HIPAA and Protected Health Information
Simple Smart CMMS
Effective Date: August 25, 2026
Last Updated: August 25, 2026
1. Summary
Simple Smart CMMS is a work order and maintenance management system for facilities, grounds, and harbor teams. It is not a healthcare system, it is not designed to store protected health information (PHI), and we do not currently sign Business Associate Agreements (BAAs).
2. No PHI permitted
You may not enter protected health information into the Service. This includes patient names, medical record numbers, diagnoses, treatment details, insurance information, or any other individually identifiable health information — in work orders, notes, maintenance requests, asset records, attachments, or photos.
Describe maintenance work by location and equipment. Write "Room 204 — light fixture replacement," not anything identifying a patient or their condition.
3. Healthcare facilities can still use the Service
Hospitals, clinics, dental offices, and care facilities use maintenance software routinely. Maintenance records that describe buildings, rooms, and equipment are not PHI. The Service is appropriate for that work as long as no patient information is entered.
4. What we do to protect your data
Data is encrypted in transit and at rest. Each organization's records are isolated at the database level, so one organization cannot read another organization's data. File attachments are stored privately and scoped to the organization that uploaded them. Access requires an authenticated account, and administrators control who is invited and who is removed.
5. If your organization requires a BAA
Contact us at hello@simplesmartcmms.com before entering any regulated data. We will tell you plainly whether we can support your requirement rather than leaving it ambiguous.