Welltrack Connect Privacy Policy

Last updated: October 18, 2022

Protocall Services, Inc., and its related companies (together, “we” or the “Company”) take your privacy seriously. We only ask you to provide information that we need in order to deliver the service or information you have requested. This privacy policy (the “Privacy Policy”) describes our practices regarding how we collect, use, and disclose your information collected through our website and email messages (collectively the “Services”). When you use any of these Services, you agree to the terms in this Privacy Policy. If you have any questions about this Privacy Policy, please contact us at connect@welltrack.com.

1. Information we collect

Some of the Services require us to learn more about you so that we can best meet your needs.

2. Information We Collect Directly From You:

When you access the Services, we may ask you to voluntarily provide us certain information.

For [Student/Patient Users]: We collect information to create your account and identify services, including:

  1. Contact data (such as your e-mail address and phone number);
  2. demographic data (such as your gender, your date of birth and your zip code);
  3. insurance carrier information;
  4. notifications to your school counseling center;
  5. other identifying information that you voluntarily choose to provide to us, including without limitation unique identifiers such as passwords, and information in emails, letters, or other communications that you send to us.

For university and other professional users: We collect information that will be used to create your profile in the directory, such as name, address, email address, as well as such professional information as your qualifications, photographs you may upload, certifications, the demographic region in which you practice, and your fields of specialty. We collect additional information for our records that may not be displayed as part of your directory profile, but is necessary to check the information you provide.

We collect this information when you use the website to perform certain tasks, such as:

  1. When you send an email to us (such as your name and e-mail address)
  2. When you send an email to a professional listed in one of the professional directories (such as your name and email address)
  3. When you register to be listed in our directories
  4. When you open an email communication from us in your email program, we may use a software technology called “web beacons”.

3. Information We Collect Automatically:

We also automatically collect certain data when you use the Services, such as:

  1. IP address;
  2. domain server;
  3. type of device(s) used to access the Services;
  4. web browser(s) used to access the Services;
  5. referring webpage or other source through which you accessed the Services;
  6. geolocation information, with your consent in order to help identify professionals in your area;
  7. other statistics and information associated with the interaction between your browser or device and the Services (collectively “Traffic Data”).
We may combine this information with other information that we have collected about you, including, where applicable, your name and other personal information.

4. How we Use and Disclose this Information

The Service uses information we collect in the following ways:

  1. To provide our services to you, to communicate with you about your use of our services, to respond to your inquiries, and for other customer service purposes.
  2. To tailor the content and information that we may send or display to you, to offer location customization, and personalized help and instructions, and to otherwise personalize your experiences while using the Services.
  3. To better understand how users access and use our Services, both on an aggregated and individualized basis, in order to improve our Services, respond to user desires and preferences, and for other research and analytical purposes.
  4. For marketing and promotional purposes in accordance with applicable law. For example, we may use your information, such as your email address, to send you news and newsletters, special offers, and promotions, or to otherwise contact you about products or information we think may interest you. We also may use the information that we learn about you to assist us in advertising our services on third party websites.
  5. We share information with third parties only when needed to deliver to you products or services that you request. Including, but not limited to, for students voluntarily choosing to update their school counseling center, Welltrack Connect with your consent can disclose your treatment status to your school counseling center. This information will be shared with the account manager of your school counseling center. Once this information is disclosed to your school counseling center The Service is not responsible for how the school counseling center maintains this information. For professionals wishing to list their services may have the information provided used to check with state licensing boards, information shared with our service providers who perform operational services, and/or who make certain services, features or functionality available to our users on our behalf.
  6. We may occasionally contact you to gather customer service information to help us determine how we can improve our services and products to better meet your needs or to conduct surveys or questionnaires. We may de-identify this data to be used for research, service and product development.
  7. We may release your personal information to third parties as required by law, when we believe disclosure is necessary to comply with a legal or regulatory requirements, judicial proceedings, court order or legal process served on us, to protect the safety, rights or property of patients, customers, the public, or the Company or defend the Company and its officers, directors, employees, attorneys, agents, contractors and partners, in connection with any legal action, claim, or dispute.
  8. We may transfer your information to another company in connection with a merger, sale, acquisition or other change of ownership or control by or of the Company (whether in whole or in part).

5. Our Use of Cookies and Other Tracking Mechanisms

We and our third party service providers use cookies and other tracking mechanisms to track information about your use of our Services. We may combine this information with other information we collect from you (and our third party service providers may do so on our behalf).

We use “cookies", which are bits of data saved to your browser, to create a personalized Web experience for our users. Cookies are alphanumeric identifiers that we transfer to your computer’s hard drive through your web browser for record-keeping purposes. Some cookies allow us to make it easier for you to navigate our Site, while others are used to enable a faster log-in process or to allow us to track your activities at our Site. Most web browsers automatically accept cookies, but if you prefer, you can edit your browser options to block them in the future. The Help portion of the toolbar on most browsers will tell you how to prevent your computer from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether. If you don't have your browser set to accept cookies, certain areas of the website may not function properly.

Web beacons are tiny graphics with a unique identifier, similar in function to cookies. In contrast to cookies, which are stored on your computer’s hard drive, web beacons are embedded invisibly on web pages. We may use web beacons (a.k.a. clear GIFs, web bugs or pixel tags), in connection with our Services to, among other things, track the activities of visitors, help us manage content, and compile statistics about how the Services are used. We and our third party service providers use web beacons that let us know which emails have been opened by the recipients, and allows us to analyze how many people are using the Services. This allows us to know how well customers respond to certain communications and the effectiveness of our marketing.

We maintain logs of site usage for purposes such as to evaluate our users' interest level in areas of the website, which and how many pages they look at, how long they stay on the website, and what Web browsers are used. This data is tracked in aggregate form, not at an individual user level, and is not uniquely identifying. The aggregate level data may be shared with third parties and the public.

We also use automated devices and applications to evaluate usage of our Services. We also may use other analytic means to evaluate our Services. We use these tools to help us improve our services, performance and user experiences. These entities may use cookies and other tracking technologies to perform their services.

6. Do-Not-Track

Currently, our systems do not recognize browser “do-not-track” requests. You may, however, disable certain tracking as discussed in this section (e.g., by disabling cookies).

7. Children’s Privacy

The Services are not intended for use by children and children are prohibited from using the Services. The Service does not knowingly collect any information from children, nor are the Services directed to children. If we discover that a child under 13 has provided us with personal information, we will delete such information from our systems.

If you are between age thirteen (13) and seventeen (17), you may use the Services only with the consent of or under the supervision of your parent or legal guardian.

8. Public Information

For university and other professional users, the materials you post on the website including directory and profile information are made available to be seen and read by other users of the website. No such materials are treated confidentially. We will remove your materials from the website at your request, but we cannot give any assurances that such materials are not still available from servers maintained by others (such as search engines or proxy servers) or that others have not already downloaded and stored such materials. What you have written may be seen and/or collected by third parties and may be used by others in ways we are unable to control or predict.

9. Information Security and Storage

The security of your information is important to us. We have implemented reasonable security measures to protect the information submitted to us, both during transmission and in storage. The Service may use third party vendors and hosting partners to provide the necessary hardware, software, networking, storage and related technology required to operate the services.

Despite our efforts, we cannot guarantee the security of your information, nor can we guarantee that information that you provide will not be intercepted. It is important for you to protect against unauthorized access to your password and to your computer or device. It is your responsibility to sign off when you finish using a shared computer or device.

10. Updating Your Information and Closing Your Account

If you are a registered user of the Services, you can modify certain account information by logging in and accessing your account. If you wish to close your account please e-mail us at connect@welltrack.com. Please note, however, that The Service reserves the right to retain information from closed accounts, including to comply with law, prevent fraud, resolve disputes, and enforce the Privacy Policy and take other actions permitted by law. You must promptly notify us if any of your account data is lost, stolen or used without permission.

11. Other Websites

The Services contain links to or embedded content from third party websites. A link to or embedded content from a third party website does not mean that we endorse that website, the quality or accuracy of information presented on that website or the persons or entities associated with that website. When you click on links that take you to third party websites, the third party may collect information about you at their Website. The third party may have its’ own privacy policies that differ from ours. We encourage you to read the posted privacy statement whenever interacting with any website you visit.

12. Changes

We reserve the right to modify the terms of this Privacy Policy at any time and in our sole discretion, without notice. When this Privacy Policy is changed, modified, and/or amended, the revised Privacy Policy will be posted on our website. Modifications will be effective immediately. You should visit this webpage periodically to review this Privacy Policy. You accept any such modifications to this privacy policy by continued use of our Services after such modifications are made.

13. Contact Us

If you would like to update your personal information, delete your account, change your preferences or have any questions or concerns about your privacy you may contact us at connect@welltrack.com. Please note that some information may remain in our records after deletion of your account, including any information or records we are legally obligated to retain.