Is monday.com HIPAA Compliant? The BAA Rules You Need to Know
Ask whether monday.com is HIPAA compliant and you will usually hear a flat yes. The accurate answer has conditions attached: the account has to be on the Enterprise plan, an admin has to accept the business associate agreement and switch HIPAA on, and that agreement covers monday.com alone — not the apps, automations and inboxes your boards are connected to.
This is general information to help you ask better questions, not legal advice. Where it turns on your specific facts, it says so, and the person who should sign off is your compliance officer or healthcare counsel.
What does monday.com actually say about HIPAA?
That it is available on the Enterprise plan only. monday.com's help article, monday.com and HIPAA (opens in new window), says an admin opens Administration, then Security, then Compliance, reviews and accepts the business associate agreement, and clicks “Activate HIPAA Compliance”. On HIPAA-enabled accounts the broadcast feature, which can make a board view public, is turned off.
Two terms carry the rest of this page. Protected health information (PHI) is health information that identifies a patient — a name next to an appointment reason is enough. A business associate agreement (BAA) is the contract HIPAA requires between a healthcare organisation and any vendor that creates, receives, stores or transmits PHI on its behalf; the HHS guidance on business associates (opens in new window) sets out what it has to contain.
The order matters. Do not put PHI into the account until the agreement is accepted and HIPAA is activated — a board built on a lower plan and filled with patient records is out of bounds from the day it was created, not from the day someone notices. Plan names and features change, so confirm the current terms with monday.com on the day you decide.
| Plan | BAA available? | Can it hold PHI? |
|---|---|---|
| Free | No | No |
| Basic | No | No |
| Standard | No | No |
| Pro | No | No |
| Enterprise | Yes, accepted by an admin in the account's compliance settings | Yes, inside monday.com, once HIPAA compliance is activated |
Does activating HIPAA make your whole setup compliant?
No. It makes monday.com a vendor you can put PHI into, which is a precondition rather than an outcome. Compliance is a property of how your organisation handles health information end to end — who can see a board, where exports end up, what staff type into an item name — and no subscription can sign for that on your behalf.
The HIPAA Security Rule expects you to run your own risk analysis, set your own access policies and train your own people. Enterprise gives you controls that make those jobs possible inside monday.com. It does not do them, and it cannot see anything that happens after data leaves the platform.
| Area | What monday.com provides | What remains your responsibility |
|---|---|---|
| Agreement | A BAA covering monday.com, accepted in the admin settings | A separate BAA with every other vendor PHI reaches |
| Public sharing | Broadcast turned off on HIPAA-enabled accounts | Guest access, shareable links and who is invited to each board |
| Integrations | The ability to connect third-party apps and services | All PHI exchanged with them, by the agreement's own terms |
| Automations | Recipes that move and notify inside the account | Any recipe whose action sends item data to an outside tool |
| Exports | Board export to a spreadsheet file | Copies saved to laptops, shared drives and inboxes |
| Plan | HIPAA on Enterprise only | Staying on Enterprise for as long as PHI is in the account |
| Policy and training | Nothing — this is outside any platform | Risk analysis, written policies, staff training, breach response |
Which connected tools need their own agreement?
Every one that PHI reaches. monday.com's business associate agreement (opens in new window) is explicit: third-party service providers “are not Business Associates of monday.com”, and the customer is solely responsible for any PHI exchanged with them. That includes marketplace apps, email and chat integrations, webhooks and any Zap or Make scenario.
This is where most monday.com healthcare builds quietly fail. The platform is designed to connect to things, and a single integration recipe — “when an item is created, send an email” or “post to a channel” — carries whatever the item holds out of the covered account. Before patient data goes in, list every integration and every automation that leaves the platform, and ask of each one: does PHI travel here, and is there a signed agreement if it does?
AI deserves its own line on that list. monday.com's AI FAQ states that its AI features can be used with PHI by customers who have executed a BAA. Confirm in writing which AI features, and which underlying model providers, that statement covers for your account before anyone runs an AI action on a board holding patient records.
What should you check before patient data goes into a board?
Six things, in this order. None of them is unusual, and each one closes a gap the agreement leaves open. Working through them before go-live costs a few hours; working through them after a disclosure costs far more, and the evidence of what happened will already be scattered.
- Plan and activation. The account is on Enterprise, the BAA is accepted, and HIPAA compliance shows as active in the security settings.
- Integrations. Every connected app, webhook, Zap and scenario is listed, with a signed BAA for each one that receives PHI — or a redesign so it never does.
- Automations. Recipes that email, message or post outside the account carry no clinical detail, or are removed.
- Access. Guests and shareable links are reviewed, and each board holding PHI is limited to the people who need it.
- Naming. Item names and notifications carry the minimum — a record number or initials rather than a diagnosis.
- Exports. Someone owns the question of where exported spreadsheets go, and they are not emailed around as attachments.
Does HIPAA even apply to your organisation?
HIPAA applies to covered entities and their business associates. Covered entities are health plans, clearinghouses, and providers that transmit health information electronically in standard transactions, such as insurance claims. A practice billing insurance almost certainly qualifies; a cash-only wellness business may not. That is a question for counsel.
HHS publishes a guide to who counts as a covered entity (opens in new window), and it is worth reading before you upgrade anything. Falling outside HIPAA does not put you outside every privacy law — state medical-privacy statutes can apply regardless — and the data-minimising habits above are worth keeping either way.
What we build, and what we do not claim
There is no government HIPAA certification for software or consultants, and we hold none. What we do is map the data flow before anything connects, keep patient information out of tools that have no agreement, design boards and automations that carry the minimum, and hand over documentation your compliance officer can review. They decide what is acceptable; we build to that decision.
Where to go next
If you already run monday.com and need boards, automations and integrations built around a clear data boundary, the monday.com automation consultant page covers that work. If you are still choosing a work-management tool, the monday.com vs ClickUp comparison explains which suits which kind of team. If a Zap or Make scenario sits between monday.com and your other systems, read whether Zapier is HIPAA compliant and whether Make.com is HIPAA compliant before patient data flows through either. The same agreement-stops-at-the-edge pattern runs through the guide to HubSpot and HIPAA and the guide to GoHighLevel and HIPAA. For the clinical side of automation, see AI automation for healthcare practices.
Common questions about monday.com and patient data
Can we use monday.com for patient data on the Pro plan?
No. monday.com's help centre says HIPAA compliance and its business associate agreement are available on the Enterprise plan only. On any other plan there is no agreement in place, so protected health information should not go into a board, an item, an update or a file.
Is accepting the BAA enough on its own?
No. An admin has to accept the agreement and then activate HIPAA compliance in the account's security settings, and no PHI should go in until both are done. After that, access, naming, exports and every integration are still yours to control.
Does monday.com's BAA cover Zapier, Gmail or a marketplace app we connect?
No. monday.com's agreement says third-party service providers are not its business associates and that the customer is solely responsible for any PHI exchanged with them. Each connected service needs its own agreement, or the workflow has to keep patient information from reaching it.
What happens if we downgrade from Enterprise?
HIPAA is an Enterprise-only feature, so a downgrade takes the account outside the program. Decide where the patient data goes before you change plans, and remember that an admin can also deactivate HIPAA compliance from the same settings page, which notifies every admin by email.
Does Lightray AI hold a HIPAA certification?
No, and there is no government HIPAA certification for software or consultants to hold. What we offer is a documented data flow, workflows that keep patient information out of tools without an agreement, and a build your compliance officer can review before anything goes live.
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