Crow Canyon Software
Privacy Policy


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Crow Canyon Software Privacy Policy for Contact Forms

Effective Date: April 24, 2025
Last Updated: April 24, 2025

  1. Purpose

At Crow Canyon Software (“we,” “our,” or “us”), we are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, and safeguard data submitted through the contact forms on our website.

This policy is designed to comply with the Health Insurance Portability and Accountability Act (HIPAA) for users in the United States and the General Data Protection Regulation (GDPR) for users in the European Economic Area (EEA).

If you have any questions, please contact us at:
privacy@crowcanyon.com

  1. Information We Collect

When you use a contact form on our website, we may collect the following:

  • Name
  • Email address
  • Phone number (optional)
  • Organization name (optional)
  • Any personal information you voluntarily include in the message field, which may contain Protected Health Information (PHI) or Personal Data.

Please do not submit sensitive health or personal data unless explicitly requested.

  1. Legal Basis for Processing (GDPR Compliance)

If you are located in the EEA, we process your data based on:

  • Your consent (when you voluntarily submit a form).
  • Our legitimate interests (such as responding to your inquiry).
  • Compliance with legal obligations, including HIPAA where applicable.
  1. How We Use Your Information

We use the information collected through our contact forms to:

  • Respond to your inquiries or requests.
  • Provide information about our services.
  • Maintain records of communications.
  • Fulfill legal and regulatory obligations.

We do not use your data for marketing purposes unless you explicitly opt in.

  1. Use of Third-Party Form Tools

We use the following secure platforms to collect and process form submissions on our website:

  • Gravity Forms (Rocketgenius, Inc.)
  • HubSpot, Inc.

These providers process and store data on our behalf and under our control. We have agreements in place where appropriate to ensure these platforms meet HIPAA and GDPR requirements, including Business Associate Agreements (BAAs) when PHI is involved.

  1. Disclosure of Information

We do not sell or rent your information. We may share your data with:

  • Authorized employees and contractors who need the information to assist you.
  • Our form service providers (Gravity Forms and HubSpot) for the purpose of securely processing your submissions.
  • Regulatory bodies, law enforcement, or other authorities if required by law.
  1. Data Protection and Security

We implement reasonable and appropriate technical, administrative, and physical safeguards, including:

  • SSL encryption on our website.
  • Role-based access controls.
  • Secure configuration of Gravity Forms and HubSpot with restricted access to form submissions.
  • Staff training on data privacy and security.

If PHI is collected, we comply with HIPAA Privacy, Security, and Breach Notification Rules.

  1. Data Retention

We retain personal data only as long as necessary to fulfill the purposes described in this policy, or as required by law. Form submissions may be periodically reviewed and securely deleted when no longer needed.

  1. Your Rights

Depending on your location, you may have the right to:

  • Request access to your personal data.
  • Request correction or deletion of your data.
  • Withdraw consent at any time.
  • Object to certain processing activities.
  • File a complaint with a data protection authority (EU residents).

To exercise these rights, contact us at privacy@crowcanyon.com.

  1. International Data Transfers

If you are located outside the United States, your data may be transferred to and processed in the U.S. or other jurisdictions where we or our service providers operate. We use appropriate safeguards for these transfers, including Standard Contractual Clauses (SCCs) where required by GDPR.

  1. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

  1. Contact Information

If you have any questions about this policy or how your data is handled, please contact:
Crow Canyon Software
Email: privacy@crowcanyon.com
Website: www.crowcanyon.com