Submit a Secure Referral

Privacy Policy

Effective date: October 10, 2026

Last updated: October 11, 2026

1. Who we are

idemidem (“we,” “us,” “our”) provides independent, person-centered care coordination and discharge transition support. This Privacy Policy explains how we handle information collected through idemidem.com (the “Website”). idemidem is not a medical provider and does not make clinical decisions.

2. Website information and health information

This policy covers two different kinds of information, and they are handled differently.

  • Website information is what you send us through the Website’s general contact form or consumer request form, or by email, plus the basic technical information described below. This policy governs that information.
  • Referral and patient information is information we receive in connection with a referral or while coordinating a person’s care transition. We receive it through our secure referral form and through our agreements with referring organizations. This is protected health information and is handled under HIPAA and the agreements that apply to it.

3. Please do not send health information through the contact form or email

Our general contact form and email are not designed for health information. Please do not include patient names, diagnoses, treatment details, or other health information in them. To submit a referral, use the Submit a Referral button on this Website. Referrals are submitted through a secure referral form operated by our form provider, which you reach from that button.

4. Information we collect through the Website

  • Contact form: your first and last name, phone number, email address, ZIP code, the type of organization you are with (and a description if you choose Other), whether this is your first contact, the services you are interested in, your preferred contact method and best time to reach you, an optional note about how you heard about us, your message, your acknowledgment that you will not include health information, and your consent to be contacted.
  • Consumer request form: your name, email address, the type of request, and any details you provide. We also record the IP address your request comes from when you submit the form.
  • Technical information: your IP address, browser type, device type, pages requested, and the date and time of each visit. Our hosting provider collects this automatically in server logs.
  • Form protection: to prevent spam and abuse, our forms briefly keep a scrambled (hashed) version of your IP address, for up to one hour, to limit how many times a form can be submitted. We also keep a scrambled fingerprint of each submission for 24 hours so that we can refuse exact duplicates. Neither is stored in readable form, and neither is used to identify you.
  • Website statistics: our own visitor statistics tool runs on our hosting and records the pages visited, the website that referred you, your browser and operating system, your device type, and your approximate location (country, region, and city). It does not use cookies and does not keep your IP address. To count each day’s unique visitors, it shortens the address and scrambles it with a code that changes every day, so it cannot recognize you from one day to the next.
  • Secure referral form: the client’s name, date of birth (optional), and phone number; the name of the person submitting the referral, an optional email address for the referral, and their relationship to the client; the client’s current location, county, and managed care plan; any other information you choose to include; and up to six files you choose to attach. This is protected health information and is handled as described in Section 2. The form is operated by our secure form provider, not on this Website. When you press Submit, the provider also asks for your email address as part of its own submission step.

5. How we use information

We use Website information to respond to your questions, handle privacy requests, keep the Website secure and working, and comply with the law. We use referral and patient information to coordinate care transitions, as permitted by HIPAA and the agreements that apply.

6. How our forms work

When you submit a form on the Website, it is sent to our team by email. Copies remain in our email system for the time described in Section 9. The Website does not keep a separate database copy of form submissions.

7. Who handles information on our behalf

We collect the information you voluntarily provide through our website forms to respond to your inquiries. We utilize trusted, enterprise-grade cloud service providers to securely transmit and process these communications. We also use service providers to run the Website and our services, such as our web hosting provider, our email provider, a fax service, and our secure referral form provider. They may handle information only to provide services to us. We may also disclose information when the law requires it, to protect safety or security, and, for referral and patient information, as HIPAA permits.

We do not sell personal information, and we do not share it with third parties for advertising or commercial marketing purposes.

8. Cookies and tracking

The Website does not use cookies for tracking or advertising, and does not use tracking pixels, third-party analytics, or advertising tools. Our hosting provider (IONOS) provides us with basic web analytics and visitor statistics, such as the number of visits, pages viewed, referring sites, browser and device types, and general location. IONOS generates these statistics directly from server log data without using cookies, and visitor IP addresses are fully anonymized immediately upon receipt to protect your privacy. IONOS keeps these statistics for about 8 weeks. We also run our own visitor statistics tool on our website hosting. It does not use cookies, and the information it records stays on our own server and is not shared with anyone. Because the Website does not track visitors across third-party websites or collect actionable tracking data, browser signals such as “Do Not Track” and Global Privacy Control (GPC) do not alter how the Website functions. If we add tracking cookies or advanced analytics tools in the future, we will update this policy first.

9. How long we keep information

We keep general inquiries and questions for 6 months, and potential leads or relationship prospects for 2 years. We keep information from people who become clients or sign contracts with us for 7 years. We delete spam and bot submissions immediately. We keep detailed website visitor statistics for 12 months. After that, we keep only total visit counts for the Website and for each page, which do not identify anyone. We keep consumer requests and our responses for 24 months. We keep referral and patient information for 7 years, or longer where HIPAA, our agreements, or other laws require. Our secure referral form provider keeps a copy of each referral only until we confirm that our own copy is complete, which we do about once a week. We delete or anonymize personal information when it is no longer necessary for the purposes described in this policy. You may also ask us to delete your information, as explained in Section 12.

10. Security

We use reasonable safeguards to protect information. No website or email system can be guaranteed completely secure, which is another reason not to send health information through the contact form or email.

11. Children’s privacy

The Website is intended for a general audience and does not offer services to children. If we learn that a child under 18 has sent us personal information through the Website, we will use it only to tell the child that they cannot use the Website.

12. Your privacy rights

Depending on where you live, you may have rights over your personal information, such as the right to know what we collect and how we use it, to access or correct it, to delete it, to opt out of its sale or sharing, to limit the use of sensitive information, and not to be treated unfairly for using these rights. Some information, including protected health information covered by HIPAA, is handled under different rules and may not be covered by these rights. We offer these choices to everyone who contacts us, whether or not a law requires it. We do not disclose personal information to third parties for their own direct marketing purposes.

To make a request, email privacy@idemidem.com or use our Consumer Request form at idemidem.com/consumer-request.

We verify your identity before processing your request. To do this, we ask you to provide your name and email address so we can match them against our existing records. We also record the IP address from which your request originates. If we cannot verify your identity using this information, we may be unable to fulfill your request.

You may designate an authorized agent to submit requests on your behalf. We will require the agent to provide proof of your signed permission and may require you to verify your identity directly with us.

We will respond to your request within 45 calendar days of receipt. If we reasonably require additional time (up to 45 more days), we will notify you in writing within the original 45-day window to explain the reason for the delay. If we must deny a request, we will provide a detailed explanation of the reasons why.

13. Links to other websites

The Website may link to websites we do not operate. We are not responsible for their content or privacy practices.

14. Changes to this policy

We may update this policy. We will post the new version on this page with a new “last updated” date. We will update it before we begin new practices, such as adding analytics, taking payments, or launching new forms.

15. Contact us

Questions about this policy: privacy@idemidem.com or idemidem.com/contact.