VoltFax

HIPAA Terms

Effective Date: 6/6/2026
Last Updated: 6/6/2026

VoltFax™ is a brand operated by BWN Ventures, LLC (“VoltFax,” “Company,” “we,” “us,” or “our”).

These HIPAA Terms describe the availability and limitations of HIPAA-related services offered through VoltFax.

These HIPAA Terms form part of the VoltFax Terms of Service.

1. Purpose

VoltFax offers certain plans that may be suitable for customers who are subject to the requirements of the:

  • Health Insurance Portability and Accountability Act of 1996 (“HIPAA”);
  • Health Information Technology for Economic and Clinical Health Act (“HITECH”);
  • related federal regulations.

These HIPAA Terms explain when HIPAA-related protections may apply.

2. HIPAA Eligibility

HIPAA-related services are available only to customers who:

  1. subscribe to a HIPAA-eligible VoltFax plan;
  2. are approved for HIPAA-enabled service where applicable; and
  3. execute a valid Business Associate Agreement (“BAA”) with VoltFax.

All three requirements must be satisfied.

3. No Business Associate Relationship Without a BAA

VoltFax is not acting as a Business Associate unless a valid Business Associate Agreement has been fully executed by both parties.

If a customer:

  • does not purchase a HIPAA-eligible plan;
  • does not request a BAA;
  • does not execute a BAA; or
  • allows a BAA to expire or terminate;

then VoltFax is not acting as a Business Associate.

Customers must not transmit Protected Health Information (“PHI”) through non-HIPAA plans.

4. Separate Business Associate Agreement Required

The rights, obligations, restrictions, safeguards, permitted uses, disclosures, breach notification requirements, and HIPAA-specific responsibilities applicable to PHI are governed by a separate Business Associate Agreement.

The BAA is the controlling agreement for HIPAA-related services.

If any conflict exists between these HIPAA Terms and an executed BAA regarding PHI, the BAA shall control.

5. Customer Responsibilities

Customers remain solely responsible for:

  • determining whether HIPAA applies to their activities;
  • determining whether PHI will be transmitted;
  • obtaining required patient authorizations where applicable;
  • complying with HIPAA requirements;
  • complying with HITECH requirements;
  • complying with state healthcare privacy laws;
  • complying with professional obligations;
  • complying with record retention requirements;
  • configuring user access appropriately;
  • managing workforce access.

VoltFax does not provide legal, compliance, regulatory, healthcare, or professional advice.

6. Shared Responsibility

HIPAA compliance is a shared responsibility.

While VoltFax may provide certain administrative, technical, and physical safeguards, customers remain responsible for their own policies, procedures, workforce training, access controls, and regulatory compliance obligations.

Use of a HIPAA-eligible plan alone does not make a customer HIPAA compliant.

7. Security Measures

VoltFax may implement security measures designed to help protect customer information, including measures relating to:

  • encryption;
  • authentication;
  • access controls;
  • monitoring;
  • logging;
  • infrastructure security.

Security measures may change over time as technology, threats, and operational requirements evolve.

Additional information is available in the VoltFax Security Overview.

8. Subcontractors and Service Providers

VoltFax may utilize subcontractors, service providers, cloud providers, telecommunications providers, infrastructure providers, authentication providers, security providers, and other vendors to help operate the Service.

Where required by applicable law or contractual obligations, VoltFax may maintain appropriate agreements with such providers.

VoltFax may modify service providers from time to time as business and operational needs evolve.

9. No Certification

VoltFax does not represent, warrant, or guarantee that:

  • any customer is HIPAA compliant;
  • any customer satisfies legal obligations;
  • use of the Service alone satisfies HIPAA requirements;
  • use of the Service alone satisfies HITECH requirements;
  • use of the Service alone satisfies healthcare regulatory obligations.

There is no government-issued HIPAA certification for software providers.

Any references to “HIPAA-ready” or “HIPAA-eligible” refer solely to the availability of certain service features and contractual arrangements.

10. No Legal or Compliance Advice

Information provided by VoltFax, including documentation, support communications, marketing materials, website content, and security information, is provided for informational purposes only.

Nothing provided by VoltFax constitutes:

  • legal advice;
  • regulatory advice;
  • compliance advice;
  • healthcare advice;
  • professional advice.

Customers should consult qualified legal, compliance, privacy, and healthcare professionals regarding their obligations.

11. Breach Notifications

Where required by an executed Business Associate Agreement and applicable law, VoltFax will provide notifications regarding certain security incidents involving PHI in accordance with the terms of the applicable BAA.

Notification obligations are governed exclusively by the BAA.

12. Limitation of HIPAA Services

HIPAA-related services may be modified, suspended, or discontinued where reasonably necessary due to:

  • legal requirements;
  • regulatory requirements;
  • security concerns;
  • operational requirements;
  • service provider changes;
  • business considerations.

Nothing in these HIPAA Terms guarantees availability of HIPAA-related services indefinitely.

13. Limitation of Liability

All limitations of liability, disclaimers, indemnification provisions, arbitration provisions, and other protections contained in the VoltFax Terms of Service remain fully applicable to HIPAA-related services except to the extent expressly modified by a written Business Associate Agreement.

14. Updates

VoltFax may update these HIPAA Terms from time to time.

Updated versions become effective upon posting unless otherwise stated.

Continued use of HIPAA-related services constitutes acceptance of any updated version.

15. Contact

VoltFax™
BWN Ventures, LLC

HIPAA Inquiries: [email protected]
Legal Inquiries: [email protected]
Support: [email protected]