UserWeb Privacy Policy

Effective Date: May 18, 2018


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, 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. It is important that you check back from time to time to review the most current version of this Privacy Policy.

Information You Provide to the UserWeb

Information That You Share

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;
  • Email address;
  • Phone number;
  • Country of residence;
  • Profile picture (if your employer is configured to send this automatically);
  • Provider NPI (optional); and
  • Name of Epic customer by which you are employed.

For others, the information collected may include:

  • Name;
  • Job title;
  • Email address;
  • Phone number;
  • Country of residence;
  • Provider NPI (optional);
  • Name of Epic customer or prospective customer you are supporting;
  • Consultant firm (if applicable); and
  • Subcontracting firm (optional).

You can also provide information 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. Epic's use of the information you share through the UserWeb or UserWeb-Connected Sites 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. You consent to such collection by visiting our site. 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); and
  • 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; and
  • 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; and
  • 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; and
  • Various other statistics.

While you may adjust cookie usage in your browser settings, you consent to such use of your data by visiting our site.

Do Not Track

The UserWeb and UserWeb-Connected Sites do not respond to Do Not Track (DNT) signals.

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;
  • Suggesting content that may be relevant to you based on your provided information;
  • Contacting you to resolve any technical difficulty, if needed;
  • Processing and storing your data for internal tracking metrics; and
  • Improving the UserWeb and UserWeb-Connected Sites.

By using the UserWeb and UserWeb-Connected Sites, you consent to such data processing and use. 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?

All Epic staff have access to the UserWeb. All individuals with access to the UserWeb may see some of your personal information if you have a UserWeb account. Certain other information (such as how you use the UserWeb) 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.

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 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 your data;
  • Request that Epic changes incorrect or incomplete data we have about you;
  • Request that Epic delete or stop processing your data; and
  • 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.

How We Protect Your Information

When you create a user account with the UserWeb, your personal data is transferred to and maintained on servers located at Epic's headquarters in Verona, Wisconsin in the United States. The United States is currently not deemed to have an adequate level of data protection by the European Commission, however Epic uses a combination of process, technology and physical security controls to protect your data. UserWeb users should remember that no method of transmission over the Internet or method of storage can keep your data 100% secure against unauthorized access, use, or disclosure.

When we collect 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.

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.

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 608-271-9000 or at In any correspondence, please include the website or reason that led you to contact us. If you need to contact Epic's Data Protection Officer or EU Representative as defined by the General Data Protection Regulation, (EU) 2016/679, please email or call +1 608-271-9000.