Data Use Policy

The following policy has been created to help healthcare vendors, provider organizations, payers, investors, and the media share pertinent KLAS insights. This policy is subject to change without notice.

Data Use by Vendors

("Vendors" includes any organization that sells software, services, or hardware.)

If you have paid for access to KLAS data, you may share KLAS Materials within your own organization; however, please read this Data Use Policy in its entirety before sharing KLAS Materials outside of your organization.

KLAS logos are protected trademarks. All KLAS reports, articles, white papers, images, and other works of authorship are copyrighted, and the copying or distribution of these materials MUST receive prior approval.

*Important note: As a general rule, KLAS data that is shared outside your organization must be independently verifiable by provider and payer customers (i.e., they can come to the KLAS website and verify your statements).

1. Why does KLAS monitor the use of our data?

The intent of this policy is to ensure that KLAS Materials used by external firms retain the accurate, honest, impartial intent of KLAS data as originally published.

2. I want to share KLAS data. How do I get started?

All uses of KLAS data outside your own organization should be submitted to datause@klasresearch.com for approval. The rest of this document includes the policy KLAS uses to evaluate your submissions.

Any printed or digital collateral piece that uses KLAS Material that will be distributed externally from your company must be approved by KLAS before distribution. Such pieces may include the following:

  • Provider quotes and comments from the website
  • Graphs, commentary, and scores from published reports
  • KLAS logo, Best in KLAS logo, Category Leader logo, and KLAS Customer Rated logo

When sending a submission citing KLAS data, please include the report name, page, and paragraph number. If a request is submitted without citations, the request will be sent back so the required citations can be included.

We review data use requests on Monday and Thursday each week (barring major holidays). If you have an urgent request, please mark the email as urgent, and we will do our best to accommodate.

Please note: The Data Use team does its best to respond quickly to urgent requests; however, due to the large volume and complex nature of submissions, we may not be able to expedite all requests.

3. What must be submitted to KLAS for approval?

  • Any printed or digital collateral that uses KLAS data (such as logos, quotes, commentary, charts, scores, grades, etc.) and will be distributed externally from your company needs to be submitted to KLAS for approval.

4. If we purchased access to a report in which our company was rated, what can we share externally?

  • You may share your KLAS score or rating. (If there is any segmentation, i.e., "preliminary data," "limited data," etc., that must be included with your rating.)
  • You can indicate that you are "rated" or "reviewed" in the KLAS report. The term "ranked" only applies when referencing a Best in KLAS award.
  • You can share up to two images from a report. You must include the full image; altered versions of KLAS charts are not approved for use.
  • You may use the phrases "a top performer" and "high scorer" only if you are one of the top three vendors in the overall performance segment and are not listed as limited data.

Note: With the exception of the Best in KLAS awards or a direct quote from a KLAS report, vendors cannot make definitive statements based on a KLAS report (i.e., “The top performer” is not allowed, but “a top performer” is acceptable).

  • You may share full customer quotes or commentary specifically about your product. Only the full quotes as presented on the KLAS website are permissible.
  • KLAS data on one product or segment cannot be used to promote another product or segment from your organization’s product line. (You cannot cite an exceptional executive involvement score to indicate your company outperforms the competition across all verticals.)

5. What can my company share from the KLAS website?

  • You may share provider commentary about your products. The commentary needs to include the full quote, job title, and date. (Example: "[Full quote.]" Manager, March 2017.) Provider commentary can be shared for 12 months, after which the commentary is considered out of date and should be updated or removed.
  • Grades, trend data, position, Censinet data, or live scores from the KLAS website cannot be shared as they update daily.
    • The only exception is using KLAS’ live score widget. This is permitted on your company’s website, not in slide decks or printed materials. For more information on accessing the live score widget, contact your KLAS representative.
  • Any information shared from the KLAS website should include the URL to the relevant webpage.
  • Any information provided to you by KLAS during an executive consulting session is not permitted for external use.

6. Who can we share reports with?

  • If you have purchased a report or have access through your KLAS membership, you may share reports internally within your company. Reports can only be shared externally with clients if you purchase KLAS distribution rights to share externally.

Contact your KLAS representative for more information about distribution rights.

  • Vendors can provide customers and leads a link to a KLAS report so they can download the report for themselves. This link should be included in your approved marketing materials.
  • You can direct clients to our reports page (https://klasresearch.com/reports) or email datause@klasresearch.com to get the specific report link.

7. Can I share data from our executive session with KLAS?

  • No, data that was generated specifically for an executive session with a KLAS analyst cannot be shared externally. If the data referenced came directly from a KLAS report, then that can be shared, but the citation to that report must be included.

8. Can I share the comparison summaries I’ve generated on the KLAS website?

  • The comparison summaries that KLAS provides are only for use in one-on-one engagements between your organization and potential customers.

9. How long can we use KLAS data?

  • A Best in KLAS or Category Leader award can be used indefinitely, but the year and market segment must always be included.
  • For data from a published report, the most recent report must be referenced, and the referenced information cannot extend beyond two calendar years old.
  • Website commentary cannot be used after it is more than 12 months old.

10. We won a Best in KLAS/Category Leader award! What can we share?

  • The annual Best in KLAS report is the only case where a vendor can use definitive statements about their positioning. You can say “the top performer,” “#1,” “the market leader,” etc.
  • When sharing a Best in KLAS award, please use the logo that is specific to the market segment you won (i.e., “Application Hosting”). The generic “Best in KLAS, Software & Services” award can be used to reference multiple awards, provided the name of each relevant segment is included in the promotional material.
  • As of January 2021, KLAS no longer gives Category Leader awards. All awards receive the designation of “Best in KLAS.” This change on awards is not retroactive—all Category Leader awards from previous years can be promoted as Category Leader awards. However, if you have won multiple years in the same segment (e.g., Category Leader Winner 2019, 2020 and Best in KLAS 2021), with the change, you can say “3-Year Best in KLAS Winner.”
  • The Best in KLAS and Category Leader awards cannot be redesigned or adjusted.

11. What about using data from the Arch Collaborative?

  • Vendor members of the Arch Collaborative can share up to two images from the executive summaries of Collaborative Impact Reports, but those must be submitted through the Data Use approval process as all other KLAS data does.

Impact Report summaries can be found at https://klasresearch.com/archcollaborative/reports.

  • In regard to Arch Collaborative case studies, vendors can share the publicly accessible portions of those case studies (as shown in the KLAS learning center: title, organizations involved, cost to implement indicator, time to implement, program goals, and organizational outcomes).
  • Any KLAS marketing materials (event flyers, white papers, etc.) provided to you for the express purpose of promotion can be used but must still be submitted to the Data Use team.
  • Data from the Arch Collaborative is not ranking data, meaning a vendor cannot list their participation in the Arch Collaborative alongside a score or rank (e.g., “We’re #1 as ranked by the Arch Collaborative data,” would not be permitted).
  • Arch Collaborative webinars are intended for member use only and should not be shared outside your organization.

12. What if my organization’s desire to share KLAS Materials isn't covered or described in the terms and conditions above?

  • Approval for the external use of KLAS Materials by any person or organization outside of use cases herein described must be documented in writing between the person or organization and the KLAS Data Use team.
  • If you have any additional questions or would like to set up a call to review the data use policy, please reach out to datause@klasresearch.com.

13. How do we engage with KLAS on social media?

  • KLAS is more than happy to like, comment on, or reshare your data-use approved social posts on LinkedIn and Twitter. For Best in KLAS awards, we typically use these hashtags: #BestinKLAS, #BestinKLAS<current year>, #BIK, and #BIK<current year>.

Data Use by Provider and Payer Organizations

KLAS encourages provider and payer organizations to use and share our insights inside their organization and externally with their provider and payer peers freely. There are a few notable exceptions discussed below.

1. Provider Organizations Using Data from the Arch Collaborative

The Arch Collaborative is an international effort to benchmark clinician satisfaction with IT tools across all provider organizations. To date, the Arch Collaborative has had more than 200 participating organizations globally with over 200,000 clinician responses. As such, there is a wealth of data for provider organizations to use in optimizing their core technologies.

  • The Arch Collaborative is not a provider-differentiating effort.
  • Because the Arch Collaborative does not rank providers, members are not allowed to rank themselves among collaborative members (i.e., “We’re #1 in satisfied clinicians!” isn’t permissible).
    • Instead, providers who have published a case study with KLAS through the Arch Collaborative can state the percentile they’re benchmarked in, along with the publicly available case studies information on the KLAS website: https://klasresearch.com/archcollaborative/casestudies.
  • Provider organizations can share data from your data review call with KLAS, provided you submit the request to the KLAS Data Use team for approval.
  • Active Arch Collaborative members can request an anonymized data set from KLAS for use in academic research purposes.
    (Submit data use proposals and requests for data sets to datause@klasresearch.com.)

2. Sharing Access to KLAS Data with Vendors and Service Firms

KLAS does not allow any provider organization to share their KLAS account or login with vendors or service firms. KLAS provides much data to provider and payer organizations at no charge in exchange for their honest feedback on the tools and services they use. Individual providers or organizations found to be granting vendors access to their KLAS account will have their account access restricted.







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