HIPAA Compliance

Last Updated: March 2026

FlowBots AI understands the critical importance of protecting health information in the digital age. As a provider of AI automation and workflow solutions for healthcare organizations, we maintain rigorous compliance with the Health Insurance Portability and Accountability Act (HIPAA) and its implementing regulations, including the Privacy Rule, Security Rule, and Breach Notification Rule.

Business Associate Agreements

FlowBots AI operates as a Business Associate under HIPAA when handling Protected Health Information (PHI) on behalf of Covered Entities. We execute comprehensive Business Associate Agreements (BAAs) with every healthcare client before any PHI is accessed, processed, or stored by our systems. Our BAAs clearly define:

• Permitted uses and disclosures of PHI
• Safeguards we implement to prevent unauthorized use or disclosure
• Reporting obligations for security incidents and breaches
• Requirements for returning or destroying PHI upon contract termination
• Subcontractor obligations and flow-down requirements
• Client audit rights and compliance verification procedures

We will not begin any engagement involving PHI without a fully executed BAA in place. No exceptions.

Technical Safeguards

Our technical infrastructure is built to meet and exceed HIPAA Security Rule requirements:

• AES-256 Encryption: All PHI is encrypted at rest using AES-256 encryption and in transit using TLS 1.2 or higher. Encryption keys are managed through dedicated key management systems with automatic rotation.
• Multi-Factor Authentication (MFA): All team members and systems with access to PHI are required to use multi-factor authentication. We support hardware tokens, authenticator apps, and biometric verification.
• Audit Logging: Comprehensive audit logs track every access, modification, and transmission of PHI. Logs are immutable, timestamped, and retained for a minimum of six years. All access events include user identity, timestamp, action performed, and data accessed.
• Access Controls: Role-based access control (RBAC) ensures that only authorized personnel with a legitimate need can access PHI. Access permissions are reviewed quarterly and revoked immediately upon role change or departure.
• Automatic Session Timeout: Systems handling PHI enforce automatic session timeouts after 15 minutes of inactivity.
• Unique User Identification: Every user is assigned a unique identifier for tracking and auditing purposes. Shared accounts are strictly prohibited.

Breach Notification

FlowBots AI maintains a comprehensive breach notification protocol that exceeds HIPAA requirements:

• 24-Hour Notification: In the event of a confirmed or suspected breach involving PHI, we will notify the affected Covered Entity within 24 hours of discovery. well ahead of the 60-day HIPAA requirement.
• Detailed Incident Reports: Our notification includes a description of the breach, the types of information involved, steps taken to mitigate harm, recommendations for affected individuals, and our corrective action plan.
• Dedicated Incident Response Team: Our security team is available around the clock to investigate, contain, and remediate security incidents.
• Cooperation: We fully cooperate with Covered Entities in their breach notification obligations to affected individuals and the Department of Health and Human Services (HHS).

Data Use Limitations

PHI entrusted to FlowBots AI is used exclusively to operate the automations and services for which we have been hired. Specifically:

• PHI is never used to train AI models, machine learning systems, or for any purpose outside the contracted scope of work.
• PHI is never shared with unauthorized third parties, marketing partners, or data brokers.
• PHI is segregated from non-healthcare client data using dedicated environments and network segmentation.
• All processing of PHI follows the HIPAA Minimum Necessary Standard. we access only the minimum amount of PHI required to perform the contracted service.

SOC 2 Type II Certification

FlowBots AI is SOC 2 Type II certified, providing independent third-party validation of our security controls, availability, processing integrity, confidentiality, and privacy practices. Our SOC 2 audit covers:

• Security policies and procedures
• Access control mechanisms
• Change management processes
• Risk assessment and mitigation strategies
• Incident response and disaster recovery
• Vendor management and third-party oversight

Our SOC 2 report is available to prospective and current clients under NDA upon request.

Employee Training & Awareness

All FlowBots AI team members undergo mandatory HIPAA training upon hire and annual refresher training thereafter. Training covers:

• HIPAA Privacy and Security Rule requirements
• Proper handling and disposal of PHI
• Recognizing and reporting security incidents
• Social engineering and phishing awareness
• Physical security protocols for devices and workstations

Healthcare Markets We Serve

FlowBots AI has deep experience delivering HIPAA-compliant automation solutions for a range of healthcare organizations:

• Medical Practices: Patient intake automation, appointment scheduling workflows, EHR integration, and automated patient communication systems.
• Mental Health Providers: Secure client communication portals, therapy session scheduling, intake form automation, and treatment plan management.
• Home Health Agencies: Care coordination workflows, visit documentation automation, caregiver scheduling, and compliance reporting.
• Healthcare SaaS Companies: HIPAA-compliant API integrations, data pipeline automation, compliance workflow automation, and secure data processing solutions.

Contact Our Compliance Team

For questions about our HIPAA compliance program, to request a BAA, or to report a security concern, please contact:

FlowBots AI. Compliance Team
Email: compliance@flowbots.ai
Website: https://flowbots.ai