Privacy Policy

1. Overview

OneHermes ("OneHermes," "we," "our," or "us") is operated by RAIS USA, headquartered at 6709 Raymond Rd STE 153, Madison, WI 53719. This Privacy Policy explains how we collect, use, disclose, and protect information about you when you visit our website, use our platform, or engage with our services.

By accessing or using OneHermes, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.

2. Information We Collect

Information You Provide Directly

When you register, book a demo, contact us, or use our platform, you may provide:

• Account registration details (name, email address, organization name)
• Contact information (phone number, mailing address)
• Business information (company size, industry, role)
• Payment and billing information (processed by PCI-compliant third-party processors)
• Communications you send us (emails, form submissions, support requests)
• Profile content and data you enter into the OneHermes platform

Information Collected Automatically

When you visit our website or use our platform, we automatically collect:

• Log data (IP address, browser type, pages visited, timestamps)
• Device information (operating system, device identifiers, screen resolution)
• Usage data (features accessed, actions taken, session duration)
• Location data (general geographic location based on IP address)
• Cookies and similar tracking technologies (see Section 5)

Information from Third Parties

We may receive information about you from:

• Business partners and referral sources
• Publicly available sources (e.g., LinkedIn, company websites) when evaluating prospective customers
• Integrated third-party services you authorize (e.g., calendar integrations, payroll providers)

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the OneHermes platform and services
• Process transactions and send related information (receipts, invoices, account updates)
• Respond to comments, questions, and support requests
• Send technical notices, security alerts, and administrative messages
• Send marketing communications (you may opt out at any time)
• Personalize your experience and tailor content to your industry and usage patterns
• Analyze usage trends to improve platform features and user experience
• Detect, investigate, and prevent fraudulent transactions and security incidents
• Comply with legal obligations and enforce our terms
• Train and improve AQUAN AI models using aggregated, de-identified data

Legal Basis for Processing (GDPR)

Where applicable under EU/UK GDPR, we process your personal data on the following legal bases: performance of a contract; compliance with legal obligations; our legitimate interests (e.g., improving our services, preventing fraud); and where required, your consent.

4. Sharing & Disclosure

We do not sell your personal data. We may share information in the following circumstances:

Service Providers

We engage trusted third-party vendors who perform services on our behalf, including cloud hosting, payment processing, analytics, customer support tools, and email delivery. These vendors are contractually obligated to use your information only as directed by us and to maintain appropriate security.

Business Transfers

If OneHermes is involved in a merger, acquisition, asset sale, or similar transaction, your information may be transferred as part of that transaction. We will notify you and update this policy before any such transfer takes effect.

Legal Requirements

We may disclose information when we believe in good faith that disclosure is required by law, regulation, or court order; to protect the rights, property, or safety of OneHermes, our users, or the public; or to investigate or prevent fraudulent or illegal activity.

With Your Consent

We may share your information for purposes not described in this policy when we have obtained your explicit consent to do so.

5. Cookies & Tracking Technologies

We use cookies, pixel tags, and similar technologies to operate and improve our website and platform.

Types of Cookies We Use

• Essential cookies: Required for the platform to function (authentication, session management, security). Cannot be disabled.
• Functional cookies: Remember your preferences and settings (language, region, display options).
• Analytics cookies: Help us understand how visitors interact with our site (e.g., Google Analytics). We use this to improve the user experience.
• Marketing cookies: Used to deliver relevant advertisements. Enabled only with your consent where required by law.

Your Cookie Choices

You can control cookies through your browser settings. Disabling essential cookies may affect platform functionality. You may also opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

6. Data Security

We implement industry-standard technical and organizational security measures to protect your information from unauthorized access, disclosure, alteration, or destruction. These include:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
• Role-based access controls limiting data access to authorized personnel
• Regular security audits and penetration testing
• Multi-factor authentication for platform access
• Incident response procedures and breach notification protocols
• Secure development practices and code review processes

While we take security seriously, no system is completely immune to risk. In the event of a data breach that may affect your rights, we will notify you as required by applicable law.

7. Data Retention

We retain your personal information for as long as necessary to provide our services, comply with our legal obligations, resolve disputes, and enforce our agreements. Specific retention periods include:

• Account data: Retained for the duration of your subscription and for 3 years after account closure (for legal and audit purposes)
• Transaction records: Retained for 7 years to comply with financial and tax regulations
• Support communications: Retained for 2 years after resolution
• Marketing data: Retained until you unsubscribe or request deletion
• Log and usage data: Retained for up to 12 months in identifiable form, then anonymized

You may request deletion of your personal data at any time. Please see Section 8 (Your Rights) for details.

8. Your Rights

Depending on where you live, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data ("right to be forgotten"), subject to legal retention requirements.
• Portability: Receive your data in a structured, machine-readable format.
• Restriction: Request that we limit the processing of your data in certain circumstances.
• Objection: Object to processing based on our legitimate interests.
• Opt-out of marketing: Unsubscribe from marketing emails at any time via the link in any email or by contacting us.
• California residents (CCPA/CPRA): Right to know, delete, correct, and opt out of the "sale" or "sharing" of personal data. We do not sell or share personal data as defined under CCPA.

To exercise any of these rights, please contact us at contactus@raisusa.com. We will respond within 30 days (or within the timeframe required by applicable law). We may need to verify your identity before fulfilling your request.

9. Children's Privacy

Our services are not directed to children under 13 years of age, and we do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at contactus@raisusa.com and we will delete that information promptly.

10. Third-Party Links

Our website and platform may contain links to third-party websites, integrations, or services (such as Google Calendar, LinkedIn, or payment processors). This Privacy Policy applies only to OneHermes. We are not responsible for the privacy practices of third parties and encourage you to review their privacy policies before providing any personal information.

11. Healthcare Data & HIPAA

OneHermes serves customers in healthcare-adjacent industries, including In-Home Care and Remote Monitoring. When our platform is used to process Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA), we act as a Business Associate.

In such cases, we will enter into a Business Associate Agreement (BAA) with the applicable Covered Entity. We maintain HIPAA-compliant data handling practices including:

• Encryption of PHI in transit and at rest
• Strict access controls and audit logging for PHI access
• Staff training on HIPAA requirements
• Breach notification procedures in accordance with the HIPAA Breach Notification Rule
• Data use limitations consistent with the Minimum Necessary Standard

If you require a Business Associate Agreement or have questions about our HIPAA compliance, please contact us at contactus@raisusa.com.

12. International Data Transfers

OneHermes is based in the United States. If you access our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where privacy laws may differ from those in your country.

For users in the European Economic Area (EEA), United Kingdom, or Switzerland, we rely on appropriate transfer mechanisms — including Standard Contractual Clauses approved by the European Commission — to ensure your data receives adequate protection when transferred internationally.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:

• Updating the "Last updated" date at the top of this page
• Sending an email notification to the address associated with your account
• Posting a prominent notice on our platform or website

Your continued use of OneHermes after any changes to this policy constitutes your acceptance of the updated terms. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: