Frequently Asked Questions






  1. How can I access the ActProactive App?

    The app is currently web-based, which means it can be accessed from any device using the internet and a web browser.

  2. Does the ActProactive App use GPS tracking?

    No GPS tracking is included with the App. All location data is voluntarily provided by users.

  3. Is my data secure and private?

    All data is stored in a secure Microsoft Azure environment. As a company, we have successfully completed a 2020 SOC2 Type 1 audit to demonstrate the quality of our processes and the security of our procedures. We have done everything in our power to ensure your data is safe.
    The App Admin for your organization will have access to any data provided by users. In addition, anyone given the Manager role in the App will have access to organizational metrics. Just like all other confidential information, Managers and your App Admin will need to maintain discretion and confidentiality. Only leaders with appropriate training for handling confidential information should be allowed Admin or Manager access within the app. If you have a specific concern about data security or privacy regarding the app, we encourage you to contact us at info@actproactive.com or call us at 800-880-1960.

  4. Can you access my phone data?

    The ActProactive App cannot access your phone data. One of the paid editions of the App will soon offer a text notification option. If your organization subscribes to that edition, you may receive text reminders and communications from the App. Normal data rates will apply.

  5. How does the App deal with HIPAA and patient privacy?

    According to the U.S. Department of Health & Human Services and their web page on Health Information Privacy, the Privacy Rule, a Federal Law, gives you rights over your health information and sets rules and limits on who can look at and receive your health information. However, the Privacy Rule does not protect your employment records, even if the information in those records is health related. Your employer can ask you for a doctor’s note or other health information if they need the information for sick leave, workers’ compensation, wellness programs, or health insurance. Generally, the Privacy Rule applies to the disclosures made by your health care provider, not the questions your employer may ask. (See this webpage.)
    In addition, under the Public Readiness and Emergency Preparedness Act (PREP Act), before, during, and after a public health emergency, certain HIPAA requirements are waived.
    Ultimately, because the ActProactive App is only used for tracking COVID symptoms and exposure in an Employer – Employee relationship, there are plenty of protections for Employers to collect this data. However, it must be treated confidentially within the organization. Only leaders with appropriate training for handling confidential information should be given access to ActProactive Organizational Metrics.

  6. Can an educational institution use the App? What about a senior living facility?

    An educational institution can use the App with its employees, but not its students. Likewise, a senior living facility can use the App with its employees, but not its residents. HIPAA protections for employees are addressed by the App, but healthcare privacy for individuals (non-employees) may not be protected. We discourage use of the App outside of an Employer – Employee relationship.

  7. Will other employees know I am the one who reported symptoms or exposure?

    None of the other App users in your organization will ever be notified about the health status of another peer. However, Managers and App Admins will have access to reports that identify who has COVID symptoms and/or exposure, so they may take the appropriate action. As with all other HR information, this data must be treated with utmost confidentiality.

  8. How long is user data stored?

    The ActProactive App will store user data indefinitely. Through App Organizational Metrics, the Admin and all those assigned as Managers, will have access to data for the previous 60 days.

  9. When do users have to check-in?

    Your organization will determine when users need to check-in. The App offers reminder emails, which the App Admin can establish. The free version of the App offers one reminder; paid versions offer multiple reminders and some customization of the reminder message.
    To see the capability of various editions, click here. (Add the link)

  10. How often should users check in?

    Daily check-ins are recommended. Your organization will ultimately need to define expectations for frequency of check-in.

  11. Our employees work at different locations. How can we keep track of risk and exposure at different locations?

    With each check-in a user is asked to identify what he/she plans to do for the day and to select the location where he/she will be working. All location information is provided voluntarily. The app does not track user locations, nor does it ask users to enable location access on their devices. Paid editions of the App allow the App Admin to define different locations specific to your organization. The free edition offers one “default” location. All editions of the App offer the following standard options:
    • Work remotely with no restrictions
    • Work at a location not listed (with the option to define the location)
    • Travel for business
    • Stay home sick
    • Take some vacation
    • Quarantine myself
    • Take approved work leave (military leave, maternity leave, FMLA, etc.)
    To see the capability of various editions, click here. (Add the link)

  12. Can exposure and risk be tracked by department?

    In the free edition, there is no departmental tracking. However, in both paid editions, the App Admin can establish and assign users to specific departments.
    To see the capability of various editions, click here. (Add the link)

  13. Can I start with the free version and upgrade to a paid version after I decide the App works for my organization?

    Yes, starting with the free edition is a perfect way to get started. If you decide you need additional locations, departments or reporting needs, then upgrading to a paid edition is quite simple. There is an upgrade button in the App. Alternatively, you can reach out to info@actoproactive.com for assistance.

  14. Can we switch from the paid version to the free version?

    Yes, it is possible to downgrade from a paid edition to the free one. You will need to reach out to support@actproactive.com for assistance.

  15. What are my legal responsibilities as a business when using the App?

    The ActProactive App does not change or alter any responsibilities Employers have to their Employees. The App supports Managers by providing an easy-to-use method of collecting and reporting on COVID symptom and exposure data. Managers will need to use this data to take appropriate action to protect their Employees, while maintaining the appropriate level of privacy and confidentiality expected in sensitive situations like our pandemic.
    Peace of mind for Employees should increase with use of the App, because they can rest assured that management is taking proactive steps to monitor and protect the workplace. By using the App, leaders demonstrate their commitment to ensuring a safe and productive work environment, which benefits both employees and customers.





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