Privacy Policy

This Privacy Policy describes how Companian Inc. (“Companian, ” “we,” or “us”) collects, uses, and protects information when you use our care coordination services, our website at companian.health, and related software. By using our services, you agree to the practices described here.

Companian is a care coordination company that supports older adults living with chronic conditions. We employ care coordinators, social workers, community health workers, and clinicians who provide care management services on behalf of partner medical practices. These services are reimbursed by Medicare through the partner practice, which remains the patient’s billing practitioner.

1. Information we collect

From patients enrolled in our services

When a patient is enrolled in Companian’s care coordination services through a partner clinical practice, we collect protected health information (“PHI”) necessary to deliver and document those services. This typically includes:

• Name, date of birth, address, phone number, and email address
• Medicare beneficiary identifier and insurance information
• Diagnoses, problem list, medications, allergies, and other clinical context
• Appointment history and care plan documentation
• Records of communications between the patient and their care team
• Recordings and transcripts of voice calls made through our platform (see Section 6)

This information is provided by the partner practice, generated during care delivery, or shared by the patient themselves.

From staff and authorized users

When clinical and operations staff use the Companian platform, we collect information necessary to operate the service:

• Name, work email, and contact information
• Role, employer, and access credentials
• Activity logs (login events, page views, and actions taken in the platform)
• Communications sent or received through the platform

From website visitors

When you visit companian.health, we may collect standard web analytics data such as your IP address, browser type, referring page, and pages viewed. We use this information to understand site usage and improve the website.

2. How we use information

We use the information we collect to:

• Provide care coordination services to enrolled patients
• Document patient interactions for clinical and Medicare billing purposes
• Communicate with patients, family members, and partner clinical providers
• Operate, secure, and improve our platform
• Comply with legal, regulatory, and contractual obligations

3. How we share information

Companian does not sell personal information or protected health information. We do not share mobile phone numbers, opt-in consent data, or message content with third parties for marketing purposes.

We share information only in the following circumstances:

• Partner clinical practices. We share patient information with the partner medical practice that enrolled the patient, in accordance with the Business Associate Agreement between us.
• Service providers under HIPAA Business Associate Agreements. We use third-party providers to deliver our services — including telephony and messaging (Twilio Inc.), video visits (Zoom), and cloud infrastructure. Each of these providers operates under a Business Associate Agreement that restricts their use of PHI to the services they provide to us.
• Medicare and other regulatory authorities when required for billing, audit, or compliance purposes.
• Legal obligations. We may disclose information if required by law, court order, or to respond to lawful requests by public authorities.
• With your consent. We may share information with parties you specifically authorize, such as family members designated by the patient.

4. Text message (SMS) communications

If you opt in to receive text messages from Companian, the following terms apply:

Message types. Patients may receive appointment reminders, telehealth visit links, check-ins from their assigned care coordinator, and other care coordination communications. Staff users may receive notifications about new patient assignments, new inbound patient messages, and time-sensitive care alerts.

Message frequency. Message frequency varies based on care coordination needs. You may receive multiple messages per week during active care periods, or no messages for extended periods.

Message and data rates. Standard message and data rates may apply based on your mobile carrier plan. Companian does not charge for messages, but your carrier may.

Opt-out. You can opt out at any time by replying STOP to any Companian message. Opt-out is processed automatically; you will receive one confirmation message and no further messages thereafter. To re-subscribe, reply START.

Help. Reply HELP to any Companian message for help, or contact us at hello@companian.health.

Mobile information is not shared. Companian does not share or sell mobile phone numbers, opt-in data, or text message content with third parties for marketing purposes. Your mobile information is used only for the care coordination communications you have consented to receive and is shared with our telecommunications service provider (Twilio Inc., operating under a HIPAA Business Associate Agreement) solely to deliver those messages.

5. Email communications

We may send transactional and operational emails to patients, family members, partner providers, and staff users — including enrollment confirmations, care updates, and service notifications. Marketing emails, if any, will include an unsubscribe link.

6. Voice calls and call recording

Calls made through the Companian platform — including calls between care coordinators and patients — may be recorded for quality assurance, training, documentation, and regulatory compliance purposes. Recordings and transcripts are stored as part of the patient’s care record and are subject to the same protections as other PHI we hold. Where required by law, you will be notified at the start of the call that the call may be recorded.

7. Cookies and website analytics

Our website uses cookies and similar technologies to maintain session state, analyze traffic, and improve the user experience. You can configure your browser to refuse cookies, though some site features may not function correctly without them.

8. HIPAA and protected health information

Companian processes protected health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable state privacy laws. Companian operates as a Business Associate under Business Associate Agreements with our partner clinical practices, which govern our use and disclosure of patient PHI.

Patients enrolled in Companian’s services have the rights afforded by HIPAA, including the right to access their information, request corrections, and receive an accounting of disclosures. Requests should be directed to the partner clinical practice that enrolled you; we will support that practice in fulfilling your request.

9. Data security

We use industry-standard administrative, physical, and technical safeguards to protect information against unauthorized access, disclosure, alteration, or destruction. This includes encryption of data in transit and at rest, access controls, logging and audit trails, and ongoing security review. No system is perfectly secure, and we cannot guarantee that information will never be accessed by unauthorized parties.

10. Data retention

We retain information for as long as necessary to provide services, satisfy legal and regulatory requirements (including Medicare documentation requirements), resolve disputes, and enforce our agreements. Patient health records are retained in accordance with applicable medical record retention laws.

11. Children

Companian’s services are intended for adults receiving care coordination services. We do not knowingly collect information from children under 13.

12. Users outside the United States

Companian’s services are provided in the United States. If you are accessing our services from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those of your country.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above. Material changes will be communicated to active users where appropriate.

14. Contact us

For questions about this Privacy Policy or about how Companian handles your information, contact us at hello@companian.health.