Contact with Authorities
Effective: March 17, 2026 · DCF-744
1. Purpose
This document establishes and maintains a register of relevant authorities with whom H33.ai, Inc. may need to communicate regarding information security matters, as required by ISO 27001:2022 Control A.5.5. It defines when and how to contact each authority, ensuring timely and appropriate communication during security incidents, data breaches, and regulatory inquiries.
This register is particularly critical for HIPAA breach notification compliance, which mandates notification to the HHS Secretary within 60 calendar days of discovery for breaches affecting 500 or more individuals, and annually for smaller breaches.
2. Document Information
| Document Owner | Eric Beans, CEO/CISO |
| Contact Initiator | Eric Beans, CEO/CISO (sole authorized contact unless delegated in writing) |
| Review Frequency | Annual (or upon material change to regulatory environment) |
| Last Reviewed | March 17, 2026 |
| Next Review | March 17, 2027 |
3. Authority Contact Register
4. Breach Notification Timelines
| Authority | Trigger | Deadline | Method |
|---|---|---|---|
| HHS OCR | Breach of unsecured PHI (500+ individuals) | 60 calendar days from discovery | HHS Breach Portal (electronic submission) |
| HHS OCR | Breach of unsecured PHI (<500 individuals) | Within 60 days after end of calendar year of discovery | HHS Breach Portal (annual log submission) |
| Florida AG | Data breach affecting 500+ FL residents | 30 calendar days from determination | Written notice to Florida AG (online form or mail) |
| Affected Individuals | Any breach of unsecured PHI | 60 calendar days from discovery (HIPAA) | Written notice (first-class mail or email if consented) |
| Affected Individuals | FL data breach (personal information) | 30 calendar days from determination (FL law) | Written notice or electronic notice |
| Media | Breach of unsecured PHI (500+ in a state) | 60 calendar days from discovery (HIPAA) | Press release to prominent media outlets in affected state(s) |
| CISA | Significant cyber incident (if CIRCIA applies) | 72 hours from reasonable belief | Electronic report via CISA reporting portal |
| FBI | Criminal cyber activity | As soon as practicable | Phone (Tampa field office) or IC3 online report |
5. Escalation Procedures
The following escalation procedure applies when contacting authorities:
- Initial Assessment (0–4 hours): CEO/CISO evaluates the incident to determine which authorities must be notified. Consult legal counsel if available. Document the incident in the Incident Response tracking system.
- Internal Notification (4–8 hours): Ensure all internal stakeholders are informed. Activate Incident Response Plan. Begin evidence preservation (CloudTrail logs, system snapshots, network captures).
- Authority Notification (within regulatory deadlines): CEO/CISO initiates contact with relevant authorities per the timelines in Section 4. All communications documented and retained. Use prepared notification templates.
- Ongoing Communication: Maintain open communication channels with engaged authorities. Provide updates as additional information becomes available. Cooperate fully with any investigation.
- Post-Incident: Document all authority communications in post-incident review. Update authority contact register if any contact information has changed. Evaluate whether additional authorities should be added to the register.
6. Communication Principles
- Timeliness: Contact authorities within required deadlines. Earlier notification is preferred when possible.
- Accuracy: Provide factual, verified information. Clearly distinguish between confirmed facts and preliminary assessments.
- Completeness: Include all required information per regulatory requirements. Supplement initial notification as additional facts become available.
- Documentation: Record all communications with authorities including date, time, contact person, information shared, and commitments made.
- Legal Review: Consult legal counsel before contacting authorities when feasible. Legal privilege considerations apply.
- Single Point of Contact: CEO/CISO is the sole authorized representative for authority communications unless explicitly delegated in writing.
7. Review Schedule
| Review Frequency | Annual (March of each year) |
| Last Review | March 17, 2026 |
| Next Review | March 17, 2027 |
| Triggered Reviews | New regulations enacted, organizational changes, lessons learned from incidents, changes to authority contact information |
| Reviewer | Eric Beans, CEO/CISO |
8. Approval
| Prepared By | Eric Beans, CEO/CISO |
| Approved By | Eric Beans, CEO/CISO |
| Approval Date | March 17, 2026 |
| Signature | /s/ Eric Beans |
Questions?
Contact the Security Officer at security@h33.ai or the Compliance team at compliance@h33.ai.
H33.ai, Inc. · 11533 Brighton Knoll Loop, Riverview, FL 33579 · 813-464-0945