Website Privacy Policy

Effective Date: 6/1/2026 Last Updated: 6/1/2026

1.  Introduction and Scope

This Website Privacy Policy (“Policy”) describes how Manifest MedEx (“MX,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information when you visit, use, or interact with our website located at www.manifestmedex.org and any related webpages or online services that link to this Policy (collectively, the “Website”).

This Policy applies to visitors and users of the Website. Manifest MedEx is a California-based health information exchange subject to health information privacy and security requirements, including HIPAA, HITECH, and the California Confidentiality of Medical Information Act (“CMIA”), when those laws apply to our health information exchange activities. This Policy is designed to support compliance with applicable website privacy and consumer protection laws, which may include the California Consumer Privacy Act (“CCPA”), California Online Privacy Protection Act (“CalOPPA”), the federal Children’s Online Privacy Protection Act (“COPPA”), the Controlling the Assault of Non-Solicited Pornography and Marketing Act (“CAN-SPAM”), and Section 5 of the Federal Trade Commission Act, which prohibits unfair or deceptive practices. California-specific privacy rights are described in Section 7.

This Policy does not apply to information collected by MX through means other than the Website, including information collected offline, by telephone, through MX’s health information exchange services, or through separate applications or services that do not link to this Policy. It also does not apply to information collected by third parties, including through any application, service, or content that may link to or be accessible from the Website. 

By using the Website, you acknowledge that you have read and understood this Policy. If you do not agree with our practices as described in this Policy, please do not use the Website.

2. Information We Collect

We collect limited categories of personal information through the Website. In this Policy, “personal information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked with a particular individual or household.

  1. Identifiers. We collect identifiers such as your name, email address, telephone number, company, and message content when you complete a Website form or otherwise communicate with us through the Website. We also collect device and usage identifiers through Google Analytics 4 (“GA4”), including information associated with your browser, device, and session.
  2. Internet or Other Electronic Network Activity Information. Through GA4, we collect information about your interactions with the Website and related device, browser, session, and traffic source information, as described in Section 3.
  3. Geolocation Data. Through GA4, we collect approximate geographic location information, as described in Section 3. We do not collect precise geolocation data through the Website.
  4. Sensitive Personal Information. We do not intend to collect sensitive personal information through the Website. Please do not include Social Security numbers, government-issued identification numbers, financial account information, health information, or other sensitive information in Website forms or messages unless we specifically request it for a stated purpose. 

3. How We Collect Information

We collect personal information from several sources and through various methods.

  1. Information You Provide Directly. We collect personal information that you voluntarily provide when you interact with the Website, including information submitted through the Contact Form, Newsletter Form, Opt-Out Form, Rescind Opt-Out Form, and Partner with MX Form. These forms typically collect name, email address, phone number, company, and message content. Contact Form, Newsletter Form, Opt-Out Form, and Rescind Opt-Out Form submissions are sent by email and are not stored on the Website. Partner with MX Form submissions are transmitted to and stored in Salesforce. You are not required to provide personal information to browse the Website, but certain features may not be available if you choose not to provide the requested information.
  2. Information Collected Automatically. When you visit the Website, we automatically collect certain information about your device and your use of the Website through cookies and similar technologies, including GA4. Through GA4, we collect Website usage, device, browser, session, traffic source, and approximate location information, including pages visited, time on page, scroll depth, clicks, session duration, bounce rate, new versus returning visitor status, browser type and version, operating system, device type, screen resolution, language preferences, and country, region, and city derived from anonymized IP address information. IP addresses are anonymized by default in GA4.
  3. Information from Third Parties. We may receive Website usage information from analytics providers, including GA4, who help us understand Website traffic and usage patterns. We may also receive information from Salesforce in connection with Partner with MX form submissions. When we receive information from third parties, we treat it in accordance with this Policy and any additional restrictions imposed by the source of the information.

4. How We Use Information

We use the personal information we collect through the Website for the limited purposes described below, including to operate, maintain, and improve the Website, respond to inquiries, manage opt-out and rescind opt-out requests, and evaluate potential partnerships with MX.

  1. Providing and Improving the Website. We use your information to respond to your requests, process Website opt-out and rescind opt-out submissions, evaluate Partner with MX inquiries, and provide information you request. We analyze how visitors use the Website to understand trends, diagnose technical problems, and improve the functionality, performance, and user experience of the Website.
  2. Website Analytics. We use Website information for internal analytics purposes to understand visitor activity, improve Website content and navigation, measure Website performance, identify trends, and aggregate or de-identify information so that it no longer identifies you and may be used for any lawful purpose.
  3. Communicating with You. We use your contact information to respond to your inquiries, comments, and requests. If you subscribe to our newsletter or otherwise opt in to receive communications, we use your information to send you newsletters and information about MX, our services, and events that may interest you.
  4. Security and Fraud Prevention. We use your information to detect, investigate, and prevent fraudulent transactions, unauthorized access, and other illegal or harmful activities. We monitor the Website for security threats and take steps to protect the integrity of our systems and the safety of our users.
  5. Legal Compliance and Protection of Rights. We use your information to comply with applicable laws, regulations, and legal processes. We may use and disclose your information to enforce our terms of service, protect our rights, property, or safety, and protect the rights, property, or safety of our users or others.

5. How We Share Information

We share personal information collected through the Website with third parties only in the limited circumstances described below.

  1. Service Providers. We share personal information with third-party service providers who perform services on our behalf. These service providers may include website hosting companies, email service providers, customer relationship management platforms, including Salesforce for Partner with MX submissions, analytics providers, including GA4, and customer support vendors. Our service providers are contractually obligated to use personal information only as necessary to provide services to us and to maintain appropriate security measures to protect your information.
  2. Analytics Providers. We use GA4 to analyze Website traffic and usage patterns. GA4 processes information according to Google’s applicable terms and privacy disclosures. We do not share Website information with advertising networks to deliver targeted advertising on third-party websites or platforms.
  3. Business Partners. We may share information with business partners when you ask us to do so or when it is necessary to respond to your inquiry, evaluate a potential partnership, or provide information you requested.
  4. Legal Requirements and Protection of Rights. We may disclose personal information if we believe in good faith that disclosure is necessary to comply with applicable law, regulation, legal process, or governmental request; to enforce our terms of service or other agreements; to protect the rights, property, or safety of the Company, our users, or the public; to detect, prevent, or address fraud, security, or technical issues; or to respond to an emergency that we believe in good faith requires disclosure to prevent harm.
  5. Aggregated or De-Identified Information. We may share aggregated or de-identified information that cannot reasonably be used to identify you with third parties for any lawful purpose.

6. Cookies and Tracking Technologies

The Website uses cookies and similar tracking technologies, including GA4, to collect information automatically as described in Section 3. This section explains the types of cookies and similar technologies we use, their purposes, and your choices.

  1. Types of Cookies We Use. We use strictly necessary cookies that are essential for the Website to function properly and cannot be disabled. These cookies enable core functionality such as security, network management, and accessibility, and you cannot opt out of these cookies. We may use functional cookies that enable enhanced functionality, such as remembering language preferences or other settings. We use analytics cookies, including GA4 cookies, to help us understand how visitors interact with the Website, as described in Section 3. We do not use advertising cookies to deliver targeted advertising on third-party websites or platforms.
  2. Your Cookie Choices. You can control cookies through your browser settings. Most browsers allow you to block or delete cookies, set preferences for certain types of cookies, or receive a notification before a cookie is placed. Please note that blocking or deleting cookies may affect the functionality of the Website and your user experience. For more information about managing cookies in your browser, consult your browser’s help documentation.
  3. Do Not Track. Some browsers offer a “Do Not Track” feature that sends a signal to websites requesting that browsing activity not be tracked. The Website does not currently respond to Do Not Track signals.
  4. Third-Party Tracking. Analytics cookies and similar technologies are described in Section 3. We do not use third-party advertising networks to deliver targeted advertising on third-party websites or platforms. We do not control third-party analytics providers’ technologies or how they may be used outside our Website.

7. California Privacy Rights

If you are a California resident, you may have specific rights under applicable California privacy laws regarding your personal information. This section describes those rights and how to exercise them.

  1. Right to Know and Access. You may have the right to request that we disclose to you the categories of personal information we have collected about you, the categories of sources from which we collected the personal information, the business or commercial purposes for which we collected, used, or disclosed the personal information, the categories of third parties with whom we disclosed the personal information, and the specific pieces of personal information we have collected about you, subject to applicable law.
  2. Right to Delete. You may have the right to request that we delete personal information we have collected from you, subject to certain exceptions. We may deny a deletion request if retaining the information is necessary for us or our service providers to respond to your request, detect security incidents, protect against malicious or illegal activity, debug to identify and repair errors, exercise free speech or another legal right, comply with the California Electronic Communications Privacy Act, enable solely internal uses reasonably aligned with your expectations, comply with a legal obligation, or as otherwise permitted by applicable law.
  3. Right to Correct. You may have the right to request that we correct inaccurate personal information that we maintain about you, taking into account the nature of the personal information and the purposes of processing the information.
  4. Right to Opt Out of Sale or Sharing. You may have the right to opt out of the “sale” of your personal information and the “sharing” of your personal information for cross-context behavioral advertising purposes. Under the CCPA, “sale” means disclosing personal information to a third party for monetary or other valuable consideration, and “sharing” means disclosing personal information to a third party for cross-context behavioral advertising, whether or not for monetary consideration. We do not sell personal information for money or use Website information to deliver targeted advertising on third-party websites or platforms. To the extent any Website activity is deemed a sale or sharing under applicable law, you may opt out by contacting us as described in Section 14 or by enabling the Global Privacy Control (“GPC”) signal in your browser. For more information about GPC, visit https://globalprivacycontrol.org.

Note: “Personal information” as used in this Policy refers to website analytics and/or marketing data, not your health or medical information. To opt out of the use of your personal information in website activity and/or online identifiers for marketing and/or advertising purposes, email privacy@manifestmedex.org with the subject line ‘Do Not Sell My Personal Information’.

  1. Right to Limit Use of Sensitive Personal Information. As described in Section 2, we do not intend to collect sensitive personal information through the Website or use sensitive personal information collected through the Website for purposes that require a right to limit under the CCPA. If this changes, we will update this Policy and provide any required method for exercising the right to limit.
  2. Right to Non-Discrimination. We will not discriminate against you for exercising any applicable privacy rights. We will not deny you services, charge you different prices or rates, provide you with a different level or quality of services, or suggest that you will receive a different price or rate or different level or quality of services because you exercised a privacy right.
  3. How to Submit a Request. To exercise an applicable privacy right, please contact us as described in Section 14. We will verify your identity before processing your request by matching information you provide with information we already have about you. Depending on the nature of your request, we may ask you to provide additional information to verify your identity. If we cannot verify your identity, we may deny your request.
  4. Authorized Agents. You may designate an authorized agent to submit a request on your behalf. If you use an authorized agent, we may require the agent to provide proof of written authorization signed by you, and we may still require you to verify your identity directly with us. If the agent has a power of attorney, we may not require separate written authorization, but we may still verify your identity.
  5. Response Timing. We will respond to privacy requests within the time required by applicable law. Where required, we will acknowledge receipt of your request within 10 business days and provide a substantive response within 45 calendar days of receiving your verifiable request. If we need additional time, we will inform you in writing of the reason and the extension period.

8. Your Privacy Choices

In addition to the California-specific rights described in Section 7, you have several choices regarding your personal information and how we communicate with you.

  1. Information You Submit. You may contact us to request changes to personal information you submitted through the Website.
  2. Marketing Communications. You can opt out of receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any marketing email or by contacting us at info@manifestmedex.org. Even if you opt out of marketing emails, we may still send non-marketing communications, such as responses to your inquiries or messages related to MX services.
  3. Location Information. We do not collect precise geolocation data through the Website. For choices about cookies and similar technologies, see Section 6.
  4. Cookie Preferences. Your cookie choices are described in Section 6.

9. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, as described in this Policy, unless a longer retention period is required or permitted by law.

The criteria we use to determine retention periods include the nature of the personal information, the purposes for which we collected and processed it, our legitimate business needs, and applicable legal requirements such as statutes of limitations, ongoing litigation, and regulatory obligations. For Website form submissions, we retain personal information for as long as necessary to respond to the request, maintain appropriate business records, and comply with applicable legal obligations. We retain information collected through cookies and similar technologies in accordance with the retention settings of our analytics providers.

When personal information is no longer necessary for the purposes for which it was collected and there is no legal requirement to retain it, we will delete, anonymize, or aggregate the information so that it can no longer be used to identify you.

10. Data Security

We implement reasonable administrative, technical, and physical security measures designed to protect personal information from unauthorized access, disclosure, alteration, and destruction.

While we take reasonable steps to protect your personal information, no method of transmission over the Internet or method of electronic storage is completely secure. We cannot guarantee the absolute security of your personal information.

11. Third-Party Links

The Website may contain links to third-party websites, applications, or services that are not operated or controlled by us. This Policy does not apply to the privacy practices of those third parties. We are not responsible for the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of any third-party websites or services before providing them with your personal information or using their services.

12. Children’s Privacy

The Website is not directed at children under the age of 13, and we do not knowingly collect, use, or disclose personal information from children under 13 through the Website except as permitted by COPPA. If you are under 13 years of age, please do not use the Website or provide any personal information to us.

If you are a parent or guardian and you believe that your child under 13 has provided personal information to us through the Website without your consent, please contact us at privacy@manifestmedex.org so that we can delete the information as quickly as possible.

13. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes to this Policy, we will revise the “Last Updated” date at the top of this Policy. 

14. Contact Information

If you have questions, comments, or concerns about this Policy or our privacy practices, or if you wish to exercise your privacy rights, please contact us using the following information.

Privacy Inquiries: Manifest MedEx Attention: Privacy Team 3993 Jurupa Ave Riverside, CA 92506 Email: privacy@manifestmedex.org.

Note: “Personal information” as used in this Policy refers to website analytics and/or marketing data, not your health or medical information. To opt out of the use of your personal information in website activity and/or online identifiers for marketing and/or advertising purposes, email privacy@manifestmedex.org with the subject line ‘Do Not Sell My Personal Information’.

For privacy inquiries or California privacy requests, please email privacy@manifestmedex.org with the subject line “Privacy Request” or contact us using the information above.

If you are not satisfied with our response to your inquiry or complaint, you may contact the California Attorney General at https://oag.ca.gov/privacy or the California Privacy Protection Agency at https://cppa.ca.gov/.