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HIPAA Compliance Statement

Emailgistics is committed to maintaining the highest standards of data security and regulatory compliance. Our HIPAA compliance ensures that healthcare organizations and their partners can confidently manage shared mailboxes in Microsoft 365 while protecting all communications containing Protected Health Information (PHI). By keeping all data securely within the Microsoft 365 environment, Emailgistics enables compliance without compromising productivity or ease of use.

Overview of HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) establishes national standards to protect individuals’ medical records and other personal health information. It applies to covered entities such as healthcare providers, health plans, and healthcare clearinghouses, as well as their business associates—organizations that process or handle Protected Health Information (PHI) on their behalf.

HIPAA requires the implementation of administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and availability of PHI. These safeguards include policies, technologies, and practices designed to prevent unauthorized access or disclosure of sensitive information.

Emailgistics and HIPAA Compliance

Emailgistics provides a Microsoft 365-native shared mailbox management solution that allows teams to manage, assign, and respond to email efficiently—without compromising security or compliance.

Our HIPAA compliance demonstrates that Emailgistics has implemented the controls and safeguards required under the HIPAA Privacy, Security, and Breach Notification Rules. This enables organizations to handle PHI securely within Outlook while meeting their regulatory obligations.

Technical and Organizational Safeguards

Emailgistics maintains a robust security framework that aligns with HIPAA requirements and industry best practices, including:

  • Microsoft 365-Native Architecture: All email data processed through Emailgistics remains within the customer’s Microsoft 365 tenant. No message content or metadata ever leaves the organization’s secure Microsoft environment.
  • SOC 2 Type II Certification: Independent third-party audits verify that Emailgistics’ systems and processes meet rigorous standards for security, availability, and confidentiality.
  • Encryption and Access Controls: Data is encrypted in transit and at rest. Access is governed by role-based permissions and multi-factor authentication to ensure that only authorized users can access PHI.
  • Comprehensive Audit Logging: System activities are logged and monitored to provide traceability, accountability, and proactive detection of security incidents.
  • Employee Training and Policies: All Emailgistics employees receive regular training on data protection and information security policies aligned with HIPAA requirements.

Business Associate Agreements (BAAs)

Under HIPAA, covered entities must ensure that their business associates safeguard PHI appropriately. As part of our compliance program, Emailgistics enters into Business Associate Agreements (BAAs) with customers who are subject to HIPAA and require such agreements.Organizations seeking to execute a BAA or obtain additional information about our HIPAA compliance can contact us at [email protected].

Ongoing Commitment to Data Protection

HIPAA compliance forms part of Emailgistics’ broader information security and privacy program. In addition to HIPAA, Emailgistics complies with other major frameworks, including GDPR and SOC 2 Type II, and maintains a comprehensive Information Security Management Program.

This program includes continuous monitoring, independent third-party assessments, and documented incident response procedures. We remain dedicated to upholding the highest standards of trust, security, and regulatory compliance for all our customers.