Privacy Policy
This Privacy Policy explains how Cooper Global Holdings LLC, doing business as OcuWin ("OcuWin," "we," "us"), collects, uses, and protects information through the OcuWin website and the OcuWin application (together, the "Service").
1. Who we serve
OcuWin is a business tool for ophthalmology practices and the offices that refer patients to them. The Service is offered to businesses, not to consumers. Practices that use OcuWin ("Customers") control the patient information they enter, and we process that information on their behalf.
2. Information we collect
- Account information: name, work email, practice, role, and access level for each invited user.
- Sign-in and security data: sign-in times, verification events, device and browser details, and IP address.
- Customer data: referral, scheduling, records, surgical case, and recall information that a Customer enters into the application.
- Support and chat content: support tickets, screenshots, and questions asked of the OcuWin assistant on the website or in the application.
- Website usage: pages viewed and general usage information collected through essential cookies and server logs.
- Contact and demo requests: your name, company, and business email when you sign up for the demo, email us, or request a walkthrough. We use this to follow up about OcuWin.
3. Protected health information
Patient information entered by a Customer may be protected health information under HIPAA. We handle protected health information only under a signed Business Associate Agreement with that Customer, and only to provide the Service. Production patient data is hosted on Knack Health, a HIPAA-ready platform with an independent SOC 2 Type II audit, under a Business Associate Agreement between OcuWin and Knack. Customers should not enter protected health information until a Business Associate Agreement is in place. Do not include patient information in support tickets or in questions to the OcuWin assistant.
4. How we use information
- To provide, secure, and maintain the Service, including two-step sign-in and audit logging.
- To respond to support requests and assistant questions.
- To review the questions people ask so we can improve the Service and its documentation.
- To send service messages such as invitations, verification codes, and aggregate weekly reports. These messages do not contain patient information.
- To meet legal obligations and enforce our Terms and Conditions.
We do not sell personal information, and we do not use Customer data for advertising.
5. How we share information
We share information only with service providers that host and operate the Service on our behalf, such as cloud hosting, email delivery, and AI service providers, under contracts that limit their use of the information. We may also disclose information when required by law or to protect the rights and safety of our users, Customers, or the public, and in connection with a merger or sale of the business, subject to this Policy.
6. Security
We use practice-level data separation, invitation-only accounts, two-step sign-in, session timeouts, and audit logs. No system is completely secure, and we cannot guarantee absolute security.
7. Retention
We keep Customer data for as long as the Customer's account is active or as required by our agreement with the Customer. We keep account, log, and chat records for as long as needed for the purposes above or as required by law.
8. Cookies
We use essential cookies and similar storage to keep you signed in and to secure your session. We do not use advertising cookies.
9. Your choices
You may ask to access, correct, or delete your account information by contacting us. If your information was entered by a practice, we will direct your request to that practice. Patients should contact their practice directly about their health records.
10. Children
The Service is not directed to children under 13, and we do not knowingly collect personal information from them.
11. Changes
We may update this Policy from time to time. We will post the updated Policy here with a new effective date.
12. Contact us
Cooper Global Holdings LLC, doing business as OcuWin
Email: care@gocooper.net