Notice of Employee SMS & MMS Privacy Policy

Effective 12/1/2024; Revised 5/20/2025

1. INTRODUCTION & ABOUT THIS POLICY

This Notice of Employee SMS & MMS Privacy Policy applies exclusively to the employees of Fort Wayne Radiology Association, LLC and its subcontractors, vendors, and business partners. Fort Wayne Radiology (“the Company,” “we,” “our,” or “us”) is committed to protecting the employee’s (“the Employee,” “the subcontractor,” “the vendor,” “the user,” “you,” or “your”) privacy and ensuring transparency about how we collect, use, and safeguard your information through SMS/MMS (Short Message Service) communications.

The SMS/MMS communication channels are intended solely for internal use, such as sharing company updates, communication between employees and subcontractors, and other employment-related information. The SMS/MMS communication channels is NOT to be used for contacting patients, clients, or other external parties.

If you are not an employee or subcontractor of Fort Wayne Radiology and have received an SMS/MMS from a company line, please contact a representative immediately at info@fwradiology.com so the issue may be addressed and rectified.

2. PROHIBITION OF PHI AND PATIENT PII

To comply with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy regulations, the transmission or discussion of Protected Health Information (PHI) or patient Personally Identifiable Information (PII) through SMS/MMS is strictly prohibited. Employees and subcontractors must use approved, secure communication channels for any discussion or handling of PHI or patient-related information.Violation of this policy may result in disciplinary action, up to and including termination, as well as potential legal consequences.

3. TYPES OF INFORMATION COLLECTED

We may collect the following personal information to use for SMS/MMS communications such as:

    1. Names
    2. Phone Numbers
    3. Cell Phone Carriers

4. HOW INFORMATION IS COLLECTED

We collect personal employee information when you:

    1. Opt-in to receive SMS/MMS communications via the Fort Wayne Radiology employment onboarding process.
    2. Enter a contract with Fort Wayne Radiology to provide third-party services to the Company and/or its employees.
    3. Verbally consent, afterwards your employee file will be updated to reflect this change.
    4. Interact with our messages (e.g., responses, reminders, announcements, etc.)
    5. Directly contact any of the SMS/MMS communication channels.

5. PURPOSE OF DATA COLLECTION

We use your Personal Information to communicate via the SMS/MMS communication channels to:

    1. Send text company announcements, updates, alerts, and information relevant to the performance of contracts and/or operations.
    2. Respond to your inquiries and requests.
    3. Improve our services and communication efforts.

SMS opt-in consent or phone numbers collected for SMS purposes will NOT be shared with third parties or affiliates for marketing purposes under any circumstances.

6. DATA SECURITY MEASURES

We use physical, technical, organizational, and administrative safeguards to help protect your Personal Information from unauthorized access, disclosure, alteration, or destruction. For example, we use encryption and other tools to protect sensitive information. We will retain your Personal Information as needed for the purpose listed above and as permitted by law.

7. DATA SHARING PRACTICES

We do not sell, rent, or share your Personal Information with companies, organizations, third parties, or individuals outside of Fort Wayne Radiology except in the following case(s):

    1. Employee Consent – Individuals may consent to the disclosure of their information, particularly in situations where collaborative communication between subcontractors and employees is necessary.
    2. Business Operations – We may share your information with trusted service providers solely to facilitate our SMS/MMS communications, in compliance with all applicable regulations.

SMS opt-in consent or phone numbers collected for SMS purposes will NOT be shared with third parties or affiliates for marketing purposes under any circumstances.

8. USER RIGHTS

You can request access to your personal information or request to opt-out of receiving SMS/MMS communications at any time by contacting info@fwradiology.com or replying “STOP” to any message you receive. Upon opting out, we will remove your information from our SMS/MMS list promptly.

House Enrolled Act 1273 amends the regulation of unsolicited text messages sent to residents listed on Indiana’s Do-Not-Call registry. The Indiana General Assembly now treats text messages (SMS), graphic messages, and MMS as forms of telephone sales calls.

9. CONSENTING AND OPTING IN

By providing your phone number and opting into our SMS/MMS program, you consent to receiving text messages from our text lines. Standard messaging rates may apply.

10. UPDATES TO THIS POLICY

We may update this policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Updates will be posted on our website.

11. CONTACT INFORMATION

For questions or concerns about this policy or your information, contact us at info@fwradiology.com.