Privacy Policy

Website Privacy Statement (Notice of Privacy)

This Website Privacy Statement ("Privacy Statement"), part of our Terms of Use, describes how CloseKnit collects, uses, discloses, and otherwise processes personal information when you use our services (collectively, the “Services”), including when you:

• Visit or interact with our websites and other digital platforms we own or operate that link to this Privacy Statement
• Download or use our application(s), such as our mobile application, our social media pages, or any other application of ours that links to this Privacy Statement
• Communicate with us or engage with us in other related ways, including for support, administrative, sales, or event-related purposes

This Privacy Statement explains your privacy rights and choices. If you do not agree with this Privacy Statement, please do not use our Services. If you have questions or concerns, contact us at privacy@closeknit.com.

KEY PRIVACY POINTS (SUMMARY)
This summary highlights key points of this Privacy Policy. Please read the full policy below for complete details.

• What we collect: information you provide (such as contact details, account and employment-related information) and information collected automatically (such as device and usage data). We may also collect health-related information in certain contexts.
• How we use it: to provide and administer our Services, communicate with you, maintain security, prevent fraud, and comply with legal obligations.
• How we share it: with service providers and other parties in specific situations (such as business transfers), as described below. We do not disclose personal information to third parties for their own promotional purposes. SMS consent and phone numbers are not shared with third parties/affiliates.
• Your choices: you may have rights to access, correct, or delete certain personal information, and to opt out of certain communications, depending on your location.
• Contact: privacy@closeknit.com.

1. WHAT INFORMATION DO WE COLLECT?

We collect personal information that you voluntarily provide to us when you register on our Services, request information from us, participate in activities on our Services, or otherwise contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• Identifiers (e.g., name, contact information including email address and phone number, username, password, online and device IDs);
• SMS/text messaging information (e.g., SMS consent status and related records, and message content and delivery logs, where applicable);
• Employment-related information;
• Demographic information (e.g., date of birth and gender);
• Geographic information;
• Other information (such as billing information and religious affiliation); and
• Inferences regarding preferences or other characteristics.

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information to include personal and/or health information (e.g., personal or family medical history and insurance information, insurance provider, and type of insurance).

Protected Health Information. We may collect Protected Health Information (PHI) when you schedule appointments, access the Company portal, pay bills online, or receive medical care. PHI is handled according to our Notice of Privacy Practices. If we ever combine your personal or usage data with PHI, we will treat all that information as PHI going forward. If you have questions about how we manage your PHI, please refer to the CloseKnit Notice of Patient Privacy or contact us at privacy@closeknit.com.

Information automatically collected. We automatically collect certain information when you visit, use, or navigate our Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes. Like many businesses, we also collect information through cookies and similar technologies. The information we collect includes:

• Log and Usage Data.
  Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).

• Device Data.
  We collect device data such as information about your computer, phone, tablet, or other device you use to access our Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, internet service provider and/or mobile carrier, operating system, and system configuration information.

• Location Data. We may collect general location information (for example, approximate location derived from your IP address). We will only collect precise location information from your device (such as GPS) if you enable location services and grant the app or browser permission. You can control location collection through your device settings. If you disable location access, certain features may not work as intended.

Information from other sources. We may obtain information about you from other sources, such as public databases, referrals from friends and family, social media platforms (depending on your settings), and service providers. This information may include contact details and other information relevant to your inquiry or use of our Services. We use such information to administer our Services, respond to requests, improve our records, and for security and compliance purposes.

2. HOW DO WE PROCESS YOUR INFORMATION?

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

Information you provide to us. We collect personal information that you choose to provide when you interact with our Services or contact us, including in the following contexts:

• Account and profile information (e.g., name, contact information, username, password, and details you add to your profile)
• Communications and support (e.g., emails, chat sessions, support requests, and the information you include in those communications)
• Events, surveys, and feedback (e.g., event registrations and survey responses)
• Employment applications (e.g., information you submit when applying for a role)
• Health-related interactions (where applicable) (e.g., questionnaires, consultations, appointment requests, and insurance verification information)

Information collected automatically. We collect certain information automatically when you use our Services, such as device and usage data, to operate the Services, maintain security, and understand performance. Some of this collection may involve cookies and similar technologies.

For more information about how we collect and use information, see Sections 1 and 2. For more information about cookies and similar technologies, see Section 6. For information about your choices and rights, see Section 11. California residents should also review Section 12.

Cookies (summary). We use cookies and similar technologies to operate our Services, maintain security, and understand usage. You can control cookies through your browser settings; however, disabling cookies may affect functionality.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We may share information on specific situations described in this section and/or with the following categories of third parties.

CloseKnit does not offer public posting or community forum features in the Services.

Vendors, Consultants, and Other Third-Party Service Providers. We may share personal information with third-party vendors, service providers, contractors, or agents (“service providers”) who perform services for us or on our behalf and require access to such information to do that work (for example, hosting, security, analytics, communications, and customer support). We maintain contractual and organizational safeguards designed to protect personal information and limit use to providing services to us. For clarity, SMS consent and phone numbers collected for SMS purposes are not shared with third parties/affiliates.

• Service providers that help us operate the Services (e.g., hosting, security, communications, analytics, and customer support)
• Payment and financial processing providers (where applicable)
• Professional advisers (e.g., auditors, insurers, and legal advisers) as needed to run our business and comply with law
• Government, regulatory, and law enforcement authorities when required or permitted by law

We also may need to share your personal information in the following situations:

• Business Transfers.
  We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

• Business Partners.
  We may share information with partners only where necessary to provide a service you request, support a joint offering, or administer the Services. We do not disclose personal information to partners for their independent promotional use.

• Third-party features.
  Our Services may include third-party features or integrations. If you choose to use them, the third party may receive information as needed to provide the feature. Their processing is governed by their own policies.

SMS/TEXT MESSAGING PRIVACY & DISCLOSURES

If you provide a phone number to us or otherwise opt in to receive text messages (SMS) from CloseKnit, we may collect and process: (a) your phone number; (b) your SMS consent status and the date/time and manner of your consent; and (c) the content of messages sent and received, including related delivery and support logs. We use this information to send and administer text messages, provide service and administrative communications, and for security, fraud prevention, recordkeeping, and compliance purposes.

No sharing of SMS consent or phone numbers. SMS consent and phone numbers collected for SMS purposes will not be shared with third parties/affiliates.

SMS disclosures: If you consent to receive SMS from CloseKnit, you agree to receive administrative and service-related messages (including IT/operations notifications and account-related updates) from us. Reply STOP to opt out; Reply HELP for support; Message & data rates may apply; Messaging frequency may vary. Visit https://www.closeknit.com/notice-of-privacy to see our privacy policy and terms and conditions.

Internal use note: This SMS capability is intended for internal organizational communications. CloseKnit does not use this SMS program to send marketing text messages to external consumers.

5. WHAT IS OUR STANCE ON THIRD-PARTY WEBSITES?

Our Services may link to third-party websites, online services, or mobile applications and/or contain content from third parties that are not affiliated with us, and which may link to other websites, services, or applications. Accordingly, we do not make any guarantee regarding any such third parties, and we will not be liable for any loss or damage caused by the use of such third-party websites, services, or applications. The inclusion of a link to a third-party website, service, or application does not imply an endorsement by us. We cannot guarantee the safety and privacy of data you provide to any third parties. Any data collected by third parties is not covered by this Website Privacy Statement. We are not responsible for the content or privacy and security practices and policies of any third parties, including other websites, services, or applications that may be linked to or from our Services. You should review the policies of such third parties and contact them directly to respond to your questions.

6. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

7. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

Our Services are intended for individuals located in the United States. If you access the Services from outside of the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other jurisdictions where we or our service providers operate. We take steps designed to protect your information in connection with such transfers, consistent with applicable law.

8. HOW LONG DO WE KEEP YOUR INFORMATION?

We keep your information for as long as necessary to fulfill the purposes outlined in this Website Privacy Statement unless otherwise required by law. We will only keep your personal information for as long as it is necessary for the purposes set out in this Website Privacy Statement, unless a longer retention period is required or permitted by law (For example, for tax, accounting, or other legal requirements).

9. HOW DO WE KEEP YOUR INFORMATION SAFE?

The security of personal information is important to us. We use reasonable safeguards aimed to protect against unauthorized use, disclosure, alteration, or destruction of the personal information we collect and maintain. You should keep in mind, however, that no data transmitted over the internet is 100% secure and any information disclosed online can potentially be collected and used by parties other than the intended recipient. As a result, while we strive to protect your information, we cannot guarantee or warrant the security of any information you transmit to or from our Services. If you are concerned about providing sensitive information, you may wish to do so via phone, regular mail or during a personal consultation, rather than electronically.

10. DO WE COLLECT INFORMATION FROM MINORS?

We do not knowingly solicit data from our market to children under 18 years of age. By using our Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us by email at privacy@closeknit.com.

11. WHAT ARE YOUR RIGHTS?

Your preferences about how we use your information are important to us and, when possible, we aim to honor them. We offer the following rights that you can exercise with regard to your Personal Information.

Access and modify your Personal Information. You may contact us using the information below to request access to or modification of the Personal Information we maintain about you.

Manage communications. You may contact us using the information below to manage non-essential communications, where applicable. Administrative or service-related communications may continue as needed (for example, security notices or account-related messages). For SMS messages, you can opt out at any time by replying STOP.

Managing Cookies and Other Data Collection Technologies. You can control cookies and similar technologies through your browser settings and, where available, through device-level settings. Disabling cookies may affect certain features or functionality.

12. FOR CALIFORNIA RESIDENTS ONLY - WHAT ARE YOUR PRIVACY RIGHTS?

The California Consumer Privacy Act (CCPA), effective January 1, 2020, provides California residents with certain rights and requires additional disclosures about how businesses collect, use, and disclose personal information. California’s “Shine the Light” law also permits California residents to request certain information about a business’s disclosure of personal information to third parties for those third parties’ direct marketing. As a matter of practice, CloseKnit does not disclose personal information to third parties for those third parties’ direct marketing or other independent promotional purposes. If you are a California resident, you may submit a Shine the Light request (if applicable) once per calendar year by emailing privacy@closeknit.com with the subject line “California Shine the Light Request.” We will respond within the timeframes required by applicable law.

The California Consumer Privacy Act provides California residents with the following privacy rights:

1. As a California resident, you have a right to request us to disclose to you, no more than twice in a 12-month period, the personal information about you that we collect, use, disclose, and sell during the preceding 12 months. Such disclosure includes:
   • The categories of personal information that we have collected about you and, as applicable, the categories of personal information we have disclosed for business purposes to service providers and other parties;
   • The sources from which we collected such information;
   • The categories of third parties to whom we disclosed personal information for business purposes;
   • The business or commercial purpose for collecting and disclosing that personal information; and
   • The specific pieces of personal information we have collected about you.
2. As a California resident, you have the right to request the deletion of personal information that we have collected from you. We have the right, however, to deny your deletion request when the information is necessary for us or a service provider to do any of the following:
   • Complete your transaction;
   • Provide you a good or service;
   • Perform a contract between us and you;
   • Protect your security and prosecute those responsible for breaching it;
   • Fix our system in the case of a bug;
   • Engage in public or peer-reviewed scientific, historical, or statistical research in the public interests that adheres to all other applicable ethics and privacy laws;
   • Comply with a legal obligation; or
   • Make other internal and lawful uses of the information that are compatible with the context in which you provided it.
3. The right to opt out of sales. As a California resident, you have the right to direct us not to sell your personal information. CloseKnit does not sell your personal information. We may share information with service providers and other parties for business purposes as described in Section 4 (for example, to operate, secure, and support the Services). We may also use and share aggregated or de-identified information where permitted by law.

13. INFORMATION ON CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Website Privacy Statement.

14. DO WE MAKE UPDATES TO THIS WEBSITE PRIVACY STATEMENT?

Yes, we will update this Website Privacy Statement as necessary to stay compliant with relevant laws. We may periodically update this Website Privacy Statement, and the revised version will be indicated by an “Updated” date and it will be published and effective as soon as it is accessible. If we make material changes to this Website Privacy Statement, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Website Privacy Statement frequently to be informed of how we are protecting your information.

15. HOW CAN YOU CONTACT US ABOUT THIS WEBSITE PRIVACY STATEMENT?

If you have any questions, requests in connection with this Website Privacy Statement, and/or any other privacy-related matters, please contact us send a written notice and/or email to: privacy@closeknit.com