Safety, Security & HIPAA Compliance

We believe that it should be easy to help children learn & thrive.

We know that you and your clients are concerned about the safety and security of your confidential data.  We take many steps to make sure that your data is safe and the way that we build and run our software is compliant with Federal and State regulations.

Building software that is easy to use and yet safe & secure is a challenge.  There are numerous trade-offs that have to be considered at every step.  You’ve seen these changes over the past few years and we will continue to find unique and innovative ways that help you serve your clients easier while knowing that the data you collect is safe and secure.

In most cases, you, as DataKeeper’s customer, are considered a Covered Entity under the HIPAA/HITECH Act.  If you need a Business Associate Agreement from DataKeeper to maintain your HIPAA/HITECH compliance, please contact us and we will provide you with that agreement.

DataKeeper conducts quarterly internal HIPAA/HITECH compliance audits and training.

DataKeeper conducts annual external HIPAA/HITECH compliance audits and training under a trained, experienced and certified Health Information Security & Privacy Practitioner.

Our most recent external HIPAA/HITECH audit was conducted in October 2015.  This audit found no issues with our Data Security, Administrative Safeguards, Physical Safeguards or Technical Safeguards.

We do not publish the details of our safety and security procedures as this is a security breach.  We are happy to discuss any of the details of DataKeeper/VisitTracker safety & security measures in a confidential phone call – please contact us if you have questions.

Privacy Notice Policy


      1.1.  Overview

This policy and applicable supporting procedures are designed to provide DataKeeper with a documented and formalized process for protecting individuals’ privacy. Respect for the privacy of personal and other information is fundamental to us. This privacy policy describes our collection of personal information from users of our Web site (“Website” or “Site”), our Platform, as well as all related applications, widgets, software, tools, and other services provided by us and on which a link to this Policy is displayed (collectively, together with the Website, our “Service”). This Policy also describes our use and disclosure of such information. By using our Service, you consent to the collection and use of personal information in accordance with this policy.

      1.2. Scope

This policy and supporting procedures cover the privacy of all data collected by DataKeeper in its interaction with individuals in its business operations. 


“Personal Information,” as used in this policy, is information that specifically identifies an individual, such as an individual’s name,   social security number, telephone number, or e-mail address. Personal information also includes information about an individual’s activities, such as information about his or her activity on the Site, and demographic information, such as date of birth, gender, address, geographic area, and preferences, when any of this information is linked to personal information that identifies that individual.

Personal information does not include “aggregate” or other non-personally identifiable information. Aggregate information is information that we collect about a group or category of products, services, or users that is not personally identifiable or from which individual identities are removed. We may use and disclose aggregate information, and other non-personally identifiable information, for various purposes.


      3.1.  Passive Information Collection

We use passively-collected information to administer, operate, and improve the Site and our other services and systems, and to provide services and content that are tailored to you. If we link or associate any information gathered through passive means with personal information, we treat the combined information as personal information under this policy. Otherwise, we use information collected by passive means in a non-personally identifiable form only.

       3.2.  Collection of Voluntarily Provided Information

We may collect personal information that our users provide to us in a variety of ways through our Service. For instance, when you request information about our services or otherwise communicate with us, we collect the personal information that is provided to us. We may collect personal information such as name, e-mail address, city, state, country, other demographic information.


We use personal information to provide services and information that you request; to enhance, improve, operate, and maintain the Site and Service, our programs, services, website, and other systems; to prevent fraudulent use of our Site and Service; to tailor your user experience; to maintain a record of our dealings with you, and for other administrative purposes.

We don’t use the personal information you provide to contact you regarding our products and services.


We will not disclose your personal information to third parties, other than as described in this policy. We limit the personal information provided to these service providers to that which is reasonably necessary for them to perform their functions.

We may also disclose personal information if we believe that doing so is legally required or is in our interest to protect our property or other legal rights (including, but not limited to, enforcement of our agreements), or the rights or property of others.

In addition, information about our users, including personal information, may be disclosed as part of any merger, acquisition, debt financing, sale of company assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which personal information could be transferred to third parties as one of our business assets.


If you receive commercial email from us, you may unsubscribe at any time by following the instructions contained within the email. You may also opt-out from receiving commercial email from us by sending us an email or by writing to us at the address given at the end of this policy.

7.   LINKS

For your convenience, the Site may contain links to other Web sites, products, or services that we do not own but we operate. If you choose to visit or use any third-party products or services, please be aware that this policy will not apply to your activities or any information you disclose while using third-party products or services or otherwise interacting with third parties.


Our Site and Service is hosted in the United States and is generally intended for United States visitors. If you visit from the European Union or other regions with laws governing data collection and use that may differ from U.S. law, please be aware that you are transferring personal information to the United States. The United States does not have the same data protection laws as the European Union and some other regions. By providing personal information to us, you consent to the transfer of it to the United States and the use of it in accordance with this policy.


 DataKeeper protects the Personal Information it collects with reasonable and appropriate physical, electronic, and procedural safeguards. We use reasonable security measures that are designed to protect personal information from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. Please note, however, that no data security measures can be guaranteed to be completely effective. Consequently, we cannot ensure or warrant the security of any personal information or other information. You transmit information to us at your own risk.


We may occasionally update this Policy. When we do, we will also revise the “last updated” date at the beginning of the policy. Your continued use of this Service after such changes will be subject to the then-current policy. We encourage you to periodically review this policy to stay informed about how we collect, use, and disclose personal information.

11.        CONTACTING US

If you have any questions, comments, or concerns about this privacy policy or your personal information, please contact us at the email. If you have a complaint that we have breached these privacy principles and attempted in good faith to resolve the complaint through our customer service process, but the complaint was not resolved by us within a reasonable amount of time, then you may enforce these privacy principles against us.


      12.1.  Ownership and Review

The Policy Owner owns this Policy and is responsible for reviewing the Policy for updates annually, or following major changes to DataKeeper’s compliance environment. The Policy Approver retains approving authority over this Policy. 

      12.2.  Monitoring and Enforcement

DataKeeper periodically monitors adherence to this Policy to help ensure compliance with applicable laws, requirements, and contractual agreements that apply to Client & Consumer Data. DataKeeper may also establish enforcement mechanisms, including disciplinary actions, to help ensure compliance with this Policy.