Usage and Policies

1. Definitions

• User (or you) means any person who accesses the Platform, including employees, contractors, volunteers, and authorized partners.
• Individual means the person whose information is entered into, stored in, or processed by the Platform.
• Related Individual means a parent, legal guardian, holder of a power of attorney, legally authorized representative, or other person with lawful authority to act for the Individual.
• Data means all information entered into, uploaded to, generated in, or otherwise stored on the Platform, including demographic, referral, outreach, intake, treatment, care-coordination, and related records.

2. Ownership of Data and the Platform

Advance owns all Data entered into this Platform. Users acquire no ownership, license, or other proprietary interest in Data, Platform content, software, documentation, or related intellectual property by virtue of entering information or using the Platform.

Access is a limited, revocable, non-exclusive, non-transferable privilege to use the Platform solely for authorized Advance purposes. Advance may suspend or terminate access at any time.

3. Authority, Consent, and Lawful Source of Information

By entering Data, you represent and warrant that you have obtained the information with the consent of the Individual the information is about, or that another lawful basis described in these Policies applies.

You further represent that you are authorized to enter the Data; that doing so does not violate any law, regulation, contract, or professional duty; and that any required notices have been provided to the Individual or Related Individual.

You may not enter information you know, or reasonably should know, was obtained without consent or other lawful authority.

4. Third-Party Referrals

The consent requirement in Section 3 does not prohibit entry of information received as a referral from a third party, provided the referring party was authorized to share that information and you enter only what is reasonably necessary to receive, evaluate, and act on the referral.

You remain responsible for recording the referral source accurately and for obtaining the Individual's consent before any use or disclosure that is not otherwise permitted by law or by these Policies.

5. Related Individuals and Authorized Representatives

Where the Individual cannot or has not personally consented, you may enter Data if a Related Individual has given permission, or if you otherwise have legal authority to collect and use the information (including applicable emergency, public-health, or court-authorized circumstances). You must document the basis for that authority in accordance with Advance procedures.

6. Permitted Use

You may use the Platform only as an authorized User and only for legitimate care-coordination, treatment, referral, outreach, intake, recovery-support, quality, billing, and administrative purposes consistent with your role and Advance policy.

Access is limited to the minimum information necessary to perform your assigned duties. You may not browse, copy, or export Data out of curiosity, for personal reasons, or for any unauthorized third party.

7. Confidentiality, HIPAA, and 42 CFR Part 2

The Platform contains protected health information and substance use disorder records. You must comply with HIPAA, 42 CFR Part 2, and all other applicable privacy, security, and confidentiality laws. Where 42 CFR Part 2 applies, it is more restrictive than HIPAA and takes precedence.

You may not disclose Platform Data except as authorized by the Individual (or a Related Individual), required or permitted by law, or expressly directed by Advance. Information disclosed from records protected by 42 CFR Part 2 may not be redisclosed without the additional consent required by those rules, except as those rules otherwise allow.

These confidentiality obligations survive termination of your access to the Platform.

8. Data Sharing and Retention

Advance does not sell, trade, or share Data with third-party advertisers.

Data is retained for up to ten (10) years, or in accordance with HIPAA and 42 CFR Part 2 requirements, whichever period is greater. Retention is not limited to the period during which a User account is active.

9. Accuracy and Completeness

You are responsible for the accuracy, completeness, and appropriateness of Data you enter. You must promptly correct errors you discover and must not knowingly enter false, misleading, or incomplete information.

10. User Responsibilities

• Keep login credentials confidential. Do not share accounts or leave an authenticated session unattended.
• Use only devices and networks consistent with Advance security requirements.
• Report suspected unauthorized access, lost devices, or privacy incidents immediately to Advance administration.
• Follow all Advance policies, training, and role-based access rules.
• Sign out when finished and comply with idle-timeout and session controls implemented on the Platform.

11. Prohibited Conduct

You may not:

• Enter Data without consent or other lawful authority as described in Sections 3 through 5.
• Use, copy, print, download, or transmit Data except as authorized for your duties.
• Attempt to access records, modules, or accounts outside your authorization.
• Circumvent security, audit, print-protection, or access controls.
• Introduce malware, scrape the Platform, or interfere with its operation.
• Use the Platform for any unlawful, discriminatory, or harassing purpose.

12. Monitoring, Audit, and Enforcement

Advance logs access to and activity on the Platform for security, quality, and compliance purposes. You have no expectation of privacy in Platform use, except as required by law.

Violation of these Policies may result in suspension or termination of access, employment or contractor action, and referral to regulators or law enforcement. You agree to cooperate with Advance investigations of suspected misuse.

13. Account Authentication Privacy

Sign-in to the Platform uses third-party identity providers. Collection and use of your sign-in profile information (such as name, email address, and profile image) is described in the App Usage Privacy Policy.

14. Changes

Advance may update these Policies from time to time. The "Last updated" date below will change when revisions are posted. Continued use of the Platform after an update constitutes acceptance of the revised Policies.

15. Contact

Questions about these Policies should be directed to the ARCSAMS administration team or your supervisor.