Privacy Policy
This Privacy Policy explains what information CordialChart collects, how we use and share it, and the choices you have. CordialChart is a clinical rotation tracking service for EMS education programs.
1. Who we are
CordialChart is operated by Cordial Emergency Medical Services LLC, a Texas limited liability company doing business as “CordialChart” (“we,” “us,” or “our”), a product of Cordial Fire/EMS Education. For privacy questions, contact Support@CordialChart.com or Cordial Emergency Medical Services LLC, 5835 Callaghan Road, Suite 502, San Antonio, TX 78228.
2. Information we collect
We collect information that programs and their users provide, and some information automatically:
- Account and contact information — names, email addresses, phone numbers, and roles for coordinators, instructors, preceptors, and students.
- Emergency contact information a program chooses to store for its students.
- Program records — rotations, hours, skills, evaluations, schedules, sites, and related educational records entered by the program and its users.
- De-identified patient-care documentation — records of clinical encounters for training purposes. These are de-identified by design: CordialChart does not request or intend to store patient names, dates of birth, addresses, insurance details, or other patient identifiers.
- Payment information — when a program or student pays, our payment processor collects the payment details. We receive confirmation and limited billing information but do not store full card numbers.
- Technical and usage data — log data, device and browser information, and error diagnostics used to operate, secure, and improve the service.
3. How we use information
- to provide, maintain, secure, and improve CordialChart;
- to authenticate users and enforce role-based access;
- to process payments and manage subscriptions and invoices;
- to send service-related communications (for example, sign-off links, notifications, and receipts);
- to support accreditation, evaluation, and recordkeeping within a program; and
- to comply with legal obligations and enforce our Terms.
We do not sell personal information, and we do not use student information for advertising.
4. How information is shared
We share information only as needed to run the service:
- Within the program. Information is visible to authorized users of the same program according to their role.
- Service providers. We use trusted vendors to operate CordialChart — for example, cloud hosting and infrastructure, a payment processor for billing, an email delivery provider for service messages, and error-monitoring tools. They may process information only to provide services to us.
- Legal and safety. We may disclose information to comply with law, enforce our agreements, or protect the rights, safety, and security of users and the public.
- Business transfers. Information may transfer as part of a merger, acquisition, or sale of assets, subject to this Policy.
5. Student and education records
When CordialChart holds student education records on behalf of a program, the program controls those records and is responsible for obtaining any required consents. We act as the program’s service provider and process student records only to provide the service and under the program’s direction, consistent with applicable education-privacy laws.
6. Record retention and integrity
Because CordialChart records support accreditation, evaluation, and attribution, certain records — including messages and signed entries — are retained and cannot be deleted by users once created. We retain Program Data for as long as a program maintains its account and as needed for legal, accreditation, and recordkeeping purposes, and we may retain de-identified data after that. A program may request export or deletion of its data as described in our Terms, subject to records we are required or permitted to keep.
7. Security
We use reasonable administrative, technical, and organizational safeguards to protect information, including encryption in transit, access controls, and multi-tenant isolation so each program sees only its own data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
8. Your choices and rights
Depending on your role and location, you may have rights to access, correct, export, or delete certain personal information. Students and program staff should direct these requests to their program, which controls the records; programs may contact us for assistance. You may also contact us directly at Support@CordialChart.com.
9. Children and minors
CordialChart is intended for use by EMS education programs and their staff and students, who are generally adults. Where a program enrolls minors (for example, a high-school EMR course), the program is responsible for obtaining the parental or guardian consents required by law before entering a minor’s information. We do not knowingly collect personal information directly from children under 13. If you believe a minor’s information has been provided improperly, contact us and we will address it.
10. Data location
CordialChart is operated in the United States, and information is processed and stored in the United States. If you access the service from outside the United States, you understand your information will be handled as described here.
11. Changes to this Policy
We may update this Policy from time to time. If we make material changes, we will provide notice through the service or by email. The “Effective” date above shows when this version took effect.
12. Contact us
Questions about this Policy or your information? Email Support@CordialChart.com, or write to Cordial Emergency Medical Services LLC, 5835 Callaghan Road, Suite 502, San Antonio, TX 78228.