Privacy Policy.

Last updated: July 7, 2026

HospiNotes is a service of WaySel ("WaySel," "we," "us"). This policy explains what information we collect through our website and services, how we use it, and the choices you have. It also describes how we treat protected health information (PHI) that we handle as a business associate of the hospice agencies who are our clients.

1. The two kinds of information we handle

We draw a firm line between the two, because they are governed differently:

• Website & business information: what you submit through this site (a contact form, a consultation request) and standard technical data your browser sends. This policy governs it directly.
• Protected health information (PHI): patient and chart data we process while delivering documentation, compliance, billing, EHR, CRM, telecom or AI services to a client agency. We handle PHI only under a signed Business Associate Agreement (BAA) and the client agency's instructions, in line with HIPAA. The agency, not HospiNotes, is the covered entity and controls that data.

2. Information we collect through this site

• Information you give us: name, role, agency, email, phone and any message you send through our forms or by email.
• Automatically collected: IP address, browser and device type, pages viewed and referring links, gathered through standard logs and privacy respecting analytics.
• Cookies: small files used to keep the site working and to understand aggregate usage. See our accessibility statement and the "Cookies" section below.

3. How we use website information

• To respond to consultation requests and questions you send us.
• To operate, secure and improve the website.
• To send information you request, and, only where permitted, occasional updates you can opt out of at any time.

We do not sell your personal information, and we do not use client PHI for marketing or to train models.

4. Protected health information

When we act as a business associate, our handling of PHI is governed by the BAA with the client agency and by HIPAA's Privacy and Security Rules. In that role we:

• Access PHI only as needed to perform the contracted service, under role based permissions.
• Apply administrative, physical and technical safeguards, including encryption in transit and at rest and audit logging of access.
• Do not disclose PHI except as the BAA and law permit, and never use it to train AI models or for our own marketing.
• Support the agency's obligations, including breach notification, within the timelines the BAA requires.

If you are a patient or family member with a question about your records, please contact your hospice agency directly, they are the custodian of your health record.

5. How we share information

We share information only with service providers who help us operate (for example, hosting and email), each bound by contract to protect it; when required by law; and, for PHI, strictly as the governing BAA allows. We do not sell data.

6. Data retention

We keep website information only as long as needed for the purposes above or as the law requires. PHI is retained and returned or destroyed according to the terms of the applicable BAA.

7. Security

We maintain safeguards designed to protect information against unauthorized access, alteration and loss. No method of transmission or storage is perfectly secure, but security is central to how we build. Read more on our Security page.

8. Your choices & rights

You may ask us to access, correct or delete the website information you have provided, and you can opt out of non essential communications at any time. Requests about PHI are directed to the client agency as covered entity; we assist them as their business associate.

9. Cookies

We use essential cookies to run the site and analytics cookies to understand aggregate usage. You can control cookies through your browser settings; disabling some may affect how the site works.

10. Children

Our website is intended for hospice professionals and business audiences and is not directed to children under 13. We do not knowingly collect their information through this site.

11. Changes to this policy

We may update this policy as our services or the law evolve. Material changes will be reflected by the "Last updated" date above.

12. Contact us

Questions about this policy or our privacy practices? Email info@hospinotes.com or reach us through our contact page.