information about the device and browser you use, your network connection, your IP address, and details about how you browse through our apps and sites, including search terms you may enter.
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Information about products or services you purchased, obtained, or considered.
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Information you provide us for surveys, contests and events (such as webinars or in-person events), including your contact information, your business name and address, and general information about your organization that you choose to provide, such as annual company revenue, number of employees, and industry.
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Inferences that are drawn from your preferences, characteristics, or behavior while visiting or interacting with our website or our Services.
| To provide you use of, and to improve, our platform and other related services (e.g., identifying ways to make our platform easier to use or navigate) To personalize the platform for you To advertise and market products or features to you |
We collect the following personal information about you when you apply for a position with Society:
| What we collect | Why we collect it |
|---|---|
Contact information that you provide us about yourself, like your name, address, email address, and phone number.
| To communicate with you during the recruitment process To book interviews with you and members of our team To verify your identity To comply with legal requirements |
Personal information you provide us, such as your professional and employment history (such as your resume or CV, past employment experience, occupations and titles, your LinkedIn profile or other social media handles), your nationality, and your education (such as your degrees and schooling, licenses and professional memberships).
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Personal information you provide via a third-party vendor for background checks
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Information you provide us for surveys, contests and events (such as webinars or in-person events), including your contact information, your business name and address, and general information about your organization that you choose to provide, such as annual company revenue, number of employees, and industry.
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Information provided during the recruitment process including oral, visual or written communications (such as recordings of your interview) and technical and personality assessments.
| To review your suitability and qualifications for a position/role. For future review and learnings for the sales hiring teams. |
In order to offer our Services to prospective Customers who might find our Services useful, we collect personal information, such as names, emails addresses, and phone numbers, from business partners, and current Customers and Accountant Clients who provide referrals for our Services, and public sources. We may also collect information about how you access our Services, including information about the device and browser you use, your network connection, your IP address, and details about how you browse and interact with our websites and platform.
How we use your information
We use the personal information we collect from you (the “Collected Information”) to (i) provide you with our Services, (ii) fulfill a contractual obligation (for example, to process your subscription payments), (iii) improve our Services or (iv) further a legitimate business interest. A legitimate business interest includes, but is not limited to:
Any information we collect in connection with a legitimate business interest may be shared with our affiliates and business partners to better understand business trends, such as how our products and services are used.
We may also collect and use your personal information for any other purpose to which you consent.
We may use information that is aggregated or de-identified so that it is no longer reasonably associated with an identified or identifiable natural person for any business purpose.
Your use of others’ personal information
In using our Services, you may provide us with the personal information of others (for example, the names and addresses of your accounting clients or employees) , and if you are an accounting client or employee of one of our Customers, we may receive your personal information from our Customers or Accountant Clients. In these circumstances, we are only a “service provider” of such information.
As your service provider, we process (collect, use, disclose, etc.) such information as directed by you for the purpose of providing you our Services. For example, we do not use your customers’ or employees’ information to independently market or advertise to them unless they are also using our Services directly.
You are responsible for the personal information of others that you disclose to us via our Services and for ensuring that your instructions regarding the processing of such information complies with applicable data protection laws.
Your rights over your information
Depending on your use of our Services and where you reside, you may have the right to request access to, correct, amend, delete, or object to certain uses of certain personal information (for example, by unsubscribing from direct marketing emails).
We strive to provide you with the ability to exercise these rights yourself via our Services. For example, you can access, update and correct most of your information from your account settings pages. If you cannot exercise a particular right via our Services, you can always email our privacy team atprivacy@societyhealth.co. Please note that if you send us a request relating to your personal information, we have to make sure that it is you before we can respond. In order to do so, we may ask to see documentation verifying your identity.
Please also note that there is a difference between the information we decide to collect for our own purposes (for example, your account sign-up information) and the information our Customers and Accountant Clients direct us to store or process via our Services (for example, names of employees or clients). If you are an individual who wishes to exercise your rights over information that one of our Customers or Accountant Clients may be storing or processing via our Services for their own purposes, you will need to contact the Customer or Accountant Client directly. In this scenario, we are only a service provider acting at their direction, and we cannot decide how to process their information.
Your California privacy rights
If you are a California resident, you may exercise the following rights with respect to personal information (as defined by the California Consumer Privacy Act of 2018 (California Civil Code §§ 1798.100 to 1798.199) and its implementing regulations, as amended or superseded from time to time (“CCPA”)) that we collect as a business under California law.
A. Right to know and access personal information
You may submit a verifiable request to be informed about the (1) categories of personal information collected, sold, or disclosed by us, (2) purposes for which categories of personal information are collected or sold by us, (3) categories of sources from which we collect personal information, (4) categories of third parties with whom we disclosed or sold personal information, and (5) specific pieces of personal information that we collected about you during the prior twelve months.
B. Right to request deletion of personal information
Subject to certain exceptions, you may submit a verifiable request that we delete the personal information about you that we collected from you.
C. Right to request correction of personal information
You may submit a verifiable request that we correct inaccurate personal information that we maintain about you.
D. Verification
Requests for access to, correction, or deletion of personal Information are subject to our ability to reasonably verify your identity in light of the information requested and pursuant to relevant CCPA requirements, limitations, and regulations. To verify your access, correction or deletion request, please provide us with your name, mailing address, email address, phone number, and the last 4-digits of an account or credit card number in your request and we will reach out to you. To verify your identity based on information previously provided to Society, we may request additional information.
E. Right to opt-out of the sale or sharing of personal information
In some circumstances, you may the right to opt-out of the sale or sharing (for cross-context behavioral advertising purposes) of your personal information. Click here to opt out of the sale or sharing (for cross-context behavioral advertising purposes) of your personal information.
F. Right to equal service and price
You have the right not to receive discriminatory treatment by a business for the exercise of your CCPA privacy rights, subject to certain limitations.
G. Submit requests
If you are a California resident and would like to exercise your rights under the CCPA, please send your request by email toprivacy@societyhealth.co with "Your California Privacy Rights" in the subject field of your email, call us toll-free at 1-888-760-1940, or send your request by mail to our address listed in the “How you can reach us” section below.
H. Authorizing an agent
If you are acting as an authorized agent to make a request to know, delete, or opt out on behalf of a California resident, please send a message to the email in our “How you can reach us section” and attach a written authorization signed by the resident.
I. Do not track
There is no accepted standard on how to respond to Do Not Track signals, and we do not respond to such signals.
J. Opt-Out preference signals
You may also opt out of the sale or sharing (for cross-context behavioral advertising purposes) of your personal information by turning on the Global Privacy Control (GPC) in participating browser systems. You will need to turn the GPC on for each browser you use. To learn more about the GPC, visit the Global Privacy Control website.
When and why we share your information with others
We restrict access to your information to authorized employees and contractors. We may share your personal information with third parties in the following circumstances.
As a Customer or Accountant Client, we may share all of the categories of personal information described in the “What information we collect about you and why” section with service providers.
Other Service Providers, Partners, Contractors or Vendors: for analytics and reporting, marketing and advertising, auditing, communicating with you, managing our customer database, providing you with professional services, managing our recruitment process and conducting background checks (for Prospective Clients).
Successor Entities:if we merge with or are acquired by another company, are involved in a bankruptcy, or if the ownership or control of all or part of our Services or their assets changes, information about you may be transferred to such entities.
Law Enforcement, Government Agencies, and Professional Advisors:to prevent or investigate suspected fraud, threats to physical safety, illegal activity, or violations of a contract or our policies, or to comply with a law or regulation, or if we are otherwise legally required to do so, such as in response to a court order or legal process, or to establish, protect, or exercise our legal rights or to defend against legal claims or demands.
We also share certain categories of personal information with third parties to provide personalized online advertising and with third parties for their direct marketing purposes. Under the CCPA, some of this information sharing may be broadly considered a “sale” of Personal Information. Except for this type of sharing, we do not sell your Personal Information. We share identifiers (such as name, email address, IP address and online identifiers), commercial information, internet or other electronic network activity information, and inferences drawn from personal information with third parties for these purposes. If you are a California resident, you can opt out of the sale of your personal information as described above.
Where your data resides
Our Services are managed by Society’s team headquartered in Canada and operating from locations around the world. Our Services are hosted in the United States and individuals located within the United States are permitted to use our Services. If you circumvent Society’s measures restricting our Services to the United States and use our Services from the European Union or other regions of the world with laws governing data collection and use that may differ from U.S. law, then please note that you are transferring your personal information outside of those regions to the United States for storage and processing. Also, we may transfer your personal information from the United States to other countries or regions in connection with storage and processing of data, fulfilling your requests, and operating our Services. By providing any information, including information from or about you or your devices, on or to our Services, you consent to such transfer, storage, and processing.
Data retention
Society is a United States company, serving US persons and businesses, and as such, we and our affiliates may be subject to various legal compliance and reporting obligations that require us to retain your personal information for a specific period of time which may be beyond the time when you stop using our Services.
How we protect your information
We maintain security safeguards to protect your information, which are designed to ensure its confidentiality, integrity and availability. While we strive to protect your information on our Services, we cannot guarantee absolute security of your personal information. To learn more about our information security measures, please see our Security Practices.
How we use cookies and other tracking technologies
We use cookies and similar tracking technologies on our website and when providing our Services. For more information about how we use these technologies, and an explanation of how you can opt out of certain types of cookies, please see our Cookie Policy.
Changes to this Privacy Policy
We may make changes to this Privacy Policy at any time to reflect updates to our Services, applicable laws, and other factors. We will notify you as outlined above when we materially change the ways in which we use or share personal information previously collected from you through our Services, but we encourage you to stay informed by reviewing this policy periodically.
How you can reach us
If you would like to ask about, make a request relating to, or complain about how we process your personal information, you can contact us by email at privacy@societyhealth.co or by sending a letter to:
Society Health, LLC
1100 15TH ST NW
Washington, DC 20005
Attn: Society Privacy Team