Effective Date: 01-04-2026
Website: https://clockworkfms.com/

1. Introduction

Clockwork FMS (“Company,” “we,” “our,” or “us”) provides financial management and administrative services. We are committed to protecting your privacy and handling your information responsibly.

👉 Important Clarification:
Clockwork FMS is not a Covered Entity under the Health Insurance Portability and Accountability Act (HIPAA).
However, we may act as a Business Associate when providing services to healthcare-related clients.

2. Information We Collect

A. General Personal & Website Data

We may collect:

• Name, email address, phone number
• Business and contact information
• IP address, browser type, device data
• Website usage data (via cookies and analytics tools)
  
  

B. Protected Health Information (PHI) – When Applicable

We may process limited PHI only when required to perform services for healthcare clients.

Examples may include:

• Billing-related patient data
• Insurance or payment information

👉 Important:

• PHI is not collected through this website unless explicitly submitted
• PHI is only processed as permitted under executed Business Associate Agreements (BAAs)
  
  

3. How We Use Information

A. General Data

We use general personal data to:

• Respond to inquiries
• Provide services
• Improve website performance
• Communicate with users

B. PHI (HIPAA-Regulated Data)

When applicable, PHI is used strictly for:

• Payment and billing support
• Healthcare operations
• Services defined by client agreements

👉 We follow the Minimum Necessary Rule and only process the least amount of PHI required.

4. How We Share Information

We may share information:

• With clients and authorized partners
• With service providers under confidentiality obligations
• To comply with legal or regulatory requirements

We do not sell personal information.

5. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect and how it is used
• Request access to your personal data
• Request deletion of your personal information
• Request correction of inaccurate data
• Limit use of sensitive personal information (where applicable)

👉 To exercise your rights, please contact us using the details below.

We will not discriminate against you for exercising your privacy rights.

6. Cookies & Tracking Technologies

We use cookies and similar technologies to improve your experience.

This may include:

• Website functionality cookies
• Analytics tools such as Google Analytics

Cookies help us understand:

• Website traffic
• User behavior
• Performance metrics

👉 You can disable cookies through your browser settings.
Disabling cookies may affect certain website functionality.

7. Data Security

We implement comprehensive safeguards to protect your information, including:

Administrative Safeguards

• Staff training and access policies
• Confidentiality agreements

Technical Safeguards

• Encryption (data in transit and at rest)
• Secure servers and firewalls
• Access controls and authentication

Physical Safeguards

• Secure infrastructure
• Controlled access to systems and data
  
  

8. Data Retention

We retain information only as long as necessary to:

• Fulfill service obligations
• Comply with legal and regulatory requirements
• Meet contractual obligations

Data is securely deleted or anonymized when no longer required.

9. Breach Notification

In the event of a data breach:

• We will take immediate steps to contain and assess the issue
• Affected parties will be notified in a timely manner, as required by applicable laws
• We will comply with all legal and regulatory breach notification requirements
  
  

10. Third-Party Services

We may use third-party vendors (e.g., hosting providers, analytics tools).

All vendors are required to:

• Maintain appropriate security standards
• Comply with applicable data protection laws
• Sign agreements where required (including BAAs when handling PHI)
  
  

11. Your Rights (General)

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

• Access your data
• Request corrections
• Request deletion
• Restrict processing

Requests can be made via the contact details below.

12. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be posted on this page with a revised effective date.

13. Contact Information

Clockwork FMS
Email: Hello@clockworkfms.com