As a user of BSW Tandem, you have the right to know how we protect your privacy and confidentiality, what you should expect from us, and what we expect from you.

This BSW Tandem Privacy Policy ("Policy") applies to BSW Tandem, the internal application provided by or on behalf of Baylor Scott & White Health ("BSWH") for use by its employees and other authorized personnel ("App").

This Policy describes how BSWH collects and uses the personal information you provide and other information we collect when you use the App to manage leave, attendance and other human-resources tasks.

This Policy applies only to BSW Tandem. It does not apply to BSWH's patient-facing websites or applications, which are covered by the Digital Privacy Policy.

Digital Privacy Policy 

The App is intended solely for current BSWH employees and other authorized personnel and is not directed to the general public or children.

BSW Tandem may use artificial intelligence (AI) to complete various processes, including chatting with users. These chats will be recorded and retained according to BSWH policy.

Your role, responsibilities and risks

  • Read this Policy in full so you understand how the App works and how you interact with it.
  • Pay special attention to your choices as a user.
  • Understand how we collect personal information and how it is used.
  • Use the App in line with BSWH workplace and security policies.
  • Keep your login credentials confidential and be aware that there is always some risk involved in transmitting information electronically.

What you should expect

  • We will strive to maintain your privacy, confidentiality and security at all times.
  • We do not allow Leena AI to train their AI using your identifiable information.
  • We provide details about how we collect and use your information.
  • We use your information only to operate the App and administer HR services, not for advertising or marketing.
  • We work with a technology provider that operates the App on our behalf and only under our instructions.
  • We have policies and practices to protect your information from loss, misuse or alteration.
  • There is always some risk involved in transmitting information electronically.

About the information we collect

Personal information

When you use BSW Tandem, you may provide, or we may collect, information that identifies or relates to you, including your name, employee ID, work email address, telephone number, job title, department, date of joining and profile picture.

To administer leave and HR processes, the App also handles information such as leave requests and balances, attendance records, date of birth, gender, marital status, home address, dependents' information and pay information.

Some of this information is necessary for the App to function and for BSWH to administer HR services.

Information collected automatically

When you use the App, we may collect and retain information about your device and how you use the App, including your IP address, device information, time-zone information and application logs.

We use this information to operate, secure and troubleshoot the App.

Cookies and similar technologies

The App uses only technologies necessary for it to function, operate securely and remember your preferences.

We do not use cookies or similar technologies for advertising, behavioral tracking or marketing.

Our relationships with third parties

BSW Tandem is built and operated for BSWH by Leena AI, our technology provider.

Leena AI and its vetted sub-processors process your information only on BSWH's instructions and only to provide and support the App.

They are not permitted to use your information for marketing, advertising or unrelated purposes.

They are subject to confidentiality obligations, and a Data Processing Addendum governs how information is handled.

BSWH determines how information is collected and used in the App and is responsible for that information.

Leena AI is not allowed to train its AI using your identifiable information.

We may share information when required by law, such as in response to a lawful request, subpoena or court order, or to protect the rights, safety and integrity of the App and employees.

We do not sell personal information or share it for advertising purposes.

How we use your information

We use information to operate and support HR and leave-management functions, administer leave requests and attendance, maintain employee and organizational records, communicate with you about the App and related HR services, secure the App, prevent misuse and satisfy legal, regulatory and contractual obligations.

We use your information only for these purposes and consistent with your employment relationship with BSWH.

How long we keep your information

We retain personal information only as long as necessary for the purposes described in this Policy and to meet legal, regulatory and contractual obligations.

Retention is managed according to BSWH records-retention schedules and applicable laws.

When information is no longer needed, it is deleted or de-identified.

Copies may remain in backups or archives and are used only for limited purposes.

How you can manage our collection and use of your information

You have choices about how your information is handled in the App.

Your ability to update your personal information

To review or update your information, use the App or contact BSWH using the contact information provided below.

Some employment records may be maintained through BSWH HR rather than directly in the App.

Your ability to delete your personal information

To request deletion of personal information, contact BSWH.

Certain information cannot be deleted if BSWH is required to retain it as part of employment records or under applicable law.

Copies may remain in backups and archives.

Your other rights

Depending on your location and applicable laws, you may have additional rights, including rights to access information or object to certain processing activities.

We may verify your identity before acting on a request and will respond according to applicable law.

How we protect your information

We maintain administrative, physical and technical safeguards designed to protect information from loss, misuse, unauthorized access, alteration and disclosure.

Access is limited to individuals with a business need and who are subject to confidentiality obligations.

Sensitive information is protected using encryption.

We maintain procedures to address suspected data breaches and will provide notifications when legally required.

No method of electronic transmission or storage is completely secure.

Users help protect information by keeping credentials confidential and following BSWH security policies.

Access to the App from outside the United States

BSW Tandem and its supporting infrastructure store and process information in the United States.

If you access the App from outside the United States, your information may be transferred to, stored in or processed in the United States and may be subject to different laws.

Appropriate safeguards are applied when information is transferred across borders as required by applicable law.

Changes to this Privacy Policy

We may update this Policy from time to time.

A link to the current version is available in the App, and users are encouraged to review it regularly.

If material changes are made, we will notify users through the App or another appropriate channel and update the effective date.

Continued use of the App constitutes acceptance of the Policy and any updates.

Complaints or concerns

If you have a question, complaint or concern relating to BSW Tandem or your information, contact the BSWH HR Service Center at 844.417.5223.

You may also contact Leena AI's Data Protection Officer at dpo@leena.ai.

Effective date: July 1, 2026

Last updated: July 1, 2026