Privacy Policy

Effective Date: January 1, 2024
Last Updated: March 1, 2026

CapAdmin (“Company,” “we,” “our,” or “us”) is committed to protecting the privacy and security of the information entrusted to us. This Privacy Policy describes how we collect, use, disclose, and safeguard information through our web-based healthcare analytics and reporting platform (the “Platform”).

1. Overview of Services

CapAdmin is a cloud-hosted healthcare data management and reporting platform designed to support provider organizations participating in value-based care arrangements. The Platform aggregates payer-provided standardized datasets—including medical claims, pharmacy claims, admissions, eligibility, and related utilization data—and presents authorized users with reporting tools, dashboards, and operational insights.

CapAdmin operates as a Business Associate to covered healthcare entities under the Health Insurance Portability and Accountability Act (“HIPAA”).

2. Information We Collect

A. Information Provided by Clients

We process data provided by healthcare organizations and payer partners, which may include:

  • Member identifiers
  • Medical and pharmacy claims data
  • Admission and discharge information
  • Eligibility and attribution data
  • Risk adjustment metrics
  • Utilization data
  • Financial performance metrics

This information may include Protected Health Information (PHI) as defined under HIPAA.

B. Account and Usage Information
  • User account information (name, email, role)
  • Login activity and authentication logs
  • Device and browser metadata
  • Application usage logs for security and performance monitoring

3. How We Use Information

We use information solely to:

  • Provide reporting and analytics services
  • Support value-based care performance monitoring
  • Maintain and secure the Platform
  • Improve system performance and reliability
  • Comply with legal and contractual obligations

We do not sell personal information, use PHI for marketing purposes, or share PHI outside authorized client use.

4. HIPAA Compliance

CapAdmin maintains administrative, physical, and technical safeguards designed to comply with HIPAA Security Rule requirements, including:

  • Role-based access control
  • Encrypted data transmission (TLS 1.2+)
  • Encryption at rest
  • Audit logging and monitoring
  • Secure cloud infrastructure hosting
  • Restricted data access policies

We enter into Business Associate Agreements (BAAs) with covered entities as required.

5. Data Sharing and Disclosure

We may disclose information:

  • To authorized users within a client organization
  • To payer partners as directed by the client
  • To trusted service providers supporting our infrastructure under confidentiality agreements
  • As required by law or regulatory authority

All third-party service providers are contractually obligated to protect data in accordance with applicable regulations.

6. Data Security

The Platform is hosted in a secure cloud environment utilizing industry-standard security practices, including alignment with:

  • OWASP Top 10 secure coding standards
  • SANS secure development practices
  • Encrypted communications
  • Continuous monitoring and patch management

Access to client data is restricted to authorized personnel only.

7. Data Retention

We retain information only as long as necessary to fulfill contractual obligations, comply with legal requirements, and support reporting continuity. Upon termination of services, data handling follows applicable client agreements and BAA terms.

8. User Rights

Client organizations may request access to account information, correction of inaccuracies, account deactivation, or data export subject to contractual terms.

9. Cookies and Tracking

The Platform may use session cookies and technical tracking mechanisms necessary for authentication, security, and performance monitoring. We do not use tracking cookies for advertising purposes.

10. International Users

The Platform is intended for use within the United States healthcare environment and is governed by U.S. law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

12. Contact Information

If you have questions regarding this Privacy Policy, please contact us at: support@capadmin.com