01 Scope of this policy

TKSoftware, Inc. ("TKSoftware," "we," "us," or "our") is a healthcare technology company headquartered in Carmel, Indiana. This Privacy Policy applies to information we collect through our public website at tksoftwareinc.com (the "Site"), through forms and communications you submit to us, and in the course of providing our software and services, including the ICONIC Pro platform.

It does not describe how we handle Protected Health Information (PHI) on behalf of our healthcare clients. That handling is governed by our agreements with those clients and applicable law, as described in Section 6.

By using the Site, you agree to the collection and use of information in accordance with this policy.

02 Information we collect

Information you provide to us

We collect information you choose to give us directly, such as when you request a demo, submit a contact or inquiry form, subscribe to communications, or apply for a position. This may include:

• Name, job title, and the organization you represent
• Business email address and phone number
• The content of your message or inquiry, and any details you choose to share
• Account credentials and profile details if you use our client portals or products

Information collected automatically

When you visit the Site, certain information is collected automatically through cookies and similar technologies, including:

• IP address, general location, browser type, and device information
• Pages viewed, links clicked, referring URLs, and time spent on the Site
• Diagnostic and usage data used to operate and improve the Site

See Section 4 for details on cookies and analytics.

03 How we use information

We use the information we collect to:

• Respond to inquiries, demo requests, and support questions
• Provide, maintain, and improve our products and services
• Send administrative messages and, where permitted, marketing communications you can opt out of at any time
• Understand how the Site is used and improve its performance and content
• Protect the security and integrity of our Site and systems
• Comply with legal obligations and enforce our agreements

04 Cookies & analytics

We use cookies and similar technologies to operate the Site, remember your preferences, and understand how visitors interact with our content. Cookies are small files stored on your device; you can control or disable them through your browser settings, though some features of the Site may not function properly without them.

We use analytical tools to collect statistics about site usage.

05 How we share information

We do not sell your personal information. We share information only in the following limited circumstances:

• Service providers. With vendors who perform services on our behalf — such as hosting, email delivery, analytics, and customer relationship management — under contracts that require them to protect your information.
• Legal and safety. When required by law, subpoena, or legal process, or to protect the rights, property, or safety of TKSoftware, our clients, or others.
• Business transfers. In connection with a merger, acquisition, financing, or sale of assets, in which case information may be transferred as part of that transaction.
• With your consent. When you direct us to share information or otherwise consent to its disclosure.

06 Protected Health Information & HIPAA

TKSoftware provides revenue cycle management software to healthcare organizations. In that role, we may act as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA) and may handle Protected Health Information (PHI) on behalf of our clients ("Covered Entities").

Our public Site is not intended for the submission of PHI. Please do not include health information, account numbers, or other sensitive personal data in website forms or general email correspondence.

07 Data security

We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. These measures include encryption in transit, access controls, and ongoing monitoring appropriate to the sensitivity of the data we handle.

No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security. You are responsible for keeping any account credentials confidential.

08 Data retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, to provide our services, to comply with legal, accounting, or regulatory obligations, and to resolve disputes. When information is no longer needed, we take reasonable steps to delete or de-identify it.

09 Your privacy rights

Depending on where you live, you may have rights regarding your personal information, including the right to access, correct, delete, or restrict the use of your information, and to opt out of marketing communications.

Residents of certain states — including California (under the CCPA/CPRA) and other states with comprehensive privacy laws — may have additional rights, such as the right to know what personal information we collect and the right not to be discriminated against for exercising these rights. To make a request, contact us using the details in Section 13. We will verify and respond to your request as required by applicable law.

You can unsubscribe from marketing emails at any time using the link in those messages.

10 Children's privacy

The Site is intended for a business audience and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

11 Third-party links

Our Site may contain links to third-party websites and services that we do not operate or control. This policy does not apply to those sites, and we are not responsible for their content or privacy practices. We encourage you to review the privacy policy of any site you visit.

12 Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do, we will revise the "Last updated" date at the top of this page. Material changes will be communicated through the Site or by other appropriate means. Your continued use of the Site after an update constitutes acceptance of the revised policy.