Privacy policy

1. Who we are

This policy covers PACS Desk, the trade name of VAM Labs LLC, a Florida limited liability company ("PACS Desk", "we", "us"): this website, our booking and signing pages at cal.pacsdesk.com and sign.pacsdesk.com, our email and phone, and the services we provide and invoice for.

2. What we collect

• The contact form. Your name, work email, phone number, practice or organization, your message and the page you sent it from. We also keep your country and a hashed copy of your IP address, used only to limit how many messages one sender can send a day.
• Bookings. When you book a call or visit at cal.pacsdesk.com: your name, email, the time, and any notes or visit address you give. The booking goes on our calendar.
• Signing. When you sign at sign.pacsdesk.com: your name, email and signature, and a signing record (times, IP address and device) that's kept with the signed document as evidence.
• What you send us. Anything you email us or tell us on the phone.
• Client and billing details. Contact and billing names, addresses and emails, contracts, invoices and payment records.
• Payment details. Card payments are collected by Stripe. We see limited details such as the card brand, last four digits, expiry and billing ZIP code, never the full number. Bank payments show us the payer's name and the account they paid from, as any bank transfer does.
• Website visits. This site runs no analytics, tracking or ads. Our host, Cloudflare, processes your IP address and basic request details to deliver the pages and protect them, and its Turnstile check confirms the form is sent by a person.

3. Patient information

Please don't send patient information through the form or by ordinary email. When our work for a practice involves systems that hold protected health information, we access it only under a signed business associate agreement, use it only to do that work, and handle it as that agreement and HIPAA require. The agreement governs that information in place of this policy.

4. How we use it

• To answer you and to provide the services you hire us for.
• To schedule calls and visits, and to sign agreements.
• To send invoices, take payments and keep accounting and tax records.
• To keep our systems and our clients' systems secure and prevent abuse and fraud.
• To meet legal obligations.

We don't sell personal information, share it for advertising, or add you to a marketing list.

5. Who processes it for us

Companies that run part of our business process personal information for us, each under its own privacy and security terms:

• Stripe, for card and automatic bank payments
• Our business bank, for bank payments
• Xero, for accounting
• Migadu and Google, for email, phone, calendar, video calls and file storage
• Cloudflare, for website hosting, the contact form and security
• GitHub, for our internal records
• AI service providers, to help us draft and organize our work

Our booking and signing pages run on servers we operate. We also share information with the people on our team and contractors working on your account, who are bound to keep it confidential, and when the law requires it. If the business is ever sold or merged, this information would go with it, under this policy.

6. How long we keep it

We keep messages and client details while we're working together and for as long as they're useful afterwards. Signed agreements, invoices and payment records are kept for at least seven years, as tax and business law require. When we no longer need something, we delete it.

7. Security

We protect information with encrypted connections, multi-factor authentication and access limited to the people who need it. No system is perfectly secure; if a breach affects your information, we'll tell you as the law and our agreements require.

8. Your choices

Email support@pacsdesk.com to see what we hold about you, correct it, or have it deleted. We'll reply within 30 days. We may keep records the law requires us to keep, such as invoices and signed agreements.

9. Children

Our services are for businesses. We don't knowingly collect information from children under 13.

10. Where it's processed

We're in the United States and handle information here. Some of our providers may process it in other countries, under their own safeguards.

11. Changes

We may update this policy; the date at the top shows the latest version.

12. Contact

VAM Labs LLC d/b/a PACS Desk, Tampa, Florida · support@pacsdesk.com · (656) 222-1147