Privacy Policy

Referral Sync is a fax-automation service for medical clinics, operated by Glucosamigos PC in Southern California. This policy explains what we collect, how we use it, and the rights you have. Questions? Email support@glucosamigos.com.

Account information. Name, clinic name, specialty, and the admin email you register with. Passwords are hashed and managed by our authentication provider — we never store or see plaintext passwords.

Billing information. Credit purchases are processed by Stripe. Card numbers are entered on Stripe's hosted payment pages and stored by Stripe — they never touch our systems. We keep a record of purchases (amount, date) on your account.

Referral fax data. When you route referral faxes through the service, we process the documents to extract the referral fields (patient demographics, provider details, visit information). This data can include protected health information (PHI).

We act as a Business Associate under HIPAA. A Business Associate Agreement (BAA) is available in the portal and governs this relationship for clinics that sign it; where a signed BAA exists, its terms control.

Fax data is processed transiently: documents are received, extracted, and the structured results are delivered into a Google Sheet that your clinic owns. Your sheet is your system of record — we do not build a patient database of our own. Transient copies in our infrastructure are purged by automated retention policies.

Processing runs on Google Cloud Platform (including Google's document-AI services) under Google's HIPAA-compliant offerings; payments run on Stripe. We do not sell PHI, use it for advertising, or use it to train models beyond the contracted processing of your own faxes.

Operating the service (routing and extracting faxes, delivering results), billing and account administration, sending service notices such as low-credit alerts, and responding to support requests. We do not sell personal information or share it with third parties except the processors described above, where required by law, or as needed to protect the service and our users.

Data is encrypted in transit and at rest. Access to production systems is restricted to authorized personnel and service accounts with least-privilege roles, and clinic data is separated per tenant.

If you are a California resident you may request to know what personal information we hold about you, request correction or deletion, and you will not be discriminated against for exercising these rights. We do not sell or share personal information for cross-context behavioral advertising. To make a request, email support@glucosamigos.com. For PHI held on behalf of a clinic, requests should be directed to the clinic itself as the covered entity — we act on the clinic's instructions.

Account and billing records are kept while your account is active and as needed for accounting and legal obligations. Transient fax data is purged according to our automated retention policies, as described in the BAA. You may request account deletion by emailing support.

We may update this policy as the service evolves. Material changes will be announced in the portal or by email. The effective date at the top reflects the latest revision.

Glucosamigos PC · Referral Sync
support@glucosamigos.com