Last updated: July 21, 2026
EJJ Language Solutions handles sensitive health information as part of delivering medical interpretation services. This policy explains how we collect, use, and protect your information in full compliance with HIPAA.
EJJ Language Solutions LLC ("EJJ", "we", "us", or "our") provides medical interpretation and document translation services to healthcare providers and patients across Indiana and Kentucky. This Privacy Policy describes how we collect, use, disclose, and protect information when you use our platform and services (the "Service"). We are committed to protecting your privacy and complying with applicable federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA).
We collect the following types of information: (a) Account Information — name, email, phone number, organization name, and role (administrator, client, or interpreter); (b) Service Information — service request details, scheduled dates and times, language pairs, service type, location or facility, and notes provided when requesting interpretation or translation; (c) Protected Health Information (PHI) — information shared during interpretation sessions or contained in documents submitted for translation, which may include patient names, medical conditions, treatment details, and other health-related information; (d) Billing Information — invoice details, payment status, and billing address; and (e) Usage Data — information about how you interact with the Service, such as access times and device information.
We use collected information to: (a) provide, schedule, and deliver interpretation and translation services; (b) match clients with qualified, certified interpreters; (c) process billing and issue invoices; (d) communicate with you about service requests, updates, and support; (e) maintain records for quality assurance and compliance; (f) comply with legal obligations, including HIPAA; and (g) improve and secure our Service. We do not sell your personal information or PHI to any third party.
EJJ operates as a Business Associate under HIPAA when handling Protected Health Information on behalf of healthcare provider clients. We maintain appropriate administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of PHI. All interpreters and staff with access to PHI are trained on HIPAA privacy and security requirements and are bound by confidentiality obligations. EJJ enters into Business Associate Agreements (BAAs) with covered entity clients as required. PHI is used and disclosed only as necessary to perform language services or as required by law.
We may share your information in the following circumstances: (a) with interpreters assigned to your service requests, limited to information necessary to perform the service; (b) with your organization's authorized representatives for billing and account management; (c) with service providers and vendors who support our operations (e.g., hosting, telecommunications), who are bound by confidentiality and, where applicable, BAAs; (d) when required by law, court order, or government regulation; and (e) in connection with a merger, acquisition, or asset transfer, subject to continued confidentiality obligations. We do not sell or rent your personal information or PHI for marketing purposes.
EJJ implements industry-standard security measures to protect your information, including encrypted data transmission (TLS), access controls limited to authorized personnel, audit logging of significant actions, and regular security reviews. Access to PHI is restricted to interpreters and staff with a legitimate need to know. Despite these measures, no system can be guaranteed perfectly secure, and we cannot guarantee absolute security of information transmitted through or stored on the Service.
We retain account and service records for as long as necessary to fulfill the purposes described in this policy and to comply with legal, regulatory, and contractual obligations, including HIPAA record retention requirements. PHI is retained only as long as needed to deliver services or as required by applicable law or executed agreements. When information is no longer needed, it is securely destroyed or de-identified in accordance with applicable requirements.
Depending on applicable law, you may have the right to: (a) access the personal information we hold about you; (b) request correction of inaccurate information; (c) request deletion of your personal information, subject to legal retention obligations; and (d) opt out of certain communications. Note that rights regarding PHI are governed by HIPAA and your healthcare provider's privacy practices. To exercise these rights, contact us using the information provided below.
Our Service may use cookies and similar technologies to operate effectively, remember preferences, and analyze usage. You can control cookies through your browser settings, but disabling them may affect Service functionality. We do not use tracking technologies to sell your data to third parties or for targeted advertising.
The Service is not intended for use by children under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can take appropriate action.
The Service may contain links to third-party websites or integrate with third-party services (such as video conferencing platforms used for VRI). We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you use in connection with our Service.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the Service. We will notify users of material changes by posting the updated policy on this page and, where appropriate, by email. The "Last updated" date below indicates when this policy was last revised. Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.
If you have questions about this Privacy Policy or our data practices, or to report a privacy concern, contact EJJ Language Solutions LLC at info@ejjlanguagesolutions.com or (317) 555-0192. Our mailing address is Indianapolis, Indiana.
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