Your practice's IT,
in one secure place.

Client Portal Privacy Policy

Effective date: November 2026

Who we are

Viking Bros IT LLC ("Viking Bros IT", "we", "us") provides managed IT services to healthcare and dental practices in Middle Tennessee. This policy explains how we handle information in the Viking Bros IT Client Portal at portal.vikingbrosit.com (also reached at computers.vikingbrosit.com).

Questions about this policy: call (615) 903-5940, Mon to Fri, 7am to 6pm CT, or email info@vikingbrosit.com.

What the Client Portal is

The Client Portal is an IT support portal for our client practices. Authorized practice staff use it to send and track support tickets, see the computers we manage for the practice and any loaner equipment, and view monthly IT reports.

The portal is not a clinical records system. Patient charts and clinical software stay with the practice and its software vendor. We do not host patient charts in the portal.

Information we collect in the portal

• Account details: name, work email address, the practice you belong to, and your portal role.
• Sign-in and security details: sign-in times, the IP address of each sign-in attempt, failed sign-in attempts, password reset requests, and an audit log of account and security events. Passwords are stored only as one-way hashes. Authenticator app secrets are stored encrypted.
• Support content: the text of tickets and replies, call-back times, ratings, and any screenshots or files you attach.
• Device information we already manage for the practice: computer names, models, serial numbers, operating system, online status, security and update status, warranty dates, the last signed-in Windows user name, and similar support data.

Information we do not collect in the portal

• Payment card information.
• Patient charts or clinical records. Please do not type patient information into tickets or attach screenshots that show it, unless we ask for it to fix a problem and it cannot be avoided.

How we use information

• To confirm who you are and keep your account secure, including multi-factor sign-in, account lockout after repeated failed attempts, and password reset emails.
• To provide the portal and deliver IT support to your practice.
• To keep security and audit logs and look into suspected misuse.
• To contact you about your account, your tickets, and service notices.

Sharing

We do not sell portal information. We do not use it for advertising.

We share information only as needed to run the portal and deliver support. That includes our web hosting provider, our email delivery provider, and the remote monitoring and management tools we use to support your practice's computers. These providers may use the information only to provide their services to us. We may also disclose information if the law requires it or to protect the security of the portal, our clients, or the public.

We sign a Business Associate Agreement (BAA) with every healthcare client. Where it applies, the BAA governs how we handle protected health information.

Security

Our security measures support HIPAA Security Rule safeguards. They include multi-factor sign-in, encrypted connections, access controls by role and practice, automatic sign-out after inactivity, account lockout after repeated failed sign-in attempts, and audit logging. No technology provider can guarantee compliance or prevent every security incident. Each practice remains responsible for its own risk analysis, written policies, and staff training.

How long we keep information

We keep account details and tickets for as long as your practice is a Viking Bros IT client, plus a reasonable period afterward to support any follow-up and meet our legal and contract obligations. We keep sign-in and security logs for as long as they are needed to protect the portal and look into problems. When information is no longer needed, we securely delete it or remove details that identify a person.

Cookies

The portal uses one session cookie (VBITSESS) that is needed to keep you signed in. It ends when you sign out, close the browser, or stay inactive. The portal does not use advertising or tracking cookies.

Your choices

When signed in, you can see your account details under My account. To correct your details, disable an account, or reset two-step verification, call us. Practice administrators can ask us to remove a staff member's access at any time.

Children

The portal is for authorized practice staff. It is not meant for children.

Changes to this policy

If we change this policy, we will post the new version on this page with a new effective date.

Related terms

See the Client Portal Terms of Use.

Terms of Use · Back to sign in

Need help? Call (615) 903-5940
Monday to Friday, 7 AM to 6 PM CT. Closed Saturday and Sunday.