Privacy Policy

Who we are

Proxeum, Inc. (“Proxeum,” “we,” “us”) provides Proxeum, a project and portfolio management platform for healthcare organizations, available at app.proxeum.com (the “Service”). Our website is proxeum.com.

Our role

Most information in the Service is entered by our customers (the hospitals and organizations that sign up) and their users. For that information, we act on our customer’s behalf and follow their instructions. If you use Proxeum through your employer, your employer controls your account and the information in it. Questions about that information should go to your employer first.

For information we collect for our own purposes, such as website visits, sales conversations, and account administration, Proxeum decides how it is used, as described in this policy.

Information we collect

Account information. Name, work email address, job title, organization, and role. If you sign in with Microsoft, we receive your name, work email, and a Microsoft account identifier. We do not receive your Microsoft password.

Content you add. Projects, plans, tasks, status updates, meeting notes, transcripts, documents, comments, and other work information you or your organization enter.

Connected Microsoft 365 data (only if you choose to connect it). If you connect Outlook or Teams features, we access only what that feature needs, for example adding Proxeum meetings to your calendar, or reading a single email when you click “Add to Proxeum.” We do not read your inbox unless you turn on a feature that clearly says it will, and you can disconnect at any time.

Usage information. Pages and features used, time spent, device and browser type, IP address, and error reports that help us find and fix problems.

Communications. Emails and support requests you send us.

Website. Basic analytics about visits to proxeum.com.

Information we ask you not to enter

Proxeum is built for project and operations work. It is not designed to store protected health information (PHI) such as patient names, medical record numbers, or clinical details. Please do not enter PHI unless your organization has a signed Business Associate Agreement with Proxeum that covers it. Some features, such as meeting transcripts, include a confirmation step and automatic checks to help prevent PHI from being added.

How we use information

• To provide, operate, and secure the Service
• To create and manage accounts and control who can see what
• To send service emails such as invitations, password resets, reminders, and notifications
• To provide AI-assisted features that you choose to use (see AI features)
• To provide support and respond to requests
• To monitor reliability, prevent misuse, and fix problems
• To improve the Service, using aggregated or de-identified information where possible
• To meet legal obligations

Service providers we use

We share information with service providers only as needed to run the Service, under agreements that limit their use of it:

We may also share information if required by law, to protect the rights and safety of users or the public, or as part of a merger, acquisition, or sale of assets, with notice to customers as required by our agreements.

AI features

Some features, such as writing coaches, plan generation, and meeting summaries, send the relevant text to our AI provider (Anthropic) to produce a result. That provider does not use this data to train its models under our agreement with them. AI output can be wrong, so please review it before relying on it.

How long we keep information

We keep customer content for as long as the customer’s account is active, and for up to 90 days after the account ends so it can be exported, unless the customer asks us to delete it sooner or the law requires otherwise. Backups are retained for up to 30 days. Usage and error logs are kept for a limited time and then deleted or de-identified.

How we protect information

• All connections are encrypted (HTTPS/TLS), and our providers encrypt stored data
• Each organization’s data is separated so one customer cannot see another’s
• Access is limited to the people who need it, and two-step login is required for our administrator accounts
• We regularly review our security and test the separation between customers

No system is perfectly secure. If we learn of a security incident affecting your information, we will notify affected customers as required by law and our agreements.

Your choices and rights

• Access, correct, or delete: if you use Proxeum through your employer, contact your employer’s Proxeum administrator, or email us and we will route your request to them.
• Email: you can manage notification settings in the Service. Some service emails, such as password resets, can’t be turned off.
• Microsoft 365: you can disconnect Outlook or Teams features at any time in your settings, and your organization’s IT team can remove Proxeum’s access from their Microsoft admin center.
• State privacy rights: depending on where you live, you may have additional rights to access, correct, delete, or obtain a copy of your personal information. Email us to make a request. We will not discriminate against you for using these rights.

Children

The Service is for professional use and is not directed to children under 16. We do not knowingly collect their information.

International users

We store and process information in the United States. If you use the Service from outside the United States, your information will be transferred to the United States.

Changes

We may update this policy. If we make material changes, we will update the effective date and notify customer administrators in advance by email or in the Service.

Contact us

See also our Terms of Service.