Information we may receive
CollectionWells offers electronic business, workforce, reporting, and acknowledgment forms. Depending on the form, we may receive names, contact details, organization and role information, incident or grievance narratives, service requirements, typed acknowledgments, and related business records. Anonymous grievance submissions do not store the submitter contact fields. CollectionWells does not currently offer online payments, patient intake, or appointment booking.
Electronic forms and restricted records
Form submissions are stored for review in a restricted owner workspace rather than delivered as ordinary email content. The verified owner may use an AI-assisted interface to locate, organize, and summarize records within that workspace. The assistant is not authorized to send outreach, approve legal terms, change records, or disclose submissions without human authorization. Do not enter patient names, dates of birth, medical record numbers, diagnoses, results, or other protected health information; business inquiries and forms that concern incidents or complaints require this confirmation before submission. Automated screening is a limited safeguard and cannot reliably detect every sensitive detail.
Wellsley business assistant
Wellsley is being upgraded to a generative business assistant. AI conversation is unavailable until the connection and privacy review are complete; the interface states when it is unavailable. When enabled, it processes only non-sensitive business questions after you acknowledge the chat notice. Questions and a limited conversation history are sent through our server to the configured AI provider to generate an answer from approved CollectionWells business content. Do not enter patient, medical, personal, payment, or confidential information. Screening can miss sensitive information and is not a secure clinical channel.
Messages stay in memory in your current browser page until you clear the chat or leave the page. Context used for follow-up answers expires after 15 minutes without a new answer. It is not written to browser storage or our business-record database. Clearing the chat removes that page's context. Our application records only operational metadata such as time, outcome and approved source identifiers, not chat text. The AI request disables provider application-state storage; this does not guarantee zero provider retention. Provider security and abuse-monitoring retention may still apply. Final provider arrangements must be reviewed before activation.
Business contact details are collected separately through the inquiry form, only when you choose to submit it. Chat is not automatically copied into an inquiry. Wellsley may finalize contracts only after founder approval, without requiring a customer meeting or call with the founder. Contract signing and execution are not connected here. This chat cannot confirm a booking, binding quote, signed agreement or active service, and does not send email or notify the owner. A successful inquiry-form submission creates a record in the restricted owner dashboard. A separate notification contains only a generated reference and a private dashboard link, never submitted narratives or contact details. Saving an inquiry does not establish email delivery.
Technical information
Our hosting and security providers may automatically process ordinary technical data, including IP address, browser or device information, requested pages, timestamps, and error or security logs. This information supports website delivery, reliability, and protection.
How we use information
- Respond to business and contract inquiries.
- Evaluate potential partnerships and service needs.
- Maintain the security and operation of the website.
- Meet legal, accounting, or recordkeeping obligations.
Sharing and selling
We do not sell personal information. Information may be handled by service providers that support website hosting, email, security, or business operations, or disclosed when required by law. Email messages are also processed by the sender’s and recipient’s email providers.
Retention and choices
We retain business communications, electronic submissions, acknowledgments, workplace records, and review notes only as reasonably necessary for the inquiry, relationship, safety, employment, dispute, security, insurance, or legal obligations. Access is limited according to business need. You may ask us to correct or delete information you submitted, subject to applicable legal, employment, safety, insurance, litigation-hold, and recordkeeping requirements.
Children
This website is intended for healthcare organizations and business contacts, not children. We do not knowingly seek personal information from children.
Changes to this policy
We may update this policy as our website and services develop. The date above will show the latest revision.