Privacy Policy

1. Introduction

DHC Systems (“DHCS”, “we”, “us”, or “our”) provides cloud-based reporting, compliance, and data management tools to our clients and their authorized users. This Privacy Policy explains how we collect, use, disclose, and protect personal information when users access DHCS through our website or through the DHCS mobile application (“the App”), which loads the DHCS web environment within an embedded browser.

By using the DHCS website or mobile application, you agree to the terms described in this Privacy Policy.

2. Information We Collect

We collect information in two ways:

2.1 Information You Provide

Users may create accounts on the DHCS website, which may include:

Full name
Email address
Organization or company details
Password (encrypted)
User settings and preferences

Account creation occurs on the website, even when accessed through the mobile app.

2.2 Information Automatically Collected

When accessing DHCS (whether through browser or mobile app), we may automatically collect:

a. IP Address

Used for:

Security
Authentication
Geolocation accuracy
System usage analysis

b. Device Information (Partial)

We may detect limited device details such as:

Browser or WebView type
Operating system family
Screen dimensions

c. Timestamps

We log:

Login times
Session start/end
Report access times
System usage patterns

d. Usage Logs (Partial)

To improve system reliability and support, we may record:

Pages visited
Buttons or forms interacted with
Error messages
Performance and latency data

Usage logging varies depending on user permissions and the DHCS module you are accessing.

2.3 Analytics Data

We use third-party analytics tools to understand feature usage and improve system performance:

Google Analytics

Used to:

Measure traffic
Detect navigation patterns
Improve user experience

Google Analytics may collect:

IP address
Device/browser type
Page interactions

Microsoft Clarity

Used for:

Interaction heatmaps
Session replays (with masking)
UX performance monitoring

Clarity automatically obscures sensitive text fields and personal data.

All analytics data is aggregated and cannot be used to personally identify end users beyond the information DHCS already collects.

3. How We Use Your Information

We use collected data for:

Account authentication
Providing access to DHCS modules and reporting tools
Monitoring platform performance
Enhancing system reliability and security
Troubleshooting issues
Improving user experience based on usage patterns
Compliance with legal and contractual requirements

We do not sell personal information.

4. How We Share Information

We do not share or sell your information to advertisers or unrelated third parties.

We only share information with:

4.1 Service Providers

Limited data may be shared with:

Google Analytics
Microsoft Clarity

These providers operate under strict privacy terms and do not receive user passwords or sensitive business data.

4.2 Legal Requirements

We may disclose information if required by:

Law
Court order
Government request
Contractual compliance requirements

5. Embedded Website Behavior in the Mobile App

The DHCS mobile app loads website content inside a secure embedded browser (WebView). All website behavior—including authentication, logging, and analytics—functions identically within the app environment.

The app itself does not collect any additional personal data beyond what the website collects.

6. Cookies & Tracking Technologies

DHCS uses cookies and session storage for:

Login session management
User preference handling
Security features
Analytics

You may disable cookies through your browser settings, though doing so may impact system functionality.

7. Data Security

We use industry-standard security measures including:

HTTPS encryption
Encrypted passwords
Role-based access controls
Secure server infrastructure
Regular audits and monitoring

While no system is 100% secure, DHCS takes all reasonable steps to protect your information.

8. Data Retention

We retain data only as long as necessary to:

Provide services
Maintain audit trails
Meet regulatory requirements
Support your organization’s reporting obligations

Retention periods vary based on contractual agreements with client organizations.

9. Your Rights

Depending on your region, you may have the right to:

Request access to your personal data
Request corrections or updates
Request deletion (subject to organizational requirements)
Opt out of analytics
Request a copy of your data

Requests can be made by contacting:

📧 privacy@dhcsystems.com

10. Children’s Privacy

DHCS is not intended for children under 13.

User access is controlled by organizations who manage their own user accounts.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website and within the mobile app footer.

12. Contact Us

For privacy inquiries or data requests: