COVID-19 Vaccination Registration Form

Privacy Policies

MyChart Vaccination Registration Privacy Statement

Overview

MyChart Vaccination Registration is a website and service provided by the Epic Systems Corporation ("Epic") that allows you to pre-register to receive a COVID-19 vaccine from a healthcare organization. MyChart Vaccination Registration also helps you receive notifications from Epic and healthcare organizations, including updates about vaccination appointment availability, links to schedule an immunization appointment, and other public health information.

For you to use MyChart Vaccination Registration (the "website"), Epic will collect and process your personal information as described in this Privacy Statement. This Privacy Statement is designed to inform you about how Epic collects, uses, and discloses your information when you use MyChart Vaccination Registration. Epic may update this Privacy Statement at any time, and future updates to the Privacy Statement will be effective as soon as they are published. If you are interested, you should check back from time to time to review the most current version of this Privacy Statement.

Information you provide via MyChart Vaccination Registration

When you use the website, you are asked to provide certain personal information, including your name, date of birth, a valid email address, and information about your health. We collect this information from you on behalf of your healthcare organization and use the information to help pre-register you for a COVID-19 vaccine, to communicate with you and healthcare organizations, and to provide technical support in connection with your use of the website.

Our Website and Servers, Your Use of Browsers

We also collect and record certain information from your browser each time you connect to the website, such as:

  • IP address;
  • Browser type;
  • Preferred language;
  • The date, time, and duration of your connection; and
  • The actions that you perform while using the website.
We use this information to provide services to you, monitor the performance of the website, and offer any technical support or assistance you might request in connection with your use of the website or Epic's other websites.

Do-Not-Track

Some web browsers and operating systems include a Do-Not-Track (DNT) setting that you can activate to signal your preference not to have information about your online activities monitored. There is currently no uniform standard for recognizing and implementing DNT signals. As a result, the website does not respond to DNT signals. If a standard for recognizing DNT signals is adopted in the future and we follow that standard, we will inform you about our approach in an update to this Privacy Statement.

Cookies

The website uses cookies in order to maintain your preferred locale and whether or not you have chosen to use the high-contrast version of the website. We do not use cookies to collect other data about you. You may adjust cookie usage in your browser settings. Adjusting your cookie settings may prevent you from accessing and/or using functionality on the website.

How Do We Use Your Information?

The information that you provide us when you use the website is retained and processed for as long as you use the website and after you cease using the website in accordance with this Privacy Statement. We will use your information for purposes such as:

  • To provide services to you;
  • To communicate with you;
  • To provide assistance or technical support in connection with your use of the website;
  • To audit, monitor, and further develop the website; and
  • To investigate violations of the Terms of Use and protect Epic.
By using the website, you consent to our use of your information in accordance with this Privacy Statement.

Who has access to your information?

When you provide your personal information directly to Epic via the website, your information may be shared with and made accessible to Epic staff, including with staff who provide technical support for the website. In addition, Epic will share your information with the healthcare organization with which you've pre-registered and may at times engage other companies or individuals to perform certain activities related to our provision of the website and related services, such as assistance in correcting hardware problems, off-site storage of information, website hosting, or technical assistance regarding operating systems, web browsers, or other non-Epic software with which the website might interact. Epic will provide such third parties access to your personal information (i) when such access is intended to accomplish the activity for which we have engaged the third party; and (ii) when the third party has agreed to use the information for activity for which they've been engaged and protect the confidentiality and security of the information.

How We Protect Your Information

Epic uses a variety of administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of your personal information. When you provide your information to us, it is encrypted and transmitted in a secure way. You can verify this by looking for a closed lock icon at the top or bottom of your web browser or looking for "https" at the beginning of the URL address of the web page if you navigated to the website from a browser. We have internal policies and processes directed towards limiting access to your information to those members of the Epic team and others who need to know such information to perform their jobs and develop or improve our websites, products, and services. Please remember that no method of transmission over the Internet or method of storage can keep your data 100% secure against unauthorized access, use, or disclosure.

Please note, however, that when the website re-directs you to websites operated by other organizations (such as a healthcare organization), you are no longer connected to our website. At that point, the nature of your connection is governed and controlled by the technology adopted and put into place by the organization operating the other website.

When might Epic disclose your information to others?

The website allows you to transfer your personal information to Epic (including its subcontractors) and healthcare organizations. Please note that Epic cannot control and is not responsible for the privacy and security of your personal information once it has left Epic's servers. We cannot control or restrict the use of personal information by other organizations, such as the healthcare organization processing your vaccine registration request or its subcontractors. How such organizations treat your personal information is determined by their privacy policies and practices.

In addition to sharing your information with healthcare organizations to help you pre-register for a COVID-19 vaccine, we may disclose your personal information to:

  • Comply with any applicable law, legal process served on us, or request of a law enforcement or government regulatory agency;
  • Protect the personal safety or health of the public or users of the website; and
  • Protect our rights and property and address fraud or security breaches.

How long does Epic keep your information?

By using the website, you agree to allow us to retain your information in accordance with this Privacy Statement. Epic does not control how any personal information you provide is stored or maintained on other systems, such as those of healthcare organizations. Your personal information may persist in Epic's servers' backup files and in our activity logs for periods of time based upon government agency and private organization guidelines and recommendations that pertain to analogous categories of data and information. Our backup files and activity logs are stored in secure systems, and the data in such files is not readily or easily accessible.

Your California Privacy Rights

If you are a California resident, California law may provide you with additional rights regarding our use of your personal information. To learn more about your California privacy rights, visit our CCPA privacy notice for California residents.

European Data Subjects

The MyChart Vaccination Registration website is not intended for use by residents of the European Union and European Economic Area or other individuals who are subject to the General Data Protection Regulation (GDPR), even if it might be made accessible within the EU/EEA. If you are a European data subject that has accessed the MyChart Vaccination Registration website, you should not proceed and instead should leave this website. We encourage you to contact your local healthcare organization with your questions about the COVID-19 vaccine or your rights under the GDPR.

Contact Epic

If you have questions or concerns about the MyChart Vaccination Registration website or this Privacy Statement, please contact Epic at mychartsupport@epic.com. In any correspondence, please include a reference to the MyChart Vaccination Registration website and the reason that led you to contact us.

Last updated February 24, 2021

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