RenalWise Privacy Policy
Effective Date: August 21, 2026
Last Updated: August 21, 2026
RenalWise, LLC, including its affiliates and related entities (“RenalWise,” “we,” “us,” or “our”), respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect information through our websites, including renalwise.com, schedulewise.com and any other website that links to this Privacy Policy, and through our mobile applications, including RenalWise, and any other RenalWise application that links to this Privacy Policy.
For purposes of this Privacy Policy, we refer to our websites as the “Website,” our mobile applications as the “Apps,” and the Website, Apps, and related online services collectively as the “Services.”
RenalWise provides software and technology solutions for the renal and dialysis industry. Some RenalWise solutions may support healthcare organizations in connection with operational, administrative, staffing, workflow, survey readiness, scheduling, or related functions.
Where RenalWise processes information on behalf of a healthcare customer under a written agreement, including a business associate agreement or data processing agreement, RenalWise acts as a service provider, processor, or business associate, as applicable. In those circumstances, our processing is governed by our agreement with that customer. If there is a conflict between this Privacy Policy and the applicable customer agreement, business associate agreement, or data processing agreement, the customer agreement will control for information processed on that customer’s behalf.
Please read this Privacy Policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Services. By using or accessing the Services, you are accepting the practices described in this Privacy Policy.
1. Scope of This Privacy Policy
This Privacy Policy applies to information collected through the Services, including:
• The Website and any associated web-based dashboard or portal;
• RenalWise Apps that link to this Privacy Policy;
• Account registration, login, and authentication tools;
• Customer support, training, and related communications; and
• Other online services that link to this Privacy Policy.
This Privacy Policy does not apply to:
• Third-party websites, platforms, or services that RenalWise does not control;
• Customer systems, employee policies, or internal practices that are not operated by RenalWise;
• Patient portals, patient-facing services, or patient medical records unless expressly stated; or
• Separate RenalWise services that post or link to a different privacy policy.
To the extent RenalWise offers any patient-facing product, portal, or module, any information processed through that product on behalf of a healthcare customer is governed by the business associate agreement or other applicable written agreement between RenalWise and that customer, as described above.
2. Information We Collect
The information we collect depends on how you interact with the Services, whether you are visiting the Website, using an App, communicating with us, or accessing the Services through a RenalWise customer.
A. Information You Provide Through the Website
When you visit or interact with the Website, we may collect information that you choose to provide, such as:
• Name;
• Email address;
• Phone number;
• Company or organization name;
• Job title or role;
• Information submitted through contact forms, demo request forms, newsletter forms, or support forms;
• Communications, inquiries, feedback, or other messages you send to us; and
• Any other information you choose to provide.
B. Account and Profile Information
If you create or are assigned an account for the Services, we may collect information used to create, authenticate, and manage your account, such as:
• Name;
• Work or personal email address;
• Username or user ID;
• Phone number;
• Employer or organization name;
• Job title or role;
• Department, facility, clinic, or location assignment;
• User permissions, access level, and account status;
• Authentication credentials; and
• Related security information.
C. Staff Scheduling and Workforce Information
For staff scheduling Apps or workforce management Services, we may collect, process, or display workforce-related information, such as:
• Work schedules;
• Shift assignments;
• Shift availability;
• Time-off requests or availability preferences;
• Shift swap, coverage, or scheduling requests;
• Facility, clinic, department, or team assignments;
• Role-based staffing information;
• Manager approvals or scheduling actions;
• Scheduling notifications and confirmations; and
• Other scheduling or workforce information entered by you, your employer, or your organization.
This information relates to workforce management and staff scheduling. The staff scheduling App is not designed to collect patient names, patient contact information, medical record numbers, diagnosis information, treatment information, patient schedules, prescription information, or other patient protected health information (“PHI”). You must not enter patient names or other patient-identifying information or PHI into any free-text field, note, message, comment, file upload, or attachment within the App.
D. Communications and Support Information
If you contact us for support, training, sales, implementation, or other assistance, we may collect:
• Your name and contact information;
• Organization or employer name;
• The content of your request;
• Support tickets, notes, and communications;
• Technical information related to your issue;
• Feedback or survey responses; and
• Other information needed to respond to your request.
E. Website Usage, Cookies, and Similar Technologies
When you visit the Website, we may automatically collect information through cookies, server logs, and similar first-party technologies. We do not use third-party advertising, retargeting, or cross-site tracking tools. The information we collect through these technologies may include:
• IP address;
• Browser type;
• Device type;
• Operating system;
• Pages viewed;
• Referring and exit pages;
• Date and time of visit;
• Approximate location derived from IP address;
• Interactions with Website content;
• Cookie identifiers or similar online identifiers; and
• Other information about your use of the Website.
We may use this information to operate the Website, understand how visitors use the Website, improve our content and Services, maintain security, measure marketing effectiveness, and support business development.
F. App Device, Usage, and Technical Information
When you use our Apps, we may automatically collect certain technical and usage information, such as:
• Device type;
• Operating system and version;
• App version;
• IP address;
• Device identifiers;
• Log files;
• Date and time of access;
• Features used;
• Error reports and crash diagnostics;
• Performance data;
• Authentication events;
• Security logs; and
• General usage activity within the App.
We use this information to operate, secure, troubleshoot, maintain, and improve the Apps.
G. Mobile App Permissions
Our Apps may request permission to use certain device features when needed to provide App functionality. For example, the staff scheduling App may request permission to send push notifications related to scheduling, shift changes, approvals, reminders, or other workforce communications.
The staff scheduling App may request access to your device camera or photos to allow you to set or update a profile avatar, and may request permission to send SMS messages and push notifications related to scheduling and workforce communications. Unless expressly disclosed in the App, the staff scheduling App is not intended to require access to your contacts, microphone, precise location, health data, or other sensitive device features.
H. Location Information
Unless otherwise disclosed in the App, RenalWise does not collect precise GPS location from your device through the App. We may collect approximate location information derived from your IP address or from your organization, facility, or clinic assignment for security, access management, troubleshooting, or operational purposes.
3. How We Use Information
We may use information collected through the Services for the following purposes:
• To provide, operate, maintain, and improve the Services;
• To respond to inquiries, demo requests, sales requests, support requests, and other communications;
• To create, authenticate, and manage user accounts;
• To provide scheduling, workforce management, operational, workflow, and administrative functionality;
• To send Service related notifications, reminders, updates, and confirmations;
• To support customer administrators and authorized users;
• To provide implementation, training, customer support, and technical support;
• To analyze Website and App usage and improve performance, usability, reliability, and security;
• To troubleshoot errors, debug issues, and monitor App performance;
• To send administrative, transactional, or service-related communications;
• To send marketing communications where permitted by law;
• To detect, prevent, investigate, and respond to fraud, security incidents, unauthorized access, misuse, or technical issues;
• To comply with legal, regulatory, contractual, and customer obligations;
• To enforce our agreements, terms, and policies;
• To maintain business records; and
• For other purposes disclosed at the time information is collected or with your consent.
We do not use information from the App for patient care, diagnosis, treatment, or patient-facing communications.
We may use de-identified or aggregated information for internal product analytics, benchmarking, and product improvement as described in Section 4(F). We do not use personal information collected through the Services to train third-party artificial intelligence models, and we do not use such information for cross-context behavioral advertising or targeted advertising, except as expressly disclosed in this Privacy Policy and permitted by applicable law.
4. How We Share Information
We may disclose information as described below.
A. With RenalWise Customers and Authorized Administrators
If you access the Services through your employer or organization, information you enter into or generate through the Services may be accessible to that employer or organization, including its managers, administrators, and other authorized users, according to the customer’s account settings, permissions, and policies. For example, with respect to a staff scheduling App, your organization may access your schedule, availability, shift requests, approvals, confirmations, account status, and related scheduling activity.
B. With Service Providers
We may disclose information to vendors, contractors, and service providers that perform services for us, such as:
• Hosting and cloud infrastructure;
• App development and maintenance;
• Authentication and identity management;
• Analytics and performance monitoring;
• Crash reporting and diagnostics;
• Push notifications;
• Customer support and ticketing;
• Email and communications;
• Security monitoring;
• Data storage and backup; and
• Professional services.
These service providers are authorized to use information only as necessary to provide services to RenalWise or as otherwise permitted by contract and applicable law.
C. With Healthcare Customers Under Applicable Agreements
Where RenalWise provides Services to a healthcare organization, we may process and disclose information as directed or authorized by that customer and in accordance with applicable agreements, including business associate agreements, data processing agreements, software agreements, or service agreements.
D. For Legal, Compliance, Security, and Safety Purposes
We may disclose information if we believe disclosure is necessary or appropriate to:
• Comply with applicable law, regulation, legal process, subpoena, court order, or governmental request;
• Protect the rights, property, or safety of RenalWise, our customers, users, or others;
• Detect, investigate, or prevent security incidents, fraud, misuse, or unlawful activity;
• Enforce our agreements, terms, policies, or rights; or
• Maintain the security and integrity of the Services.
E. Business Transactions
We may disclose or transfer information in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar business transaction involving RenalWise.
F. Aggregated or De-Identified Information
We may use or disclose aggregated, de-identified, or anonymized information that does not reasonably identify an individual for analytics, benchmarking, research, product improvement, reporting, and other lawful business purposes. Where a customer agreement, business associate agreement, or data processing agreement expressly prohibits or restricts the use of aggregated or de-identified information derived from that customer’s data, we will not use or disclose such information except as permitted by that agreement, which will control.
5. Sale, Sharing, and Targeted Advertising
RenalWise does not sell personal information collected through the App for money.
RenalWise does not use the staff scheduling App to share personal information for cross-context behavioral advertising or targeted advertising unless we provide additional notice and update our applicable disclosures.
The Website may use cookies or similar first-party technologies for essential functionality and analytics purposes. The Website does not use third-party advertising or cross-context behavioral advertising cookies. You may have choices regarding cookies and tracking technologies as described in the “Cookies and Tracking Choices” section below.
6. Protected Health Information and HIPAA
RenalWise works with healthcare organizations and may enter into business associate agreements with certain customers. Some RenalWise services may involve information subject to the Health Insurance Portability and Accountability Act (“HIPAA”) or other healthcare privacy requirements when RenalWise processes that information on behalf of a covered entity or business associate customer.
However, our Services are designed as a workforce management and/or scheduling tool and is not intended to collect, maintain, or transmit patient PHI. Users should not enter patient names, medical record numbers, treatment details, diagnosis information, prescription information, patient schedules, or other patient-identifying health information except as expressly authorized by RenalWise and the customer for that purpose under applicable written agreements.
If PHI is inadvertently submitted through the Services, RenalWise will handle that information in accordance with applicable law and the relevant customer agreement, including any applicable business associate agreement.
7. Cookies and Tracking Choices
The Website may use cookies and similar first-party technologies to operate the Website, remember preferences, analyze traffic, understand visitor interactions, and improve the Services. These technologies generally fall into the following categories: (i) strictly necessary cookies required for the Website to function; and (ii) analytics and performance cookies. We do not use third-party marketing or advertising cookies or pixels.
Most browsers allow you to block, delete, or manage cookies through browser settings. If you disable cookies, some Website features may not function properly.
Where required by applicable law, we will provide additional choices or consent mechanisms for certain cookies and tracking technologies.
Do Not Track and Preference Signals: Some browsers or tools may transmit “Do Not Track” signals or other privacy preference signals. Because there is not a uniform industry standard for responding to all such signals, the Website may not respond to every “Do Not Track” signal. Where required by applicable law, we will process legally recognized opt-out preference signals, such as Global Privacy Control, in accordance with applicable requirements.
8. Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect information collected through the Services from unauthorized access, use, disclosure, alteration, or destruction. These safeguards may include, as appropriate:
• Encryption in transit;
• Encryption at rest, where appropriate;
• Access controls;
• Authentication measures;
• Role-based permissions;
• Logging and monitoring;
• Secure hosting environments;
• Security testing and vulnerability management;
• Employee access limitations; and
• Contractual confidentiality obligations for service providers.
No method of transmission or storage is completely secure. We cannot guarantee absolute security of information transmitted to or stored through the Services.
9. Data Retention
We retain information for as long as reasonably necessary to provide the Services, support our customers, comply with legal and contractual obligations, resolve disputes, maintain security, and enforce agreements.
For customer-controlled Services, retention periods may depend on the applicable customer agreement, the customer’s configuration, and the customer’s instructions. We may also retain certain records for legitimate business, legal, security, audit, backup, fraud prevention, compliance, or contractual purposes.
When information is no longer needed, we will delete, de-identify, or otherwise handle it in accordance with applicable law and contractual obligations.
10. Your Choices and Rights
Your choices and rights may depend on how you use the Services and whether RenalWise processes your information for its own purposes or on behalf of a customer.
A. Website Communications
You may opt out of marketing emails by following the unsubscribe instructions in the email or by contacting us. Even if you opt out of marketing communications, we may still send administrative, transactional, support, or service-related communications.
B. Account Information
You may be able to review or update certain account information directly through the Services. If your account is managed by your employer or organization, you may need to contact your employer, organization administrator, or RenalWise support to update your information.
C. Push Notifications
You can opt out of push notifications through your mobile device settings. If you disable notifications, you may not receive important scheduling alerts, reminders, approvals, or updates.
D. Account and Data Deletion
If Services allow you to create an account directly within Services, you may request deletion of your account and associated data through the App account page or by emailing privacy@renalwise.com.
If your account was created or is managed by your employer or organization, your deletion request may need to be submitted to or approved by that employer or organization, and RenalWise may process the request in accordance with the customer’s instructions and applicable law.
We may retain certain information after a deletion request where necessary for legitimate business, legal, security, audit, backup, fraud prevention, compliance, or contractual purposes.
E. Privacy Requests
Depending on your location and applicable law, you may have rights to request access to, correction of, deletion of, or information about certain personal information. You may also have rights to object to or opt out of certain processing, or to appeal certain decisions regarding your request.
If RenalWise processes your information on behalf of your employer or organization, we may direct your request to that customer or process the request in accordance with that customer’s instructions.
11. Children’s Privacy
The Services are intended for business, healthcare organization, and authorized workforce use. They are not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the Services.
If we learn that we have collected personal information from a child under 13 without appropriate authorization, we will take reasonable steps to delete that information.
12. International Users
The Services are intended for use in the United States unless otherwise agreed in writing. If you access the Services from outside the United States, you understand that your information may be processed in the United States or other locations where RenalWise or its service providers operate.
13. Third-Party Services and Links
The Services may include links to, integrations with, or functionality provided by third-party services, such as hosting providers, authentication providers, analytics tools, crash reporting tools, notification providers, customer support tools, customer systems, or external websites.
This Privacy Policy does not apply to third-party websites, applications, or services that RenalWise does not control. We encourage you to review the privacy policies of any third-party services you use.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will take reasonable steps to notify users or customers, such as by updating the “Last Updated” date, posting notice on the Website, providing notice through an App, or notifying customer administrators.
Your continued use of the Services after an updated Privacy Policy becomes effective means that you acknowledge the updated Privacy Policy, subject to applicable law and customer agreements.
15. Contact Us
If you have questions about this Privacy Policy or RenalWise’s privacy practices, please contact us at privacy@renalwise.com or by mail at RenalWise, LLC, Attn: Privacy, 24654 N Lake Pleasant Pkwy #103-834; Peoria, AZ 85383.
If your question relates to your employment, schedule, account access, or information controlled by your employer or organization, please contact your employer or organization administrator first.