Privacy Statement for M.S. Group Software,
Effective Date: September 16, 2025
M.S. Group Software, LLC ("we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Statement explains how we collect, use, disclose, and safeguard personal information when you interact with our website (www.msgroupsoftware.com), our practice management software for dermatology and eye care professionals, or our services. By using our website, software, or services, you consent to the practices described in this statement.
We are a U.S.-based company founded in 1988, specializing in comprehensive software solutions for medical practices and optical shops. Our operations are subject to U.S. federal and state laws, including HIPAA (Health Insurance Portability and Accountability Act) for protected health information (PHI), as well as general data protection principles.
1. Information We Collect
We collect personal information to provide and improve our software and services. The types of information include:
- Personal Identifiers: Name, email address, phone number, mailing address, and billing information when you register for a demo, purchase software, or contact support.
- Professional Information: Practice details, such as clinic name, specialty (dermatology or eye care), and user roles (e.g., physician, staff).
- Protected Health Information (PHI): We do not collect or store Protected Health Information on our website, servers or office.
- Usage Data: IP address, browser type, device information, pages visited, and interaction logs when you use our website or software. This helps us analyze performance and troubleshoot issues.
We do not collect sensitive personal information (e.g., racial or ethnic origin, religious beliefs).
Children's privacy: Our services are not directed at children under 13, and we do not knowingly collect personal information from them. If we learn we have collected such data, we will delete it promptly.
2. How We Collect Information
- Directly from You: When you fill out forms (e.g., demo requests), sign up for accounts, or submit support tickets via email (e.g., info@msgroupsoftware.com) or phone (1-800-766-7756).
- Automatically: Through cookies, web beacons, and analytics tools (e.g., Google Analytics) on our website to track usage and preferences.
- From Third Parties: Business references, payment processors, or marketing partners (with your consent).
3. How We Use Your Information
We use personal information for the following purposes:
- To provide, maintain, and improve our software and services (e.g., scheduling appointments, managing patient records).
- To process transactions, including billing and subscriptions.
- To communicate with you, such as sending software updates, support responses, or marketing emails (you can opt out at any time).
- To comply with legal obligations, including HIPAA requirements for PHI security and retention.
- For analytics and research to enhance our products (e.g., aggregated usage trends, anonymized where possible).
- To prevent fraud, enforce terms of service, and protect our rights.
4. How We Share Your Information
We do not sell personal information. We may share it in these limited circumstances:
- With Business Partners: Affiliates or collaborators involved in software development or support, only as necessary.
- For Legal Reasons: To comply with laws, respond to subpoenas, or protect against legal claims.
- In Business Transfers: If we merge, acquire, or sell assets, your information may be transferred, subject to equivalent privacy protections.
- With Consent: For any other purpose, we will obtain your explicit permission.
For international users: Our servers are primarily in the U.S. Transfers outside the U.S. (e.g., to EU clients) comply with applicable laws, such as standard contractual clauses or adequacy decisions.
5. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect personal information, including:
- Encryption for data in transit (SSL/TLS) and at rest.
- Access controls, firewalls, and regular security audits.
While no system is completely secure, we strive to protect against unauthorized access, alteration, disclosure, or destruction.
6. Your Rights and Choices
Depending on your location and applicable laws (e.g., CCPA for California residents, GDPR for EU users), you may have the following rights:
- Access: Request a copy of your personal information.
- Correction: Update inaccurate data.
- Deletion: Request removal (subject to legal retention requirements, e.g., 6 years for HIPAA records).
- Opt-Out: Unsubscribe from marketing emails via the link in messages or by emailing info@msgroupsoftware.com. For cookies, adjust browser settings.
- Do Not Sell/Share: We do not sell data, but California residents can opt out of any sharing for targeted advertising.
To exercise rights, contact us (see below). We will respond within 45 days (or 90 days for complex requests).
7. Cookies and Tracking Technologies
Our website uses cookies for functionality (e.g., session management), analytics, and preferences. You can manage cookies via browser settings. We use third-party tools like Google Analytics, which may collect anonymized data. For details, see our Cookie Policy (available upon request).
8. Retention of Information
We retain personal information only as long as necessary:
- Account data: While your account is active, plus 1 year after closure.
- Marketing data: Until you opt out or 3 years from last interaction.
9. Changes to This Statement
We may update this Privacy Statement to reflect changes in our practices or laws. We will notify you via email or website posting at least 30 days before changes take effect (except for minor updates). Continued use after changes constitutes acceptance.
10. Contact Us
For questions, concerns, or to exercise rights, contact:
Email: kdkight@msgroupsoftware.com
Phone: 1-800-766-7756
Mail: M.S. Group Software, LLC
204 Mills Avenue
Liberty, SC 29657-1429
If you believe we have mishandled your information, you may file a complaint with the FTC (ftc.gov) or relevant authority (e.g., state AG for CCPA).
This statement complies with U.S. laws and, where applicable, international standards like the EU-U.S. Data Privacy Framework.