Privacy Policy
Last updated October 30, 2026
In short: we collect what we need to run EasyChart for your practice, we don't sell it or use it for advertising, and client records belong to the practice that entered them. We handle those records under HIPAA, as the practice's business associate.
Who we are
EasyChart is operated by EasyChart LLC, Yorba Linda, California ("EasyChart", "we", "us"). Questions about this policy go to support@easychart.health.
What this policy covers
This policy covers people who visit easychart.health and the practice staff who use EasyChart (admins, clinicians and billing staff).
Client records are different. Information about a practice's clients (names, contact details, appointments, notes, diagnoses, billing) is entered and controlled by that practice. The practice is responsible for it under HIPAA and state law, and its own Notice of Privacy Practices tells clients how it is used. We process that information only on the practice's behalf, as its business associate, under a Business Associate Agreement and the HIPAA rules. We don't use client records for any purpose of our own.
Information we collect
- Account information: your name, email address, role, practice name and address, and professional details you choose to add (such as a license number or NPI).
- Subscription and payment information: your plan and billing history. Card details go directly to our payment processor, Stripe; we see only the card brand, last four digits and expiry date.
- Security and activity records: sign-ins, the internet address and browser used, and an audit log of who viewed or changed records in your practice, as HIPAA requires.
- Messages to us: what you send when you contact support.
The website uses one cookie to keep you signed in. We don't use advertising cookies or tracking pixels.
How we use it
- To provide EasyChart, including signing you in and sending the emails the service needs (invitations, password resets, notices about your account).
- To charge for subscriptions and send receipts.
- To keep the service secure, detect misuse and investigate problems.
- To answer your questions and tell you about changes to the service or these policies.
We don't sell personal information, share it for advertising, or use client records to train or improve products for others.
Who we share it with
Only with the service providers we need to run EasyChart, each bound to protect it and use it only for us, and under a Business Associate Agreement wherever client records are involved:
- hosting and database providers, where EasyChart and its data are stored;
- email delivery services, for the emails the service sends;
- Stripe, for subscription payments, and Square, for client payments when a practice turns them on;
- insurance eligibility and claims services, when a practice uses insurance billing.
We also disclose information when the law requires it, such as a valid court order, and as HIPAA permits.
How we protect it
Sensitive fields (clinical notes, diagnoses, names and contact details) are encrypted in the database, connections are encrypted, access is limited by role, every access to client records is logged, and practices can require two-factor sign-in for all staff.
How long we keep it
We keep account information while your practice uses EasyChart. After a subscription ends, the practice can download its records for 90 days; after that we delete the practice's data, except what the law or our Business Associate Agreement requires us to keep. Practices remain responsible for keeping their own records for as long as their state and licensing board require.
Your choices
You can see and update your account details in EasyChart. To ask for a copy of your account information, a correction or deletion, email support@easychart.health. Depending on where you live (for example, California), you may have additional rights over your personal information; we will honor them as the law requires. Clients who want access to their records should contact their practice.
Children
EasyChart is for practices and their staff, not for children. Information about minor clients is entered by practices and protected like all client records.
Changes
If we change this policy, we'll update the date above and, for significant changes, tell practice admins by email or in EasyChart before the change takes effect.