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SaaS Privacy Notice

1. Introduction

HealthWorksAI (“HWAI,” “we” or “us”) has issued this Global Data Protection and Privacy Notice (“Notice”) to describe how we handle personal information that you may provide to us for your use of our SaaS solutions, as specified below.

We respect the privacy of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This Notice sets out the personal information that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.

If you are in any doubt regarding the applicable standards, or have any comments or questions about this Notice, please contact us at the contact details in Section 9 below.

2. The Types of Personal Information We Collect

We may require basic information which identifies you as an individual (“Personal Information”), such as your name, email address and phone number, in order to transact business with you, on behalf of the company you work for, as our customer.  We will only use such Personal Information for the purposes of providing information which you have requested, fulfilling business transactions, or for other purposes set out in this Notice.

HWAI may also collect Personal Information indirectly from third parties, such as our business partners, or members of your Community.

We may collect the following information, depending on the SaaS application being used:

  • Name: first name and last name
  • Job title or description
  • Company or organization name
  • Company address, including country
  • Contact information including email address and telephone number(s)
  • User names (account alias) and passwords according to the SaaS product specifications to allow users to login and use the SaaS product
  • Time zone and date/time preferences for SaaS product usage
  • IT information required to provide access to systems and networks such as IP addresses, log files and login information, encryption generation keys
  • Information pertinent to fulfilling business transactions on a customer’s behalf, such as files uploaded by a user to a SaaS product to be processed by the application’s functionality, system generated emails
  • Meta Data, such as logs, for usage information and activity logs, with identifying characteristics such as creator or author of a transaction, names of individuals who have accessed or downloaded file(s), the time file(s) were accessed or downloaded, IP addresses of users.
  • SaaS product administration activity such as adding and deactivating users, management of the generation of encryption keys

We do not collect sensitive information such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, or data concerning health or sexual orientation.

3. Purposes for Processing Personal Information

3.1 Business Transactions with Customers

We process Personal Information through HWAI’s global IT systems, which include tools and systems that help us to administer customer accounts, orders and business transactions and share information across HWAI systems, and with related corporate entities, as described in Section 4.1 below. This includes transferring Personal Information to our servers in the US (see also Section 6.1 below). Our company in the US, HealthWorks Analytics LLC may host these servers or utilize third party servers and applications, but in either case will be responsible for the security access of Personal Information on the systems.

3.2 SaaS Products

You may provide Personal Information to HWAI through our “registration” page, by processing orders in order to use the SaaS products which run on HWAI’s multi-tenant SaaS platforms (e.g., HealthWorksAI), or as standalone single tenant instances as follows:

HealthWorksAI SaaS products:

  • MarketIntel™ provides quick and efficient access to complex national level Medicare Advantage market data & analytics in an easy to understand and appealing visual format.
  • ProductIntel™ is designed specifically for Medicare Advantage product design teams, providing key analytics for bid development and product lifecycle management.
  • xAI Solutions is designed for senior health plan leaders to support strategic decision making, providing analytics & insights on the influence of different verticals toward enrollment growth
  • NetworkIntel™ provides your network team with a robust, on-demand solution to design provider network that aligns with your beneficiaries needs.

We may make use of Personal Information that we collect to help us administer the SaaS products and platforms:

  • To analyze system usage to help maintain the operational system
  • To enable you to access customer support portals or to provide customer support services to you
  • To optimize system operation based on usage and enable future product development and improvements
  • To enable our compliance with export control and other laws and regulations


Our SaaS products use cookies. Most browsers allow you to turn off cookies or to receive a warning before a cookie is stored on your hard drive.

If you do not wish us to make use of your Personal Information in this way, please email clientsuccess@healthworksai.com.

3.3 Other legitimate business purposes

We may also collect and use Personal Information when it is necessary for other legitimate purposes, such as to help us conduct our business more effectively and efficiently, for example, for general IT resourcing on a global level and information security/management.

3.4 Legal purposes

We also may use your personal information where we consider it necessary for complying with laws and regulations, or to exercise or defend the legal rights of the HWAI global group of companies.

4. Who We Share Your Personal Information With

4.1 Within HWAI

Employees of HWAI may be given access to Personal Information which we collect, but their use will be limited to the performance of their duties and the reason for processing. Our employees, contractors and agents who have access to your Personal Information are required to keep that information confidential and are not permitted to use it for any other purposes.

HWAI data centers for the SaaS solutions are located in the United States.

4.2 Business Partners and Service Providers

HWAI will never sell, rent, or disclose to unaffiliated third parties your Personal Information unless we have your permission or are required by law to do so. When we permit a third party to access Personal Information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Notice and that the security and confidentiality of the information is maintained.

4.3 Lawful Grounds

We may disclose Personal Information to third parties on other lawful grounds, including:

  • To comply with our legal obligations, regulation, or contract, or to respond to an administrative or judicial process
  • In response to lawful requests by public authorities (including for national security or law enforcement purposes)
  • If necessary to exercise or defend against potential, threatened or actual litigation
  • If necessary to protect the vital interests of another person
  • In connection with the sale, assignment or other transfer of all or part of our business, or
  • With your consent.

5. Controlling Your Personal Information

You can request correction, update and deletion of your Personal Information via e-mail sent to clientsuccess@healthworksai.com, and we will use reasonable efforts to contact you regarding your request. To update or delete your Personal Information or correct an inaccuracy, we may ask you to verify your identity and cooperate with us in our effort.

6. Data Retention

Personal Information will be retained no longer than necessary in relation to the business purposes for which such Personal Information is provided and to fulfill legal requirements.

7. Security

We are committed to ensuring that your information is secure. We have put in place appropriate technical, physical, and administrative procedures to safeguard and secure the information we collect in order to prevent unauthorized access or disclosure.

8. Updates to This Notice

HWAI reserves the right, in its discretion, to make changes to any part of the SaaS products, platforms or this Notice.  HWAI may change Notice from time to time by updating this page. You should check this page from time to time to ensure that you are aware of any changes. This Notice is effective from May 25, 2018. By continuing to use the SaaS products and services, you consent to this Notice as amended.

9. Contact Information

If you have any questions about this Notice, or wish to make a complaint about our data handling practices, you may contact:

Data Protection Officer

HealthWorks Analytics LLC

5550 Glades Road Suite 500 #1033 Boca Raton, FL 33431
Ph: 908 864 0238
Email: clientsuccess@healthworksai.com

We will investigate any complaints received in writing and do our best to resolve them with you as soon as possible.

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