Your trust is the foundation of our platform. This policy explains how we collect, use, store and safeguard your personal, healthcare and connected service information.
We follow a privacy-by-design approach across every module of Pathways EHR — from appointment scheduling to clinical records — so your information is not sold or used for advertising.
We never sell or rent your personal data.
Protected health information handled with care.
Encryption for data at rest and in transit.
Continuous monitoring of access and activity.
We only collect information necessary to deliver and improve the service you use.
Role-based permissions, 2FA and audit logs help ensure only authorised people can access protected information.
You may request access, correction or deletion of your personal information, subject to applicable legal and regulatory requirements.
A transparent breakdown of what data we process, why we process it and the controls that keep it protected at every stage.
Pathways EHR ("we", "us" or "our") is a healthcare practice management platform built for modern clinics. This Privacy Policy describes how we handle information when you visit our website, create an account or use our platform.
We are committed to transparency, data minimisation and compliance with applicable privacy laws, including HIPAA where protected health information is involved. If anything in this document is unclear, our privacy team is available using the contact details below.
We collect information in several focused categories:
Information you submit directly is provided voluntarily. Where collection is optional, we clearly identify it and explain why it is required or beneficial.
We use collected information strictly for defined purposes:
We do not use your health information for advertising, profiling or automated decision-making that produces legal effects on you.
Where we act as a Business Associate of a covered entity, we handle Protected Health Information (PHI) in accordance with HIPAA and execute a Business Associate Agreement (BAA) where required.
PHI is encrypted, access is logged, and workforce members with potential access are subject to appropriate confidentiality and minimum-necessary requirements.
We apply layered technical and organisational safeguards designed to protect your information against unauthorised access, alteration, disclosure or destruction:
No system is 100% immune to risk. If we become aware of a breach affecting your data, we will provide notifications as required by applicable law.
We keep your information only for as long as it is needed to fulfil the purposes described here, satisfy legal and regulatory requirements, resolve disputes and enforce our agreements.
When information is no longer required, it is securely deleted or irreversibly anonymised where appropriate. Clinical records may be retained longer where healthcare regulations or other legal requirements mandate retention.
Our website and platform may use a small number of cookies:
You can control cookies through your browser settings. Disabling strictly necessary cookies may prevent core features of the platform from working correctly.
Depending on your location and applicable law, you may have the right to:
To exercise any of these rights, contact us using the details in the Contact Us section.
Pathways EHR provides an optional integration with Google Calendar to help authorised healthcare providers manage and synchronise their schedules and appointments.
When a user connects their Google Calendar account to Pathways EHR and grants the requested permissions, Pathways EHR may access Google Calendar information necessary to provide the calendar integration, including:
Pathways EHR only requests Google permissions that are necessary for the functionality being provided.
Google Calendar information is used solely to provide the functionality requested by the authorised user, including:
Pathways EHR does not use Google user data for advertising or targeted advertising, and does not sell Google user data.
Pathways EHR does not sell Google user data or share Google user data with third parties for advertising or unrelated purposes.
Google user data may only be accessed or transferred when necessary to provide the requested Pathways EHR functionality, to service providers operating on our behalf under appropriate confidentiality and security obligations, when required by law, or when necessary to protect the security, rights or safety of Pathways EHR, its users or others.
Pathways EHR does not use Google user data for purposes unrelated to the functionality for which the user granted access.
Pathways EHR uses appropriate technical and organisational safeguards to protect information accessed through Google APIs against unauthorised access, alteration, disclosure or destruction.
Google Calendar information and authentication credentials are protected using appropriate security controls. Access to such information is restricted to authorised systems and personnel where access is necessary to operate, maintain or support the service.
Pathways EHR retains Google-related information only for as long as reasonably necessary to provide the requested integration, maintain account functionality, meet legitimate business or legal requirements and maintain appropriate security and audit records.
Users can disconnect their Google Calendar integration from Pathways EHR at any time.
When the integration is disconnected, Pathways EHR will no longer request new Google Calendar information through the user's authorisation, except where continued access is otherwise required by law or necessary for security and service operation.
Users may also revoke Pathways EHR's access to their Google account through their Google Account settings.
Pathways EHR's access to and use of information received from Google APIs will comply with the Google API Services User Data Policy, including the Limited Use requirements. Pathways EHR only uses Google user data for the purposes described in this Privacy Policy and does not use or transfer Google user data in ways that are inconsistent with the permissions granted by the user or Google's applicable policies.
Pathways EHR integrates with trusted third-party services to provide specific functionality, including payment processing, calendar synchronisation, authentication, communication and other services requested or enabled by the user.
Each integration only receives the information necessary to provide its intended functionality, subject to the permissions granted by the user and applicable privacy and security requirements.
For Google Calendar specifically, Pathways EHR's access to Google user data is described in the Google Calendar & Google User Data section of this Privacy Policy and is subject to the Google API Services User Data Policy, including its Limited Use requirements.
We recommend reviewing the privacy policy of each third-party service you connect to your Pathways EHR account.
Our website and platform are not directed to children under 13 (or the applicable age in your jurisdiction). We do not knowingly collect personal information from children through the website.
Patient records relating to minors may be entered into Pathways EHR by authorised healthcare practices as part of providing healthcare services. Such records are handled according to applicable healthcare privacy laws and the contractual relationship with the healthcare practice.
We may update this Privacy Policy to reflect changes in our practices, technology or legal obligations. The "Last updated" date at the top of this page always shows when the policy was most recently revised.
For material changes, we may notify users by email or through an in-platform notice where appropriate. Continued use of the platform after an update may constitute acceptance of the revised policy where permitted by applicable law.
Questions, concerns or requests about this Privacy Policy, Google integrations, personal information or healthcare data are welcome. Our privacy team will respond as soon as reasonably possible.
privacy@pathwaysehr.com
Available 24/7 for data requests
Have a data request or want to learn more about how we protect your information? Our privacy specialists are ready to help.