Privacy Policy

Last updated: August 14, 2026 — Church Vine LLC (MyWaiverSoft)

1. Introduction

Church Vine LLC ("we," "us," or "our") operates MyWaiverSoft, an operational management and documentation platform for provider organizations delivering behavioral health services. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Service.

We are committed to protecting the privacy and security of your information, including Protected Health Information (PHI) as defined by HIPAA.

2. Information We Collect

2.1 Account Information

Organization name and contact details
User names, email addresses, and login credentials
Billing and payment information
Role and permission settings

2.2 Client Information (PHI)

Client names and demographic information
Service records and session notes
Treatment plans and goals
Medical and behavioral health information
Insurance and billing information

2.3 Usage Information

Login times and session duration
Features accessed and actions taken
Device information and IP addresses
Browser type and operating system

2.4 Location Information

GPS coordinates for session check-in/check-out (with consent)
General location for compliance verification

3. How We Use Your Information

We use the collected information to:

Provide and maintain the Service
Process billing and payments
Enable session documentation and compliance tracking
Generate reports and analytics for your organization
Improve our Service and develop new features
Communicate with you about your account
Ensure security and prevent fraud
Comply with legal obligations

4. HIPAA Compliance

We understand that your organization may be a Covered Entity or Business Associate under HIPAA. We implement the following safeguards:

4.1 Administrative Safeguards

Designated privacy and security officers
Workforce training on privacy and security
Access management and audit controls
Incident response procedures

4.2 Technical Safeguards

Encryption of data in transit and at rest
Unique user identification and authentication
Automatic session timeout
Audit logging of all access to PHI

4.3 Physical Safeguards

Secure data center facilities
Access controls to physical systems
Workstation security policies

4.4 Business Associate Agreements

We will execute a Business Associate Agreement (BAA) with organizations that require one before PHI is transmitted through the Service. Contact legal@mywaiversoft.com to request a BAA.

5. Information Sharing

We may share your information with:

5.1 Service Providers

Cloud hosting providers (database and storage)
Payment processors (Stripe)
Email service providers (for notifications)
Analytics providers (aggregated, de-identified data only)

5.2 Legal Requirements

We may disclose information when required by:

Court orders or legal process
Government or regulatory requests
To protect our rights or safety
In connection with a merger or acquisition

5.3 With Your Consent

We will share information with other parties only with your explicit consent, except as described in this policy.

5.4 SMS / Text Messaging

    Consent to receive SMS text messages is voluntary and is not a condition of purchase,
    employment, account creation, receipt of services, or use of MyWaiverSoft.
  

If you opt in to receive text messages from MyWaiverSoft (Church Vine LLC), we send account notifications (such as login credentials and password resets), schedule or shift changes, transportation alerts, check-in/check-out reminders, and timesheet or account-status updates. Message frequency varies based on your account activity. Message and data rates may apply. You can reply HELP for help or STOP to cancel at any time. SMS consent is optional and may be withdrawn at any time without affecting your access to the platform.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except as necessary to deliver the messages through our SMS service providers.

For full SMS messaging terms including message types, frequency, rates, opt-out instructions, and supported carriers, see our SMS & Text Messaging Terms.

6. Data Retention

We retain your information as follows:

Account data: For the duration of your subscription plus 7 years
Client records (PHI): As required by state and federal law (typically 7 years for adults, longer for minors)
Usage logs: 2 years for security and audit purposes
Payment records: 7 years for tax and legal compliance

7. Your Rights

You have the right to:

Access: Request a copy of your data
Correction: Request correction of inaccurate data
Deletion: Request deletion of data (subject to legal retention requirements)
Export: Receive your data in a portable format
Restriction: Limit how we use your data
Objection: Object to certain processing activities

To exercise these rights, contact us at privacy@mywaiversoft.com. We will respond within 30 days.

8. Data Security

We implement industry-standard security measures including:

TLS 1.3 encryption for all data in transit
AES-256 encryption for data at rest
Regular security assessments and penetration testing
Multi-factor authentication options
Regular security training for our team
Incident response and breach notification procedures

9. Cookies and Tracking

We use cookies and similar technologies to:

Maintain your login session
Remember your preferences
Analyze usage patterns (aggregated)
Improve Service performance

You can control cookies through your browser settings. Disabling cookies may limit some functionality of the Service.

10. Children's Privacy

Our Service may be used to document services for minors. We collect information about minor clients only as necessary for service delivery and with appropriate parental/guardian consent. This information is treated with the same protections as all PHI.

11. International Data Transfers

Your data is primarily stored and processed in the United States. If you access the Service from outside the US, your information will be transferred to and processed in the US. We implement appropriate safeguards for international transfers.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through the Service. The "Last updated" date at the top indicates when changes were made.

13. Contact Us

For questions or concerns about this Privacy Policy or our data practices:

Privacy Officer
Church Vine LLC
Email: privacy@mywaiversoft.com

General Support
Email: support@mywaiversoft.com
Phone: 301-830-8511

14. State-Specific Rights

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act, including the right to know, delete, and opt-out of the sale of personal information. We do not sell personal information.

Maryland Residents

Maryland residents have rights under the Maryland Personal Information Protection Act. Contact us to exercise your rights under state law.

By using MyWaiverSoft, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use the Service.