UserWeb Privacy Policy

Last Updated: May 22, 2023


The UserWeb is a virtual home where the Epic community can share information and ideas across organizational borders. Epic also uses the UserWeb as a communication platform for announcements, such as new company initiatives and software features. The UserWeb also serves as a hub that links to other Epic-created resources, such as: Galaxy, Nova, Sherlock, WeLearning,, the Data Handbook, the Community Library, Vendor Services Developer Forums, and others ("UserWeb-Connected Sites").

This Privacy Policy provides information about how Epic collects and uses information you share when you visit the UserWeb or the UserWeb-Connected Sites. Epic may update this Privacy Policy, or other privacy notices for other Epic websites at any time, and future updates to the Privacy Policy will be effective as soon as they are posted on this page. If you are interested, you should check back from time to time to review the most current version of this Privacy Policy.

If you are a Vendor Services vendor without a UserWeb account, please review the Vendor Services Privacy Policy for details related to use of Vendor Services web resources. The information in this UserWeb Privacy Policy applies to your use of UserWeb-Connected Sites you may access with your Vendor Services account, including the Vendor Services Developer Forums and Sherlock.

Information You Provide to the UserWeb

Information That You Give Us

We collect certain personal information to set up a user account with the UserWeb. This information is collected from your employer if a UserWeb account is set up on your behalf as part of your role supporting an Epic system, or from the UserWeb registration form if you create a UserWeb account with Epic directly. For Epic customer staff, the information collected may include:

  • Name
  • Job title
  • Professional email address
  • Phone number
  • Country of residence
  • Profile picture (if your employer is configured to send this automatically)
  • Personal email address (optional)
  • Provider NPI (optional)
  • Name of Epic customer by which you are employed

For others, the information collected may include:

  • Name
  • Job title
  • Professional email address
  • Phone number
  • Country of residence
  • Provider NPI (optional)
  • Personal email address (optional)
  • Name of Epic customer or prospective customer you are supporting
  • Consultant firm (if applicable)
  • Subcontracting firm (optional)

You can also provide information directly to the UserWeb or UserWeb-Connected Sites by posting on forums, creating or updating a support log in Sherlock, posting a question in the Data Handbook, or other mechanisms. Epic collects and maintains this data in the course of making the UserWeb and UserWeb-Connected Sites available to you and other users. Epic's use of your information may also be subject to terms and policies specific to particular UserWeb-Connected Sites, such as Sherlock.

Additionally, you may contact us through our UserWeb points of contact or reach out to an Epic representative directly, and we may keep a record of the communication. You can decide how much information you want to share with us in those cases.

Our Website and Servers, Your Use of Browsers

When you communicate with us or access the UserWeb or UserWeb-Connected Site through a browser, application, or other client, our servers automatically collect and record information. In most cases, this information is generated by various tracking technologies, such as "cookies," "flash LSOs," "web beacons" or "clear GIFs." You can read more about how we use cookies below.

Your browser or device may tell us:

  • Your browser type
  • Language preference
  • The Internet Protocol (IP) address (which may tell us generally where you are located)
  • The type of device or system you used

Your browser may also tell us information such as:

  • The time and date of your request
  • The page that led you to the UserWeb or UserWeb-Connected Site
  • The search terms you typed into a search engine that led you to the UserWeb or UserWeb-Connected Site, if applicable


We use cookies to collect information about access to and use of the UserWeb and UserWeb-Connected Sites. These cookies are used to:

  • Maintain your logged in state
  • Load the most relevant login option based on your previous login location
  • Track which UserWeb-connected content you view
  • Analyze and improve the use of UserWeb and UserWeb-Connected Sites
  • Validate UserWeb accounts created by an administrative user
  • Maintain your preference for document downloads

The cookies on the UserWeb and UserWeb-Connected Sites may collect the following types of data to facilitate the types of use listed above:

  • Your IP address
  • Your last login date and time
  • The pages of our site that you visit
  • The time and date of your visit
  • The time you spend on certain pages on our site
  • Various other statistics

You may adjust cookie usage in your browser settings.


Some web browsers and operating systems include a Do-Not-Track (DNT) setting that you can activate to signal your preference not to have information about your online activities monitored. There is currently no uniform standard for recognizing and implementing DNT signals. As a result, the UserWeb and UserWeb-Connected Sites do not respond to DNT signals. If a standard for recognizing DNT signals is adopted in the future and we follow that standard, we will inform you about our approach in an update to this Privacy Policy.

How Do We Use Your Information?

The information that you provide us when you use the UserWeb and UserWeb-Connected Sites is retained and processed by Epic. We may use the information you provide for purposes such as:

  • Creating a UserWeb account for you (Note: if you use your Vendor Services account to access the Vendor Services Developer Forums or other UserWeb-Connected Sites, Epic will use the information from your Vendor Services account to create a UserWeb account for you)
  • Suggesting content that may be relevant to you based on your provided information
  • Contacting you to resolve any technical difficulty, if needed
  • Identifying multiple UserWeb accounts that belong to the same individual
  • Ensuring your use of UserWeb follows the Terms of Use, including Acceptable Use requirements
  • Processing and storing your data for internal tracking metrics
  • Improving the UserWeb and UserWeb-Connected Sites

Epic has a legitimate interest in processing your data in order to allow you to use the UserWeb and UserWeb-Connected Sites.

Who Has Access to Your Information?

Individuals with access to the UserWeb or Vendor Services (including Epic staff) may see some of your personal information if you have a UserWeb account or if you access any UserWeb-Connected Sites with a Vendor Services account. Certain other information (such as how you use the UserWeb and UserWeb-Connected Sites) is collected by Epic and may be accessible by certain Epic staff to provide technical support or development for the UserWeb and UserWeb-Connected sites. Epic may also share information about your UserWeb accounts and activities with the customers and prospective customers with which you identify yourself as affiliated with if doing so furthers the purposes described in this policy and the UserWeb Terms of Use, including its Acceptable Use requirements.

Some individuals may access without a UserWeb account. Those individuals have access to via Epic Earth, via a Hyperspace session at a healthcare organization that uses Epic, or via a read-only link to a specific idea on In these cases, these individuals may view your name, role, organization, and ideas or comments you have posted on

How Long Does Epic Keep Your Information?

Epic will retain your information for as long as it makes use of such information. By creating your UserWeb account, you agree to allow us to keep your information on file in accordance with this Privacy Policy. If you have a Vendor Services account and access the Vendor Services Developer Forums or Sherlock without a UserWeb account, view the Vendor Services Privacy Policy for information related to your use of Vendor Services.

How We Protect Your Personal Information

We use a combination of process, technology and physical security controls to protect the privacy, security, integrity, and availability of your personal information.

When you create a user account with the UserWeb and submit your information through the UserWeb or UserWeb-Connected Sites, that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a closed lock icon at the top or bottom of your web browser, or looking for “https” at the beginning of the URL address of the web page.

We maintain internal policies and processes that limit access to your information our staff and contractors who need to know the information to perform their jobs and develop or improve our websites, products, and services

Links to Other Sites

The UserWeb and UserWeb-Connected Sites may contain links to other websites. Please be aware that Epic is not responsible for the content or privacy practices of other websites. We encourage you to be aware when you leave the UserWeb or a UserWeb-Connected Site and to read the privacy statements of any other website that collects your information.

Your Privacy Rights

GDPR and UK GDPR Privacy Questions

If you need to contact our Data Protection Officer or EU Representative, please email or call +1 608-271-9000.

If you are a data subject as defined by the General Data Protection Regulation, (EU) 2016/679, you have a number of rights and can do any of the following by contacting Epic at

  • Request a copy of your data
  • Request that Epic changes incorrect or incomplete data we have about you
  • Request that Epic delete or stop processing your data
  • Express any concerns or objections you have about Epic’s use of your data

Please note that if you contact us to assist you, for your safety and ours we may need to authenticate your identity before fulfilling your request.

California Privacy Questions

Please visit our CCPA privacy notice for California residents.

Contact Epic

If you have questions or concerns about the UserWeb, please contact us at If you have any questions about this Privacy Policy or other privacy concerns, you may contact Epic at +1-608-271-9000 or at