HIPAA compliance with Zoho Show
The Health Insurance Portability and Accountability Act, which includes the Privacy Rule, Security Rule, Breach notification Rule, and the Health Information Technology for Economic and Clinical Health Act (HIPAA), requires Covered Entities and Business Associates to take certain measures to protect health information that can identify an individual. It also provides certain rights to individuals.
Zoho does not collect, use, store, or maintain HIPAA-protected information for its own purposes. However, Zoho Show does provide certain features, which we describe below, to help you use Zoho Show in a HIPAA-compliant manner.
HIPAA requires covered entities to sign a business associate agreement (BAA) with its business associates. You can request our BAA template by sending an email to legal@zohocorp.com.
Zoho Show, as a part of the Zoho WorkDrive Office Suite, provides all of the HIPAA-compliant features that are available in WorkDrive.
Zoho Show features that help with HIPAA compliance
Any textual content that a user enters in Zoho Show is considered as electronic protected health information (ePHI) data. Textual data is any content contained in a text box, within a shape, in a placeholder, added as comments, or copied and pasted from the system clipboard. The organizational administrator has the option to restrict sharing or publishing any such content outside the organization.
Data encryption
By default, the data for content written in Zoho Show is encrypted during transit and encrypted at rest. Details about data encryption for Zoho Show are available here.
Control access for collaborators
User-specific permission: Share presentations with user-specific access levels (View, View and Comment, Edit, and Share) and choose to restrict, grant, or remove access at any time.
Lock shapes/slides: Lock specific shapes, images, grouped shapes, or slides for specific collaborators and ensure controlled access to your data.
Check out/Check in: Pause and resume live collaboration without removing the share access for collaborators to ensure uninterrupted working. Presentations can be locked and unlocked for collaborators using the Check Out/Check In feature.
Password protection: You can set password protection for a downloaded presentation. This is available when you download PowerPoint Presentation and Slide Show files (.pptx and .ppsx, respectively).
Auto file backup
Version history: For your reference, Zoho Show backs up different versions of your presentation automatically. You can also view version-specific changes and revert to older versions of the file.
Tracking changes
Audit trail: Keep track of all changes with file and user management. Opened, activated, or downloaded presentations will be tracked in the audit trail, and the trail will be available until the organization or team is permanently deleted. Otherwise, it will be available forever. The audit trail can be exported in CSV format with the selected activities by specific members within a specific time period.
Publish with restrictions
Zoho Show allows you to disable a file’s export, download, share, and embed options while publishing the file within the organization or externally.
Third party
Relevant YouTube videos can be inserted in a slide by searching for the title of the video. Before installing the YouTube add-on, permission will be obtained from the user.
The Zoho Marketplace will maintain the list of add-ons that can be installed in Zoho Show.
Support access
The support team does not ask for users' presentations unless there are rendering issues or if the development team is not able to identify the issue. The development team will not make any changes to the user presentation or identify the issue by checking the presentation data. Once the issue is resolved, access to the presentation will be revoked and local copies with the developer will also be deleted.
- You can change or remove the Show support team's access at any time.
- Activity and access stats of Show’s support will be logged in each file or folder for auditing.
- Any member with share permission can share files and folders to Show’s support team.
- Sharing files or folders with Show support will be considered external sharing.
Note that the content presented here is not to be construed as legal advice. Please contact your legal advisor to learn how HIPAA impacts your organization and what you need to do to comply with HIPAA’s regulations.
Learn more about compliance at Zoho here. For any further queries, write to us at support@zohoshow.com or legal@zohocorp.com.
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