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Last updated: April 8, 2026
Medforall Ohio is a platform serving county boards of developmental disabilities in Ohio with privacy-first thermal sensing resources. This page explains what information we collect, how we use it, and what choices you have.
1. What we collect
When you use this platform, we collect:
- Account information: Your name, email address, organization, phone number (if provided), and county affiliation — collected when you request access.
- Authentication records: Sign-in attempts, IP address, timestamps, and the verification method you used (email, phone call, or single sign-on).
- Activity on the platform: Pages you view, sections you read, time spent on each section, and documents you download.
- Voice verification calls: When you choose voice verification, we generate a transcript of the call between you and our virtual assistant for quality assurance.
2. Voice calls — recording & transcripts
Important: Voice verification calls are transcribed by an automated system for quality assurance, security, and to improve our virtual assistant. By choosing the “call me” option, you consent to this transcription. You can use email verification instead at any time.
Transcripts include what the virtual assistant said and what you said in response. The assistant only handles verification — it does not discuss medical, technical, or program details. Transcripts are accessible only to authorized Medforall staff for review.
3. Why we collect this
- Security: To protect your account and the platform from unauthorized access.
- Verification: To confirm you are who you say you are when signing in.
- Quality: To improve our content, identify confusing sections, and ensure the virtual assistant is working correctly.
- Compliance: To maintain audit records for the Ohio Department of Developmental Disabilities (DODD) and county board oversight.
4. What we do not do
- We do not sell your information to anyone, ever.
- We do not share personally identifiable activity with third parties for marketing.
- We do not collect health information, diagnoses, or medical records on this platform.
- We do not track you across other websites.
5. Data retention
Account records are kept for the duration of your access and for 12 months after deactivation, then deleted. Activity logs and voice transcripts are retained for 12 months for compliance and quality purposes, then deleted unless required by an active investigation or legal hold.
6. Your rights
You can request to:
- See a copy of all information we have about you.
- Correct information that's wrong.
- Delete your account and associated activity records (subject to legal retention requirements).
- Withdraw consent for voice transcription — switch to email-only verification.
To make any of these requests, contact us using the information below.
7. Security
All data is encrypted in transit (HTTPS) and at rest. Authentication uses one-time codes sent to verified email addresses or phone numbers. Administrative access requires single sign-on through Microsoft Entra ID.
8. Children's information
This platform is intended for adults — county board staff, support service administrators, and family members managing care for individuals with developmental disabilities. We do not knowingly collect information directly from children.
9. Changes to this notice
If we make material changes to how we handle your information, we will notify active users by email and update the “last updated” date at the top of this page.