Privacy Policy

1. Who we are

Emergent Health Technologies LLC, an Arizona limited liability company (“ERSched,” “we,” “us,” or “our”), provides the ERSched website, workforce scheduling software, onboarding, and support services. This Privacy Policy explains how we collect, use, disclose, and retain personal information in connection with those services. Contact us at support@ersched.com.

2. Organizational accounts

ERSched is provided to organizations. Your organization decides which people use its account and what workforce information it submits. We process that information on its behalf, and process certain information for our own account administration, security, billing, and legal purposes. Your organization is responsible for the notices and permissions needed to submit information about its personnel.

Organization administrators and other authorized users can access information according to their roles and permissions. Your organization’s own privacy and employment practices are separate from this Policy. For requests concerning information your organization controls, contact its administrator or contact us for assistance.

3. Information we collect

Account and contact information: names, email addresses, phone numbers, organization names, account roles, and optional mailing addresses.

Workforce and scheduling information: professional designations, work locations, start dates, availability, scheduling preferences, time-off requests, assignments, schedules, staffing and contract parameters, compensation information if provided, and administrative notes.

Submitted content: rosters, documents, images, free text, information extracted from submissions, support correspondence, onboarding materials, feature requests, and attachments.

Billing information: billing contacts, subscription and payment status, transaction references, and limited payment-method information. Our payment processor collects full payment details through its designated payment forms. Do not send full card numbers or financial credentials in ordinary forms or email.

Technical information: IP addresses, browser and device information, access and service activity, and diagnostic and security logs. Error logs can include portions of submitted content.

We receive information from you, your organization, authorized users, and service providers involved in delivering the services. The services are not intended to collect patient information.

4. How we use information

We use information to provide and administer the services; create accounts; import and organize workforce information; generate and manage schedules; provide onboarding and support; send operational messages; process payments; detect misuse and protect accounts; diagnose errors and improve usability; and comply with legal obligations or establish, exercise, or defend legal claims.

We do not currently send marketing emails. We do not currently publish or license aggregated customer scheduling statistics for marketing. If we introduce a materially different use, we will provide appropriate notice and obtain any permissions required by law or our agreements.

5. AI-assisted processing

Certain import features send submitted content and relevant context to Anthropic’s Claude API to help interpret and organize information. The content sent may include a document’s contents, not merely the fields ultimately imported.

For assisted onboarding or support, we may also use Claude and ChatGPT separately from the application’s automated import features. We use available controls to opt out of general-purpose model improvement and do not authorize optional use of customer content for that purpose.

This is not a promise of zero retention or that providers never process content for safety, security, legal compliance, or other purposes under the terms applicable to the particular offering. Retention and processing rules can differ between API services and individual AI accounts.

AI results can be incomplete or inaccurate. An authorized person must review imported information and generated results before relying on them. If your organization restricts external AI processing, discuss those restrictions with us before submitting information or requesting assistance. Do not submit prohibited information.

6. When we disclose information

We disclose information to your organization and its authorized users; providers that help operate, host, secure, support, and bill for the services; recipients you or your organization authorize; and recipients reasonably necessary to comply with law, protect rights or safety, or investigate misuse.

Depending on the activity, providers include Supabase, Railway, Vercel, Stripe, Resend, Anthropic, OpenAI, Google email services, and Linear. For example, a feature request sent to Linear may include the submitter’s name, email, organization, role, and message. We seek appropriate protections for information handled by providers. Some providers also process information for their own fraud prevention, account administration, or legal purposes.

Information may be transferred in connection with a merger, acquisition, financing, reorganization, or sale of business assets, subject to applicable protections and notice requirements.

We do not sell personal information or share it for cross-context behavioral advertising.

7. Cookies and browser storage

We use cookies and similar browser storage for functions such as authentication, session continuity, security, and preferences. Disabling them may prevent parts of the service from working.

We do not currently use advertising cookies or authorize tracking across unrelated websites for targeted advertising. We do not currently respond to browser Do Not Track signals. This does not limit any applicable statutory opt-out rights. Third-party payment pages and services may have their own notices and browser-storage practices.

8. How long we retain information

During a trial or active subscription, we retain information as reasonably necessary to provide the services, support the customer, and meet the purposes described in this Policy.

Rosters emailed directly to us may remain in our email account and on our password-protected working computer during the trial or active subscription as reasonably needed for onboarding, troubleshooting, and support. An authorized customer representative may ask us not to retain those copies or request their deletion at support@ersched.com. We will honor verified requests unless retention is required by law. Deleting an original attachment does not itself delete the provider or scheduling records already imported into ERSched. This practice does not mean that we personally download and retain files uploaded through the application.

After an organization’s account is closed or its agreement terminates, an authorized representative may request an export within 30 days. Unless otherwise agreed in writing, we delete customer scheduling data from our active systems and controlled working files within 60 days after closure or termination. We coordinate delivery of timely requested exports before deletion. Personally retained emailed rosters are included in that cleanup.

We may retain limited records needed for legal obligations, accounting, security investigations, disputes, or evidence of contractual acceptance for as long as reasonably necessary for those purposes. These exceptions are not a reason to retain an entire roster without a continuing need.

Backups and provider-controlled logs can follow separate retention and deletion schedules. We use available deletion controls and seek provider assistance where needed; deletion does not mean immediate removal from every backup or provider system. Copies exported or retained by customers remain under their control.

9. Your choices and requests

You can correct available account information, contact your organization’s administrator, or email support@ersched.com with a privacy request. Depending on applicable law, you may have rights to access, correct, delete, or obtain a copy of personal information, and other rights.

We may verify your identity and authority before acting and will respond within applicable legal timeframes. Where we process information for your organization, we may coordinate with it without limiting rights required by law. If an applicable law gives you a right to appeal our response, send your appeal to the same email address. We will not unlawfully discriminate against you for exercising privacy rights.

10. No patient information or PHI

ERSched is a workforce scheduling service, not a patient-record system. Do not upload, type, or email patient information, protected health information (PHI), Social Security numbers, financial-account credentials, or unnecessary personal health information about personnel.

If prohibited information is submitted accidentally, promptly contact support@ersched.com and describe where it appears without repeating the sensitive information. A prohibition in this Policy does not eliminate obligations imposed by applicable law.

11. Security and processing locations

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No system or method of transmission is completely secure, and we cannot guarantee absolute security.

ERSched is based in the United States and is initially offered to U.S. organizations. Our providers may process information in other countries; we do not promise exclusively U.S. processing. Contact us before using the service for organizations or personnel outside the United States.

12. Adults, changes, and contact

The services are intended for authorized adults age 18 or older. We do not knowingly collect personal information from children.

We may update this Policy. We will identify the effective date and provide appropriate notice of material changes, such as through the application or email. Where required, we will obtain consent before applying a materially different use to previously collected information.

Privacy contact: support@ersched.com. Operator: Emergent Health Technologies LLC, Arizona, United States.