Privacy Policy

Overview

This Privacy Policy explains how OneTerp LLC(“OneTerp,” “we,” “us”) handles information in connection with the OneTerp platform at oneterpsched.com. OneTerp provides scheduling, dispatch, and billing software to interpreting agencies and the interpreters who work with them.

Our role and protected health information

OneTerpacts as a service provider (a Business Associate, or subcontractor) to interpreting agencies. Where an agency uses the platform to process protected health information (PHI), we handle that information on the agency’s behalf and only as permitted by our agreement with that agency. We do not control how an agency collects or uses PHI, and we do not issue a Notice of Privacy Practices, that is the responsibility of the agency and the healthcare organizations it serves.

Information we collect

• Account information: name, email address, password (stored hashed), role, and agency association.
• Operational data you enter: assignments, customers, consumers, interpreters, schedules, closeouts, invoices, and related records, which may include PHI when entered by an agency.
• Billing information: subscription and payment details, processed by our payment provider; we do not store full card numbers.
• Usage and device data: log data, IP address, and similar technical information generated when you use the platform.

How we use information

• To provide, operate, secure, and improve the platform.
• To authenticate users and enforce role-based access.
• To send transactional messages (e.g. assignment notifications) and, where permitted, account or marketing communications you can opt out of.
• To process subscription billing.
• To comply with legal obligations and enforce our terms.

Service providers (sub-processors)

We use a small set of providers to run the platform. Providers that may process PHI are covered by a Business Associate Agreement; others are kept out of PHI scope. See our Security & Trust page for details. They include Google Cloud / Workspace (hosting, database, storage, email), Stripe (subscription billing, kept PHI-free), Twilio (SMS, kept PHI-free), and Intuit / QuickBooks (optional accounting sync, with PHI stripped before syncing).

How we protect information

We apply role-based, agency-scoped access controls, encryption in transit and at rest, audit logging, automatic logoff, and routine backups. More detail is on our Security & Trust page. No method of transmission or storage is perfectly secure, but we work to protect your information using reasonable and appropriate safeguards. The platform is operated in the United States, and information is processed and stored there.

Data retention

We retain information for as long as needed to provide the platform, and as required to meet legal, accounting, or reporting obligations. Agencies may request export or deletion of their data as described in their agreement with us.

We do not sell your personal information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We use the limited providers listed above only to operate the platform on our behalf.

Text messages (SMS)

Where SMS is enabled, we send transactional text messages such as assignment offers and reminders to users who have opted in. Message and data rates may apply and frequency varies. Reply STOP to any message to opt out, or HELP for help; you can also manage messaging in your notification settings. Mobile numbers and SMS consent are never sold or shared with third parties for their own marketing.

Your choices and rights

Depending on your location and role, you may have rights to access, correct, delete, or obtain a copy of personal information, and to opt out of the sale or sharing of personal information (we do not engage in either). California, and certain other U.S. state, privacy laws provide these rights, subject to exemptions, including for protected health information handled under HIPAA. Requests involving an agency’s data are directed to that agency as the controller of the information. You can opt out of marketing email using the unsubscribe link in those messages. We will not discriminate against you for exercising these rights. To make a request, contact us at bryan@oneterpscheduling.com.

Cookies

We use strictly necessary cookies and similar technologies to keep you signed in and to operate the platform. We do not use them to build advertising profiles.

Children

The platform is intended for business use by agencies and interpreters and is not directed to children.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by the “Last updated” date above.

Contact

Questions about this policy? Email bryan@oneterpscheduling.com, or write to OneTerp LLC, P.O. Box 232, Berea, KY 40403.