Effective Date: 5/01/2012
Last Updated Date: 5/10/2012

This Privacy Policy is incorporated by reference into the ChartSwap Terms and Conditions.  The term “ChartSwap,” “we,” and “us” includes ChartSwap and our affiliates.  The Privacy Policy explains how ChartSwap may:

  • collect,
  • use, and
  • disclose

information it obtains through the “Website.”

The “Website” is defined as Chartswap.com.

Policy Scope.  This Privacy Policy covers how ChartSwap treats personal information (“Personal Information”) and other information that ChartSwap collects through the Website.

Personal Information Defined.  ChartSwap considers “Personal Information” to include information that alone or when in combination with other information may be used to readily identify, contact, or locate you, such as: name, address, email address, or phone number.  ChartSwap does not consider Personal Information to include information that has been anonymized so that it does not allow a third party to easily identify a specific individual.

Information contained in health records and other charts is not considered “Personal Information” under this policy.  Such information is called “Protected Health Information.”

Protected Health Information Defined.  In addition to information that ChartSwap collects in connection with the provision of our services to its customers, ChartSwap is service that enables providers and requestors to safely and securely exchange protected health information in an authenticated, permission-based manner consistent with regulatory obligations.  The information that is requested and made available is generally regarded as “Protected Health Information” under the Health Insurance Portability and Accountability Act (“HIPAA”) and ChartSwap safeguards this information consistent with the privacy and security requirements of HIPAA.

Protected Health Information is only processed and retained by ChartSwap as necessary for us to provide our services.


Personal Information Collection.  We may collect Personal Information you provide using the forms on the Website and through your communications with our customer-support team.

Cookies, Automatic Data Collection, and Related Technologies.  The Website collects and stores information that is generated automatically as you use it, including anonymous usage statistics.

When you visit the Website, we and our third-party service providers receive and record information on our server logs from your browser, including your IP address, and from cookies and similar technology.  Cookies are small text files placed in visitors’ computer browsers to store their preferences.  Most browsers allow you to block and delete cookies.  However, if you do that, the Website may not work properly.

By using the Website, you are authorizing ChartSwap to gather, parse, and retain data related to the provision of the Website.


Internal and Service-Related Usage.  ChartSwap uses Protected Health Information for internal and service-related purposes only and may provide it to vendors and service providers or others acting on our behalf but subject to appropriate usage restrictions.

Marketing.  ChartSwap does not rent, sell, or share Personal Information about you with other people or nonaffiliated companies for their direct marketing purposes, unless we have your permission.  Protected Health Information is not used except or unless to provide the ChartSwap service and always subject to the restrictions of applicable law.

Improve Service.  We may retain any Personal Information you provide to:

  • Provide customer support;
  • Track the types of questions we receive;
  • Analyze trends; and
  • Otherwise enhance the Website.

Communications.  We may send email to the email address you provide to us for informational and operational purposes, such as to respond to your inquiries.


We Use Vendors and Service Providers.  ChartSwap may share any information it receives with vendors and service providers retained in connection with the provision of the Website.

As Required By Law and Similar Disclosures.  We may access, preserve, and disclose your Personal Information, other account information, and content if we believe doing so is required by law or if those actions are reasonably necessary to:

  • comply with legal process, such as a court order or subpoena;
  • enforce this Privacy Policy or ChartSwap’s Terms of Conditions;
  • respond to claims that any content violates the rights of third parties;
  • respond to your requests for customer service;
  • respond to law enforcement;
  • investigate and prevent unauthorized transactions or other illegal activities; or
  • protect our or others’ rights, property, or personal safety.

Merger, Sale, or Other Asset Transfers.  If ChartSwap is involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, information we possess may be sold or transferred as part of that transaction.  ChartSwap cannot guarantee that any entity receiving such information in connection with one of these transactions will comply with all terms of this Privacy Policy.

ChartSwap may also disclose your Personal Information with your permission.


We take steps to ensure that your information is treated securely and in accordance with this Privacy Policy.  Unfortunately, ChartSwap cannot ensure or warrant the security of any information you transmit through the Website, and you do so at your own risk.


If you would like to update or correct any information that you have provided to ChartSwap through your use of the Website or otherwise, or you have suggestions for improving this Privacy Policy, please send an email to [email protected]
Contact Info
ChartSwap, LLC
2951 Marina Bay Drive, Suite 130-132
League City, TX 77573

[email protected]