Privacy Policy & Terms of Service

IMPORTANT — READ THIS AGREEMENT CAREFULLY: Your use of the ortrax.com website and services (the "Services") is conditioned upon your acceptance of, and compliance with, these terms. As used herein, "you," "your," and "user" means the person, including the company or organization the person represents, that registers on this website, and "we," "our," "us," "OR TRAX" refers to OR TRAX, LLC.

1. Acceptance of Terms

OR TRAX makes available for your use on this web site (the "Site") information content (the "Information") and various services, including but not limited to the OR TRAX vendor registration portal, vendor proof of credentialing management dashboard, and vendor document repository (the "Services"), subject to the terms and conditions set forth in this document (the "Terms of Use"). By accessing this Site, you agree to the Terms of Use. OR TRAX shall have the right, in its sole discretion and with reasonable notice posted on the Site and/or sent to your email address provided in the Services, to revise, update, or otherwise modify the Terms of Use and Services, temporarily or permanently. Your continued use of the Services will constitute your acceptance of, and agreement to, such changes.

2. Services Provided

OR TRAX, indirectly through an unaffiliated Internet service provider and a mobile and/or web application, shall provide you with electronic access, through your computer or any other electronic device (collectively "Computer"), to the Information and Services provided on the Site. The subscription will auto renew annually unless you notify us in advance of your desire to not renew.

3. User Codes

As part of your registration process, you may be asked to select a user name ("Name") and/or password ("Password") (the Name and Password are hereafter referred to as "User Codes"). The User Codes are for your personal use only. You are responsible for maintaining the confidentiality of the User Codes, and you agree not to provide them to any third party. You are responsible for all statements made and acts or omissions that occur while your User Codes are being used except if caused by OR TRAX's negligence. You agree to notify OR TRAX immediately, by email to support@ortrax.com, in the event of loss or theft of your User Codes.

4. Privacy

4a. DATA RETENTION:
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We retain your personal data only for as long as necessary to provide our services, comply with our legal and contractual obligations, resolve disputes, enforce our agreements, and meet regulatory, audit, or operational requirements. Retention periods vary based on the type of data and the purpose for which it is processed.

Typical retention guidelines:
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• Account information (such as name, email, and phone number): Retained while your account remains active. Following account closure, this information is generally deleted or anonymized within a reasonable period, unless a longer retention period is necessary to fulfill our contractual commitments to healthcare facility partners, comply with applicable law, or address legitimate business or legal needs.
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• Clock-in/clock-out records and facility access logs: Retained for the period required to support healthcare facility operations, audits, compliance reviews, and applicable regulatory requirements. Retention is typically aligned with the requirements of the facility we serve and applicable law, and may extend for several years where appropriate.
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• Badge synchronization data: Retained for the duration of the active badge assignment and for a reasonable period thereafter, after which it is deleted or anonymized unless a longer retention period is required by contract, law, or legitimate business purpose.

When your account is deactivated or your engagement with a facility ends, we retain only the data reasonably necessary to meet our legal, regulatory, contractual, or legitimate business obligations. Data that is no longer required for these purposes is deleted or anonymized in accordance with our internal retention practices.

We may update these retention practices from time to time to reflect changes in our services, legal requirements, or contractual obligations.

4b. DATA DELETION:
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You have the right to request deletion of your personal data. To submit a deletion request, email us at support@ortrax.com with the subject line “Data Deletion Request” and include your full name and the email address associated with your account. We will process your request within 30 days and confirm deletion via email. Certain data may be retained as required by law or for legitimate business purposes, such as compliance records required by healthcare facilities. In such cases, we will inform you of the specific data retained and the reason for its retention.

5. Reservation of Rights and Ownership

The Services are licensed, not sold. OR TRAX reserves all rights not expressly granted to you in this Agreement. The Services are protected by copyright, trade secret and other intellectual property rights. OR TRAX owns all right, title and interest in and to the Services and all intellectual property rights therein.

6. Copyright and Trademark Notice

All content provided by OR TRAX on the Site is copyrighted material. OR TRAX and its logos are trademarks of OR TRAX, all rights reserved. You may not copy, reproduce, transmit, sell, display, distribute, publish, broadcast, circulate, modify, disseminate, or commercially exploit such marks without prior written consent.

7. Links

The Site contains links to other websites and sources of information that are not under the control of OR TRAX. OR TRAX makes no representations whatsoever about any Third Party Site. When you access a Third Party Site, you do so at your own risk.

8. Prohibited Communications

You are prohibited from posting or transmitting to or from this Site any unlawful, threatening, libelous, defamatory, obscene, pornographic or other material that would violate any law.

9. Warranties and Limitation of Liability

Except as expressly set forth in this agreement, all Information and Services on this Site are provided "as is" without any warranty of any kind and OR TRAX hereby expressly disclaims all express and implied warranties. OR TRAX's liability to you will not exceed one million dollars. This insurance coverage shall be maintained by OR TRAX during the period in which this Agreement is in effect with the user.

10. Your Representations and Warranties

You hereby represent and warrant that you are of the age of majority and that all Information provided by you during the registration process is, to your knowledge, true, correct, complete and accurate.

11. Confidentiality

Customers and other authorized users who access your Information through our Services shall agree to confidentiality and other terms and conditions of use in a separate written agreement.

12. Governing Law and Jurisdiction

All matters relating to your access to, or use of, this Site shall be governed by the laws of the State of Georgia, without regard to conflicts of laws principles thereof. You and OR TRAX submit to the exclusive personal jurisdiction and venue of the State Court of Pinellas County, Florida and the United States District Court for the Central Coast of Florida.

13. Termination

If you breach any of the material Terms of Use, your authorization to use this Site terminates upon notice. Either party may terminate this Agreement with thirty (30) days notice to the other.

14. Assignment

Both parties may assign the Terms of Use or any of its rights or obligations hereunder and agrees to give reasonable notice of such assignment.

15. Entire Agreement; Severability

The Terms of Use represent the complete and exclusive statement of the agreement and understanding between you and OR TRAX regarding your rights to access and use the Services and Information on the Site.

16. Waiver

OR TRAX's failure to insist at any time upon strict compliance with any provision of the Terms of Use shall at no time operate as a waiver of such power or right.

BY USING THE SITE OR THE SERVICES, YOU AGREE TO BE BOUND BY ALL OF THE TERMS AND CONDITIONS SET FORTH ABOVE.