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TotalMed Privacy Policy

Effective Date: December 23, 2023

Totalmed Holdings, LLC (“Totalmed”) is a Delaware limited liability company with headquarters in Appleton, Wisconsin. Your privacy is very important to Totalmed, and we are committed to maintaining the confidentiality of the personal information that you provide to us.

The services provided by TotalMed through its website, mobile application software, portal, applicant tracking system (“ATS”), vendor management system (“VMS”) (collectively, the “Totalmed Services”) necessarily involve the collection, handling and use of information about those who visit the website and otherwise use the Totalmed Services. This Privacy Policy identifies the types of information we collect, describes how we collect, use and share the information, and provides a summary of your rights with respect to your information.

This Privacy Policy applies to the Totalmed website, the Totalmed+ mobile application, and all other websites, applications, online services and other features or downloads that include a link to this Privacy Policy (collectively, the “Sites”). This Privacy Policy does not apply to information collected by any third party, even if that third party is accessed through a link provided by Totalmed.

By using or continuing to use the Sites, you accept the terms of this Privacy Policy and the Totalmed Terms of Use [add link here]. If you do not agree to the terms of this Privacy Policy, you should not access the Sites or use the TotalMed Services.

Totalmed may, in its sole discretion, make changes to this Privacy Policy from time to time. Any such changes shall be effective immediately upon publication, and the “Effective Date” will be revised accordingly. By continuing to use the Totalmed Services following such Effective Date, you agree to be bound by the modified Privacy Policy. You should review the Privacy Policy on a regular basis.

This Privacy Policy covers the following areas:

  • What personal information is collected by Totalmed?
  • How does Totalmed use this information?
  • With whom does Totalmed share this information?
  • What choices are available to you as a user of the Totalmed Services, with respect to collection, use and distribution of your information?
  • What types of security procedures are in place to protect the loss, misuse or alteration of information under Totalmed’s control.


What Information Do We Collect?

Totalmed collects information about you in two ways – information that you provide and through automatic means. For purposes of this Privacy Policy, “Personal Information” means information relating to a living individual who can be identified from that data, whether stored electronically or otherwise). Totalmed collects Personal Information only as necessary and relevant for the purposes for which it is requested. Totalmed does not use Personal Information in any way that is incompatible or inconsistent with the purposes for which it is collected.

Personal Information that You Provide: We require the submission of certain Personal Information when you use the Totalmed Services. Our Sites include a variety of contact forms that allow users to request information, view content and apply for employment. In this process, we may collect the following:

  • Identifiers and contact information, such as name, postal address, email address, phone number, social security number, driver’s license number;
  • Demographic information, including characteristics of protected classifications, such as your age, gender or ethnicity;
  • Information that you provide when you create a profile or apply for a job, such as education information, financial information, job history;
  • Your responses to surveys that Totalmed may ask you to complete for training or research purposes;
  • Audio, electronic, visual, or similar information, such as recordings of customer service calls;
  • Any other personal information that you voluntarily provide, including information you provide when you create an account, purchase Totalmed services or contact us; and
  • Inferences drawn from any of the above, such as your preferences or interests.

Information Collected by Automated Means: Totalmed may collect and store anonymous, aggregate information (such as internet protocol (IP) addresses, browser types, search engines, internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks) from all visitors to the Sites. The anonymous information that we do collect from your visit is never linked to any of your Personal Information unless and until you voluntarily submit that Personal Information, in which case some otherwise anonymous information may be connected to your Personal Information. Otherwise, the anonymous information is only used in the aggregate to analyze trends, administer the Totalmed Services, diagnose any problems, track a visitor's movement in the aggregate, and gather broad demographic information for aggregate use. We may provide this anonymous information in aggregate form to other parties or use it for our own insight or marketing purposes. Our ability to use this information is not restricted in any way.

We also use "cookies" and "image tags" to collect certain usage information from all visitors to our Sites. A "cookie" is a small text file can be placed on your computer's hard drive or on your device's memory in order to collect information about your activities on our Sites. An "image tag," also known as a clear GIF or web beacon, works together with cookies and is a small image file that may be located in various areas of our Sites. Most browsers automatically accept cookies, but you have the option to change your browser setting to decline them. However, if you choose to disable cookies or adjust your settings, you may not be able to use all features of the Totalmed Services. Accepting cookies in no way gives us access to your computer or any Personal Information, since cookies are not used to identify anonymous visitors to the Sites. Our cookies enable you to proceed smoothly through the Sites and know whether you've used it before, so as to eliminate some steps that apply to new visitors. Cookies also give us usage data like how often you visit, where you go on our Sites, and what you do while here.

With respect to unrelated, third party websites or mobile applications that we may happen to link to, or mobile applications that link to our mobile application, those third parties may collect personal information directly from you and this Privacy Policy does not apply to them. We do not control the privacy policies of third parties even if we may provide hyperlinks or other access to their websites. Please review their privacy policies and practices. It is your responsibility to review them and decide if you are satisfied with their protections.

Some browsers offer a “Do Not Track” feature that allows you automatically transmit a “Do Not Track” signal to websites and online services that you do not want to have your online activities tracked. Totalmed does not respond to these “Do Not Track” signals. At this time, Totalmed does not track information about your online activities over time and across third party websites.

How Do We Use Information We Collect?

Totalmed uses Personal Information that you provide to us and information collected by automated means to:

  •  Perform the Totalmed Services, including but not limited maintaining or servicing accounts and profiles, responding to and processing job applications and interview and hiring procedures, providing customer service, and verifying customer information;
  • Send newsletters, emails, surveys, and other communications about Totalmed Services;
  • Administer your participation in special events, surveys and other promotions;
  • Provide advertising or marketing services, analytics services, or similar services;
  • Detect security incidents, protecting against malicious, deceptive, fraudulent, or illegal activity, and prosecuting those responsible for that activity;
  • Debug to identify and repair errors that impair existing intended functionality;
  • Operate, optimize and improve the Sites, the Totalmed Services and operations, including, but not limited to, market research, developing new services, managing communications, performing data analytics, and performing training, accounting, auditing and other internal functions;
  • Comply with applicable legal requirements, relevant industry standards and Totalmed’s internal policies and procedures;
  • Detect, investigate, and prevent activities that may violate Totalmed’s policies; and
  • Use the information in other ways that Totalmed describes when you provide the information, or for any other purpose with your express consent.

How Do We Share Your Information?

Totalmed does not rent or sell Personal Information that it collects about you, individually or as part of a list. However, in order to provide the Totalmed Services, Totalmed may share your Personal Information with:

  • Totalmed’s partners, contractors, service providers and other third parties that Totalmed uses to support its business and to fulfill services requested by you; and
  • To other third parties, with your express consent.

Totalmed’s partners, contractors and service providers are contractually obligated to comply with all applicable laws and regulations and may only use your Personal Information on behalf of Totalmed to perform the specific function requested. Such parties only have access to the Personal Information needed to perform these functions and may not use or store the Personal Information for any other purpose. Totalmed obtains commitments from these partners, contractors and service providers working on our behalf to refrain from using any Personal Information to send you unsolicited email messages from third parties or similar communications and from sharing your information with unrelated parties.

Totalmed may also disclose your Personal Information:

  • To comply with any court order, applicable law or legal process;
  • To respond to law enforcement or other governmental authorities;
  • To enforce our agreements with you, including for billing and collection purposes;
  • If Totalmed believes disclosure is necessary or appropriate to prevent physical harm or financial loss, or in connection with an investigation of suspected or actual fraudulent or illegal activity. This includes exchanging information with other companies and organizations for the purposes of data protection and security, fraud prevention and risk reduction; and
  • To any subsequent owner, co-owner or successor-in-interest of Totalmed, or in connection with a merger, consolidation, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Totalmed’s assets, ownership interest or both, whether as a going concern or as part of bankruptcy, liquidation or similar proceeding, in which Personal Information held by Totalmed about its users is among the assets transferred. Under such circumstances, Totalmed would, to the extent possible, require the acquiring party to follow the practices described in this Privacy Policy, as it may be amended from time to time. Nevertheless, Totalmed cannot ensure that an acquiring company or the merged company will have the same privacy practices or treat your information the same as described in this Privacy Policy.

Your Choices About Your Information

Totalmed provides you with choices regarding the Personal Information you provide to us. However, please note that account holders must agree to opt in to communications from Totalmed, in order to access and use certain Totalmed Services – specifically for purposes of marketing, searching for and obtaining a job through the Totalmed Services.

  • Email Opt-Out. You can opt out of receiving marketing communications from Totalmed by sending an email to: staffinghelp@totalmed.com. This opt-out does not apply to communications that Totalmed sends regarding business or financial transactions.
  • Reviewing, Updating and Modifying Personal Information. Subject to applicable law, you may have the right to request access to and receive details about you and update and correct inaccuracies in your Personal Information. Totalmed does not have to act on a request to change information if it believes the change would violate any law or legal requirement or cause the information to be incorrect.

Retention of your Personal Information: If you have previously engaged in employment using the Totalmed Services, certain employment-related information may be retained. This retention is required for Totalmed to comply with legal requirements and is independent of your account status. Such information includes, but is not limited to, employment application records, background check results, and any other data pertinent to your employment application process. The retention of this data is governed by applicable laws and regulations, which requires retention for a period of seven (7) years, and is maintained independent of your account, which will be closed.

Security Procedures

Totalmed takes commercially reasonable precautions to help protect and secure your Personal Information from accidental loss and unauthorized access, use, alteration, and disclosure. We do not, however, guarantee that accidental, unauthorized, or inadvertent disclosure will not ever occur. You understand, acknowledge and agree that you transmit your Personal Information to Totalmed at your own risk. Further, where you have chosen a password for access to certain parts of the Sites, you are responsible for keeping this password confidential.

Governing Law

The Sites and the Totalmed Services are offered and for use only in the United States. Totalmed’s policies are in compliance with the laws of the United States. If you are uncertain whether this Privacy Policy conflicts with the applicable local privacy laws where you are located, you should not submit your Personal Information to Totalmed. If you are located in a country outside the United States and voluntarily submit Personal Information to Totalmed, in any manner whatsoever, you hereby consent to the general use of such information as provided in this Privacy Policy, as well as to the transfer of that information to, and/or storage of that information in, the United States.

California Privacy Act

If you are a California resident, the information below also applies to you. Certain terms used in this section have the meanings given to them in the California Consumer Privacy Act of 2018 (“CCPA”).

Categories of Personal Information Collected:

  • Contact information, such as name, postal address, email address, and phone number (collectively referred to as “Personally Identifiable Information” or “PII”);
  • Payment and tax information, such as your credit card number, expiration date, delivery address and billing address, banking account, and tax-related information (collectively referred to as “Financial Information”);
  • Demographic information, including characteristics of protected classifications, such as your age, gender or ethnicity;
  • Commercial and transaction information, such as products and services purchased;
  • Information that you provide when you participate in a promotion;
  • Your responses to surveys for training or research purposes;
  • Audio, electronic, visual, or similar information, such as recordings of customer service calls;
  • Any other personal information that you voluntarily provide, including information you provide when you create an account, purchase services or contact us;
  • Information provided to Totalmed by social networks when you log in to the Sites using your social network credentials;
  • Inferences drawn from any of the above, such as your preferences or interests;
  • Information collected through automated means, such as usage, browsing activity, search history, device data, and geolocations data

Categories of Sources from which Personal Information has been collected:

  • Totalmed’s Sites, landing pages, applications, online services, and other features or downloads owned, operated or provided by Totalmed;
  • Telephone calls with Totalmed’s employees and/or representatives; and
  • Third party analytics service providers

Categories of Business or Commercial Purposes for which Personal Information has been used:

  • Perform the Totalmed Services, including but not limited maintaining or servicing accounts and profiles, responding to and processing job applications and interview and hiring procedures, providing customer service, and verifying customer information;
  • Send newsletters, emails, surveys, and other communications about Totalmed Services;
  • Administer your participation in special events, surveys and other promotions;
  • Provide advertising or marketing services, analytics services, or similar services;
  • Detect security incidents, protecting against malicious, deceptive, fraudulent, or illegal activity, and prosecuting those responsible for that activity;
  • Debug to identify and repair errors that impair existing intended functionality;
  • Operate, optimize and improve the Sites, the Totalmed Services and operations, including, but not limited to, market research, developing new services, managing communications, performing data analytics, and performing training, accounting, auditing and other internal functions;
  • Comply with applicable legal requirements, relevant industry standards and Totalmed’s internal policies and procedures;
  • Detect, investigate, and prevent activities that may violate Totalmed’s policies; and
  • Use the information in other ways that Totalmed describes when you provide the information, or for any other purpose with your express consent.

Categories of Personal Information ASL has sold in the preceding 12 months:

    In the twelve (12) months prior to the effective date of this disclosure, Totalmed has not sold any Personal Information of consumers, as those terms are defined under the CCPA.

    Categories of Personal Information ASL has disclosed for a business purpose in the preceding 12 months:

    • Contact information, such as name, mailing address, email address, phone number;
    • Demographic information, including characteristics of protected classifications, such as gender, age and ethnicity;
    • Commercial and transactional information, such as products or services purchased;
    • Professional or employment-related information;
    • Non-public education information;
    • Inferences drawn from other Personal Information; and Internet or other electronic network activity, such as browser or search history.

    Non-Discrimination:

    Totalmed will not discriminate against you because you exercise your rights under the California Consumer Privacy Act. For example, Totalmed will not deny you access to the Totalmed Services, charge you a different price or rate for services or provide a different quality of services if you make an access, deletion, or do not sell request.

    Your Rights under the CCPA:

    You have the right to make the following requests no more than twice in a 12-month period:

    1. Request that Totalmed disclose the following information:

        • Categories of Personal Information that Totalmed collected about you during the preceding 12 months;
        • Categories of sources from which Personal Information is collected;
        • Business or commercial purpose for collecting or selling Personal Information;
        • Specific pieces of Personal Information that Totalmed collected about you;
        • Categories of Personal Information that that Totalmed has sold about you;
        • Categories of third parties to whom the Personal Information was sold;
        • Categories of Personal Information disclosed about you for a business purpose; and
        • Categories of third parties to whom Personal Information was disclosed for a business purpose

        2. Deletion Request

        Request that Totalmed delete Personal Information that it collected from you, with the exception of Personal Information that Totalmed must maintain for reasons permitted under the CCPA.

        3. Do Not Sell My Info

        Request that ASL opt you out of the sale of your Personal Information.

        How to Submit Requests

        California Shine the Light

        If you are a California resident and have an established business relationship with Totalmed, you can request a notice disclosing the categories of Personal Information we have shared with third parties, for the third parties’ direct marketing purposes, during the preceding twelve (12) months. To request a notice, please submit your request to: staffinghelp@totalmed.com. Please allow sixty (60) days for a response.

        If you are a California resident under 18 years old and a registered user, you can request that we remove content or information that you have posted to the Sites or other online services. Note that fulfilment of the request may not ensure complete or comprehensive removal (e.g., if the content or information has been reposted by another user). To request removal of content or information, please contact Totalmed at staffinghelp@totalmed.com.

        Contact Information

        To contact Totalmed about this Privacy Policy and our privacy practices:


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