Privacy
What we collect, why, who touches it, and how long we keep it — written to describe what the software actually does.
If you are the person an advocate is helping, and you live in a state with a consumer health privacy law — Washington's My Health My Data Act being the strictest — there is a separate notice written for you: Consumer Health Data Privacy Notice. Where the two differ about health information, that one controls.
Advolutely is a case-management platform for independent patient advocates, operated by Ebenezer Software LLC, a North Carolina limited liability company doing business as Advolutely ("Advolutely," "we," "us"). This policy covers two things: this website (advolutely.com) and the Advolutely platform that advocates use to run their practices.
Advocates are our customers. They create an organization account, sign in, and enter information about their practice and their clients. Clients are the people an advocate is helping. We process client information on the advocate's behalf and on the advocate's instructions; the advocate decides what is entered, who can see it, and when it is removed. If you are a client and have a question about your information, your advocate is the right first contact, and we will assist them.
We do not sell personal information, share it with data brokers, or use it for advertising.
We also do not use your information for anything other than providing the service to you. There is no product analytics, no cross-customer reporting, no benchmarking, and no de-identified dataset built from case records. The only search that crosses case boundaries is an advocate searching their own practice.
The platform summarizes and analyzes documents an advocate uploads. This runs automatically on documents of a type the analysis supports — PDFs, images, plain text and spreadsheets — when the advocate opens the case, rather than only when they ask for it. It produces a short summary stored with the document, and it answers questions an advocate puts to it in the case workspace. Clients do not see any of this output and cannot reach these features.
The processing runs on Amazon Bedrock within our own AWS environment, in United States regions. No case data is sent to a model vendor’s own systems, we hold no account with any model vendor, and we do not use case data to train models.
Where the analysis needs to check a medical fact, it can query public medical reference services (listed under service providers below). Before any such query leaves our environment it is checked in code against a clinical vocabulary, so that what is sent is a de-identified clinical term and never text taken from a client’s document.
Every output is presented to the advocate for their professional judgment. Nothing is filed, sent, or decided automatically.
The platform sends transactional email only. Advocates receive password resets, password-change confirmations, and a periodic activity summary of events in their organization (for example, a new message or an uploaded document, identified by client name). Clients receive appointment confirmations, rescheduling notices, and reminders, each with a calendar attachment. Every message is triggered by something an advocate or client did. We do not send marketing email from the platform, and we do not send to purchased or third-party lists.
Every client notification carries an unsubscribe link and a link to a preferences page where the recipient can choose which notifications to receive. Stopping notifications does not affect account or security email such as password resets. Bounces and complaints are recorded automatically and the address is suppressed from further sending.
We use a small number of providers to run the service. Each is limited to the purpose listed and is bound by contract to protect the data it handles.
Public medical reference services. When the analysis described in section 5 checks a medical fact, it queries public research services run by government bodies and non-profits — MedlinePlus and other National Library of Medicine services, openFDA, PubMed and related National Institutes of Health services, ClinicalTrials.gov, OpenAlex, and Orphadata. They are listed for completeness rather than because they receive your information: as described in section 5, what is sent is checked in code to be a de-identified clinical term, so no client information is disclosed to them.
We do not share personal information with anyone else except when required by law, to protect the safety or rights of people using the service, or with your direction.
Data is encrypted in transit and at rest with keys we control. Advocate accounts use two-factor authentication. Each organization's data is isolated from every other organization's.
Two people at the Company hold credentials that can reach stored data. There is no support login, no way for us to sign in as you, and no way to read your data through the product without your own credentials. Where we reach stored data directly, every read of a document is recorded — who, which document, and when — to a separate, append-only location our production environment cannot alter. Someone is notified the same day a person signs in to the production environment, and those access records are reviewed on a schedule whether or not anything happened.
No system is perfectly secure; if we learn of a breach affecting your information, we will notify affected organizations as the law requires.
We keep information for as long as an organization's account is active. There is no automatic expiry: a record stays until someone deletes it or the account ends.
An advocate can delete an individual document or an entire case at any time. Deletion is immediate and permanent in the live system — there is no recycle bin, and deleting a case also deletes its documents, messages, appointments and analysis.
Encrypted backups are the exception, and we would rather give the real number than a tidy one. Deleted data can persist in encrypted backup copies for up to 90 days, after which those copies expire and it is unrecoverable. The audit record of what happened is kept for the life of the account by design, so an organization can always answer "who accessed this record"; that record names documents and people but holds no document contents.
When an organization leaves, we will provide an export of its data, whatever the reason for leaving. Today we prepare that export on request rather than through a self-service button; we are building the automated version, and the commitment does not depend on that work.
Advocates who handle health information may have obligations under federal and state health-privacy law. Where those laws apply, the advocate's use of the platform is governed by a separate data-protection agreement between the advocate and us, which controls over this policy in the event of a conflict.
The platform and this website are for adults acting in a professional capacity. We do not knowingly collect information directly from anyone under 18. Client records entered by an advocate may concern minors; those records are handled under the advocate's instructions and the agreements described above.
We will post any updated policy here with a new date, and we will notify organization accounts of material changes before they take effect.
Ebenezer Software LLC, doing business as Advolutely
196 Fox Run Ct, Benson, NC 27504
hello@advolutely.com