Privacy Policy
Aphys LLC ("Aphys," "we," "us") operates aphysllc.com and the Alcove platform. This policy explains what we collect, how we use it, and who we share it with.
1. Information we collect on aphysllc.com
- Contact information: If you email us or request information, we receive your name, email address, and anything you include in your message. Our info@aphysllc.com mailbox is hosted by Hostinger.
- Cookies: We use only cookies needed to keep you signed in to Alcove. We do not use third-party cookies or analytics. Our web host may keep standard server logs, such as IP address and pages requested.
2. How we use information
- To respond to inquiries and provide information you request.
- To operate, secure, and maintain our website and Alcove.
- To send Alcove alerts to users who have opted in.
3. Alcove and text messaging
- How opt-in works: Alcove users sign in and agree to become a user of Alcove. Within Alcove, the user then chooses whether to receive text message alerts from Aphys. No text messages are sent unless the user has opted in.
- Alcove sends standardized building alerts and incident alerts. Message frequency varies with incident and drill activity. Message and data rates may apply.
- Reply STOP to stop all Alcove text alerts. STOP removes you from building alerts and incident alerts. You can also opt out at any time inside Alcove or by emailing info@aphysllc.com.
- Reply HELP for help, or email info@aphysllc.com.
- Text messages are delivered through Twilio, our messaging provider.
- We do not sell or share phone numbers or opt-in data for marketing.
4. Alcove data
- Organizations that use Alcove control the records they enter. Aphys operates the platform for them and uses their data only to provide the service under our agreement with that organization.
- Alcove stores user account details (name, email, role, organization); mobile numbers for users who opt in; incident records, including facility, status, severity, comments, and notes; uploaded photos and files; and audit logs of who viewed or changed records.
- Uploaded files are stored privately and delivered only to authorized users.
- Alcove alerts direct users to log in rather than placing incident details in email.
- Alcove does not use artificial intelligence to process user data.
5. Sharing
We share information only with service providers needed to run our services: Hostinger (hosts our database, our web server in Arizona, USA, and our info@aphysllc.com mailbox) and Twilio (text message delivery). These providers may use the information only to perform services for us. We may disclose information if required by law, such as a valid court order or warrant. We do not sell personal information.
6. Encryption and security
Alcove data is sent over encrypted connections and stored with our hosting provider, Hostinger, which uses database encryption and other security controls. We use reasonable administrative, technical, and organizational safeguards. No method of storage or transmission is completely secure.
7. Data requests, export, and deletion
- Organizations can request a complete copy of their data at any time, free of charge, with no limit on the number of requests.
- When an organization stops using Alcove, it can export its data itself, either as an encrypted import file for restarting services with Aphys, a human-readable file set for its own records, or both.
- Within ninety days after an organization ends its contract, we permanently delete its data from our live systems and from backup copies held by our hosting provider, except where law requires us to keep it. Backup copies held by our hosting provider are kept for seven days and then overwritten.
8. Students and children
Alcove is not intended for children. Organizations may record student information in incident reports. That information is governed by the organization's agreement with Aphys and by applicable education privacy law, including FERPA.
9. Your choices
You may ask us to access, correct, or delete your contact information by emailing info@aphysllc.com. You may opt out of Alcove text alerts at any time by replying STOP, by opting out inside Alcove, or by emailing info@aphysllc.com.
10. Changes
We may update this policy. We will post the updated version with a new "last updated" date.
11. Contact
Aphys LLC
3438 Cloman Way East, Inver Grove Heights, MN 55076
info@aphysllc.com