HIPAA Notice
Your Privacy Rights and Our Practices
Last updated: January 2024
Important Clarification
Witness is a coaching platform. We provide reflection, guidance, and support—not therapy or healthcare services. While we follow HIPAA-minded security practices, our service may not be considered a "covered entity" under HIPAA regulations. However, we voluntarily adopt strict privacy and security measures to protect your sensitive information.
Encryption
All recordings and personal data are encrypted both in transit (TLS 1.3) and at rest (AES-256). Your files are never accessible in unencrypted form.
Access Controls
Only the coach assigned to your submission can access your recordings. All access is logged and audited. Administrative staff cannot view your recordings.
Data Retention & Deletion
Recordings are automatically deleted 90 days after feedback delivery. You can request immediate deletion at any time. We maintain secure backup practices with defined retention periods.
Coach Agreements
All coaches on our platform sign confidentiality agreements and agree to handle your information with the same care as protected health information.
Your Rights
You have the right to:
- Access: Request a copy of the information we have about you
- Amendment: Request corrections to inaccurate information
- Deletion: Request deletion of your recordings and personal data
- Restriction: Request that we limit how we use your information
- Portability: Receive your data in a commonly used format
- Disclosure Accounting: Request a record of who has accessed your information
How We Protect Your Information
- Multi-factor authentication for all accounts
- Regular security assessments and penetration testing
- Secure data centers with physical access controls
- Employee training on privacy and security practices
- Incident response procedures for potential breaches
Breach Notification
In the unlikely event of a data breach that affects your information, we will notify you within 72 hours via email and provide information about what happened and steps you can take.
Contact Our Privacy Team
For questions about your privacy rights or to exercise any of your rights, contact:
Email: support@witness.care
Phone: 801-999-8131
Address: [Your Business Address]