Acceptable Use Policy

Compliant Communications provides a suite of services—including VoIP telephony, Secure Fax, Remote Workforce Solutions, and Virtual Answering Services—designed to support healthcare providers and other HIPAA-regulated entities in delivering secure, efficient, and compliant communication solutions. This Acceptable Use Policy (AUP) outlines the permitted and prohibited uses of these services to ensure reliability, security, and compliance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA). By using our services, you agree to adhere to this AUP.

Scope

This AUP applies to all users of Compliant Communications services, including employees, contractors, agents, and authorized third parties acting on behalf of a subscribing healthcare organization (“Users”). Services are intended for standard business operations, typically aligned with an 8-hour workday and 40-hour workweek, and are not designed for high-volume call center operations or 24/7 maximum utilization environments unless explicitly specified in your service agreement.

Permitted Use

Users may leverage Compliant Communications services for legitimate business purposes related to healthcare operations, including but not limited to:

Facilitating patient-provider communication (e.g., appointment scheduling, follow-ups).
Transmitting Protected Health Information (PHI) in compliance with HIPAA and service-specific security features.
Conducting administrative tasks such as referrals, billing, or coordination of care.
Utilizing telephony, fax, remote workforce tools, and virtual answering services within the bounds of subscribed features and typical business hours (e.g., ~8 hours/day, 40 hours/week).
Integrating services with EHRs, LIS systems, or other healthcare workflows as supported by our platforms.

Prohibited Use

To maintain service integrity, security, and compliance, Users are prohibited from:

Non-Compliant Activities: Using services to transmit, store, or process PHI in a manner that violates HIPAA or other applicable regulations (e.g., bypassing encryption or security controls).
Excessive Utilization: Engaging in high-volume activities (e.g., operating a 24/7 call center, telemarketing, or bulk fax campaigns) that exceed the intended design of standard business use, unless explicitly authorized in your service agreement.
Unlawful Use: Using services for illegal purposes, including harassment, fraud, or transmission of malicious content (e.g., malware, phishing attempts).
Security Breaches: Attempting to bypass, disable, or interfere with security features (e.g., TLS encryption, DNS filtering, XDR) or accessing systems without authorization.
Service Disruption: Overloading, flooding, or otherwise disrupting service availability for other users (e.g., excessive call/fax volumes beyond standard business needs).
Misrepresentation: Impersonating others, falsifying caller ID/fax headers, or using services under false pretenses.
Unauthorized Sharing: Allowing non-authorized individuals or entities to access services or sharing account credentials outside of the subscribing organization’s approved users.
Non-Business Use: Using services for personal, recreational, or unrelated commercial purposes outside the scope of healthcare operations.

HIPAA Compliance Responsibilities

Users are responsible for:

Ensuring all PHI transmitted or stored via our services adheres to HIPAA privacy and security rules.
Configuring workflows, notifications, and integrations to maintain compliance (e.g., enabling encryption, securing devices).
Promptly reporting any suspected breaches or security incidents to Compliant Communications per your Business Associate Agreement (BAA).

Service Limitations

VoIP and Fax: Designed for regular business communication, not continuous high-capacity use. Excessive usage (e.g., beyond ~40 hours/week per user) may require a custom service plan.
Remote Workforce Solutions: Intended to secure standard remote healthcare tasks, not to support unrelated high-risk activities (e.g., torrenting, gaming).
Virtual Answering Service: Optimized for after-hours patient care support, not as a primary 24/7 call-handling system unless specified.

Monitoring and Enforcement

Compliant Communications reserves the right to:

Monitor usage to ensure compliance with this AUP and applicable laws.
Investigate suspected violations, including reviewing logs or analytics.
Suspend or terminate services, with notice where feasible, if violations are confirmed (e.g., excessive use impacting performance, security breaches).

Consequences of Violation

Violations of this AUP may result in:

Immediate suspension or termination of services.
Legal action if activities breach laws or contractual obligations.
Financial liability for damages caused by misuse (e.g., network disruptions).

Reporting Violations

Users must report suspected misuse or security issues to our support team via the single point of contact helpdesk at [insert contact info] or through the user portal promptly.

Amendments

Compliant Communications may update this AUP as needed to reflect changes in law, technology, or service offerings. It is the responsibility of Users to periodically check the user portal at [insert URL] for the most current version of this AUP. Material changes will be posted there, and continued use of the services constitutes acceptance of the updated policy.

Contact Us

For questions about this AUP or acceptable use, please utilize the contact form.

Acknowledgement

By using Compliant Communications services, you acknowledge that you have read, understood, and agree to comply with this Acceptable Use Policy.

Last Updated 2025.01.03