Privacy Policy

Who we are

This Privacy Policy explains how webMEDIX LLC (“webMEDIX,” “we,” “us”) collects, uses, and shares information when you use EMSOps, including the website at emsops.net, the EMSOps application at emsops.app, and our text message notifications (together, the “Service”).

EMSOps is provided to EMS agencies (“Agencies”), which invite their personnel, members, and volunteers (“Users”) to use it. Much of the information in EMSOps is entered by or on behalf of your Agency, and your Agency controls how it is used within its account. If you have questions about your Agency’s use of your information, you can contact your Agency directly or contact us.

Information we collect

Information you or your Agency provide

• Account details such as your name, email address, mobile phone number, role, and login credentials.
• Workforce details such as certifications, license numbers and expiration dates, continuing education, availability, shift assignments, time clock punches, timecards, and training or event attendance.
• Hiring details such as applications and supporting documents, if your Agency uses EMSOps for hiring.
• Operational records such as controlled substance transactions and witness entries, inventory and asset movements, vehicle checks, defects, maintenance, forms, and audit history, including which User performed each action.
• Agency details such as organization name, address, billing contacts, and configuration settings.
• Messages and support requests you send us, and details you submit through our website, such as a walkthrough request.

Information collected automatically

• Log and device data such as IP address, browser type, pages viewed, and timestamps.
• Cookies and similar technologies needed to keep you signed in and keep the Service secure. We do not use advertising cookies.

Information from third parties

• Payment status and limited transaction details from payment processors used by your Agency. We do not store full payment card numbers.
• Data from payroll, scheduling, or other integrations your Agency chooses to connect.

How we use information

• To provide, operate, and maintain the Service, including schedules, shift assignments, calendars, and events.
• To send you service notifications by email, text message, or in-app alert, such as shift reminders, schedule changes, open-shift availability, and account alerts.
• To process payments and send payroll or scheduling data to integrations your Agency enables.
• To provide support, respond to requests, and communicate about your account.
• To secure the Service, prevent fraud and abuse, and troubleshoot problems.
• To improve the Service using aggregated or de-identified information.
• To comply with legal obligations and enforce our Terms and Conditions.

Text messaging (SMS and RCS)

If you provide a mobile phone number and opt in, EMSOps will send you text messages related to your Agency account, such as shift reminders, schedule changes, open-shift notices, event reminders, and account alerts. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. See the messaging section of our Terms and Conditions for full program details.

We use your mobile number only to deliver the messages you opted in to receive and to maintain a record of your consent and opt-out requests.

How we share information

We do not sell your personal information. We share information only as described here:

• With your Agency. Administrators and authorized personnel of your Agency can see information in your Agency’s account, including your profile, schedule, and records.
• With service providers. We use vendors who process information on our behalf to host the Service, store data, send email and text messages, process payments, and provide support. They may use information only to perform services for us.
• With integrations your Agency enables. If your Agency connects a payroll, scheduling, or payment service, we send that service the data needed for the integration to work. That service’s own privacy policy governs its use of the data.
• For legal reasons. When we believe disclosure is required by law, subpoena, or court order, or is necessary to protect the rights, property, or safety of webMEDIX, our users, or others.
• In a business transfer. If webMEDIX is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this Policy.

Calendar feeds

EMSOps can provide a private calendar subscription link so your shifts and Agency events appear in apps like Google Calendar, Outlook, or Apple Calendar. Anyone who has this link can view the calendar it contains, so treat it like a password and do not share it. If you think your link has been exposed, contact your Agency administrator or us.

Patient information

EMSOps is an operations platform, not an electronic patient care record. Some records, such as controlled substance administration or waste entries, may reference a patient encounter by an incident or run number. Agencies should enter only the minimum patient-related information needed for their operational records and should keep clinical documentation in their patient care reporting system.

Data retention

We keep information for as long as your Agency’s account is active and as needed to provide the Service. After an account closes, we delete or de-identify information within a reasonable period unless we need to keep it to meet legal, tax, or accounting obligations, resolve disputes, or enforce our agreements. Records of text message consent and opt-outs are kept as required by messaging regulations.

Security

We use administrative, technical, and physical safeguards designed to protect information, including encryption in transit, access controls, and restricted access to production systems. No system is completely secure, and we cannot guarantee absolute security.

Your choices and rights

• Account information. You can review and update much of your profile in EMSOps. Some information is managed by your Agency.
• Text messages. Reply STOP to any message, or turn off text notifications in your notification settings.
• Email. Service emails are part of using EMSOps. You can adjust optional notifications in your settings.
• Access, correction, and deletion. You can ask us to access, correct, or delete your personal information. Where your Agency controls the information, we may refer your request to your Agency. We will not discriminate against you for exercising these rights.

Depending on where you live, you may have additional rights under state privacy laws. To make a request, contact us using the details below. We may need to verify your identity before acting on a request.

Children

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us and we will delete it.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will change the effective date at the top of this page, and if the changes are material we will notify Agencies or Users by email or in the Service.

Contact us

Company

webMEDIX LLC

Email

privacy@emsops.net

Mail

611 Avenue L
Matamoras, PA 18336