HIPPA & Privacy

Privacy Policy

This is our Privacy Policy. Please read carefully before using this website.
The appointmentnotify.com website (“Site”) is owned and operated by AppointmentNotify, Inc. (“AppointmentNotify”). This privacy policy (“Privacy Policy”) explains how we collect and use visitors’ and customers’ information on the Site. As used herein, the terms “you”, “your” and “user” refer to all persons and entities accessing the Site on your behalf for any reason and the terms “we” and “us” refer to AppointmentNotify.
Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Site. By accessing or using this Site, you agree to this Privacy Policy, including the collection, use, maintenance and disclosure of your personal and other information as described herein. This policy may change from time to time (see Changes to Our Privacy Policy). Your continued use of this Site after we make changes is deemed to be acceptance of those changes, so please check the Privacy Policy periodically for updates. If you are using the service on behalf of someone else (i.e., you are the parent of a minor or legal representative of an individual, or you are an employee of a health care practice), you represent that you are authorized by such individual or entity to accept this Privacy Policy on his/her or its behalf.


When you register as a Patient User of our Site, we may ask that you provide the following demographic and contact information: first, middle name or initial, and last name, date of birth, gender, phone number, fax number, e-mail address, mailing address, and website, if any. You may also choose to provide additional optional information such as appointment preferences and an alternate or emergency contact (name, phone number, email and relationship). We will refer to all of this information as “Personal Information”. Certain other information may also be collected through your use of the Site, including your preferred health insurance plan name if you provide it to us, your appointment dates and identified health care providers, including doctors, specialists, and other providers (collectively, we refer to these as “Healthcare Professionals”), reason(s) for visit that you provide, and any other medical information you choose to share with us. We will refer to all of this as “Medical Information”. Please do not list anything of a confidential or sensitive nature, such as HIV/AIDS, genetic information, venereal disease, drug or alcohol abuse/use and other sensitive information.
If you are a Healthcare Professional or are accessing or using the Site on behalf of a Healthcare Professional, you will be required to register as a Clinical User. We will ask for the following business information: practice name, mailing address, phone number, fax number, e-mail address, website, primary contact information (name, phone number, fax number, e-mail address) and practice NPI (“Business Information”). We will ask for the following additional provider information: provider name, gender, practice location (if multiple locations), provider credentials, (MD, DO, etc.) medical specialty, National Provider Identifier, and a personal photo to use in connection with the Site (“Healthcare Professional Information”). From time to time, AppointmentNotify may request limited other personally identifying information in connection with your use of the Site. AppointmentNotify does not condition your use of the Site on the disclosure of more information than is reasonably necessary to use the Site.
At the time you register to use our Site, you will create your own unique user name and password to log into your AppointmentNotify account. Your unique login user ID will only be visible to you and not to anyone else. You are responsible for safeguarding your unique user ID and password.
When you visit our Site, we collect from you log data as described in the Cookies and Logs section below. We will also collect location information if you permit your mobile device or a location-enabled internet browser to detect your location. You will be able to agree or deny the request to detect your location.
When you purchase products and services on our Site, we will ask you to provide the following personally identifiable information from you: credit card number, credit card expiration date, and billing address (“Billing Information”). We do not store or process this information. This information is used by our third-party payment processors to verify credit card authenticity and process payments for the products and/or services you purchased on our Site. Please note that the third-party processor’s use of your personal information is governed by their respective privacy policies which may or may not contain privacy protections as protective as this privacy policy.
You may email us your questions about our services and our Site at support@appointmentnotify.com. We may ask for additional non-personal information to better help us respond to customer service questions. Information you provide, including personally identifying information, when you contact us with a question, is used to respond to your question(s) regarding our products and services.
We may also collect other data regarding your use of the Site, such as click-stream data, your IP address, access times and the referring website addresses (for additional information, see the section titled “Cookies and Log Data” below).


A. How We May Use Your Information.

We may use your Personal, Business, Provider and Billing Information we collect from and about you on the Site (collectively, “Information”) for any of the following purposes:

  • To operate the Site;
  • To fulfill your requests for products and services;
  • To tailor the Site to our users’ needs;
  • To contact you and communicate with you about your use of the Site;
  • To send you marketing materials on products and services offered by us or related information from third parties (subject to your opt-out options and applicable law);
  • To review Site and product usage and operations and to improve the content and functionality of the Site and our products and services;
  • To address problems with the Site, our business, products or services;
  • To protect the security or integrity of the Site, and our users and business;

In general, we may retain your Information, including Secure Chat information, for as long as needed to support the uses of your Information described in this Section or as necessary to offer our services. If you terminate use of the Site or if your use of the Site is terminated for any other reason, your account and all Information maintained in your account will be deleted, including but not limited to your appointment histories, Secure Chat history, and Medical Information. You are responsible for ensuring that you save a copy of any such Information in connection with termination of your use of the Site and account for any reason.

B. How We May Share Your Information.

This Section describes how we may Share your Personal, Medical, Business and/or Provider Information. Collectively, we may refer to these categories of information from time to time as simply “Information.”

1. Between Users

We may share Personal and Medical Information between Patient Users and Healthcare Professionals who are registered with the Site as Clinical Users in order to facilitate scheduling an appointment with the Healthcare Professional of the Patient User’s choice. For example, if you are a Patient User, your Personal Information and Medical Information such as appointment preferences and contact information may be shared with a Healthcare Professional that you choose in order for you to schedule an appointment with the Healthcare Professional, and you may be contacted by such Healthcare Professional related to your appointment, including by phone, email and/or text message reminders. If you are a Clinical User, your Business and applicable Provider Information may be shared with Patient Users who are looking to schedule an appointment with you or your practice, including available appointments.
Personal and other Information may also be communicated between users who choose to use Secure Chat functions. You may use the Secure Chat functions to communicate pertinent information relating to scheduling an appointment. You may not use this Secure Chat function to communicate anything of a confidential or sensitive nature, such as HIV/AIDS, genetic information, venereal disease, drug or alcohol abuse/use and other sensitive information. We may also provide you with other opportunities to connect with other Users at your option, and certain of your Information may be shared where you make these connections. Please see the Security section for an explanation of how AppointmentNotify keeps your information secured when you choose to use these features.
You acknowledge that sharing such Information does not create a relationship between you and other AppointmentNotify Users. Patient Users and Clinical Users are solely responsible for scheduling, rescheduling or cancelling any routine appointments which may be scheduled using AppointmentNotify. You are not permitted to use the Site to request or schedule appointments for emergency or urgent care.

2. Other Information Sharing.

We may share Information with third-party service providers with whom we have contracted to provide aspects of the Site or our products and services offered via the Site or who otherwise perform functions on behalf of AppointmentNotify to provide the Site or our products and services, such as hosting providers, credit card processors, or advertisers.
We may disclose Information in good faith if disclosure is required to: (i) comply with any applicable laws or legal processes, (ii) protect the rights, property or safety of our users, another party or AppointmentNotify, (iii) enforce the Terms of Use and/or HIPAA BAA. We reserve the right to disclose Information that we believe is appropriate to cooperate in investigations of fraud or other illegal or inappropriate activity or in response to a subpoena or other legal process to the fullest extent permitted or required by applicable law. If a subpoena seeks information about you, we’ll make reasonable business efforts to contact you before providing information to the party that requests it, but we cannot guarantee that we will be able to do so.
We may disclose information to your agent or legal representative (such as the holder of a power of attorney that you grant, or a guardian appointed for you).
As with any other business, it is possible that in the future we could merge with or be acquired by another company. If such an acquisition occurs, the successor company would have access to Information maintained by us, including customer account information, but would continue to be bound by this Privacy Policy unless and until it is amended.

3. Protected Health Information and HIPAA BAAs.

Certain Information may be subject to the requirements of the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). Use of the Site by Clinical Users may require entering into a HIPAA Business Associate Agreement with AppointmentNotify which governs our use and disclosure of Protected Health Information (“PHI”) in the provision of the Site and related services to you and your Individual User customers. We may only use and disclose PHI to the extent permitted by the terms of the HIPAA BAA. For example, we may use and disclose PHI in order to provide the Site and Services and for our internal management and administration. However, Business, Provider and certain Personal and other Information which is not PHI will remain governed by this Privacy Policy and the Terms of Use, and may be fully used and disclosed by AppointmentNotify as set forth herein.


For our registered users of our Site, we provide an easy way via your online account profile for you to access, correct, update or remove Personal and other Information that has previously been provided to us. You can review your Information and make any necessary changes at any time, by logging in to your user account. If you are unable to edit your Information by logging into your user account, please contact us for assistance at support@appointmentnotify.com.


You are permitted to “opt-in” to having your Information used for purpose of receiving marketing material from us, our affiliates, and/or our third-party advertisers when providing information to us. In certain circumstances, we may request your written authorization as part of the opt-in process.
If you no longer wish to receive promotional communications from us, our affiliates, and/or our third-party advertisers, you may opt-out of receiving them by following the instructions included in each communication. Please understand that if you choose not to receive promotional correspondence from us, we may still contact you in connection with your relationship, activities, transactions and communications with us.
From time to time, we may provide you the opportunity to participate in AppointmentNotify surveys and other information gathering activities to obtain information regarding the use of and possible changes to our products, services and/or the Site and the attractiveness of additional service features or new products or services. Participation in these surveys and activities is completely voluntary and you will usually be provided a choice to participate anonymously. Information obtained from such activities may be used by us to consider enhancements or improvements to the Site and/or our products and services, for future product development or for other purposes pertaining to the Site or AppointmentNotify’s business.


Unique identifiers such as cookies (which are small text files stored locally on your computer that help store user preferences and may be html files, Flash files, or other technology), web beacons or clear gifs (which are small pieces of code placed on websites used to collect advertising metrics, such as counting page views, promotion views, or advertising responses , tags and scripts or similar technologies (collectively referred to as “Tracking Technologies”) are used by AppointmentNotify and our marketing, analytics, or other service providers to understand Site usage, help customize our content, offerings or advertisements on the Site, analyze trends, allow users to move between associated websites without logging into each site, and other purposes related to our management and administration of the Site.
We may also use cookies to personalize your experience on the Site (e.g., to recognize you by name when you return to the Site), save your password in password-protected areas, save your online settings, enable you to use shopping carts on the Site, to help us offer you products, programs or services that may be of interest to you and to deliver relevant advertising. In many Internet browsers, you can choose to delete, disable, turn off or reject most Tracking Technologies through the “Internet Options” sub-option of the “Tools” menu option of your browser or otherwise as directed by your browser’s support feature. Additional information on deleting, disabling, rejecting or turning off Tracking Technologies may be available through your browser’s support feature. Please consult the “Help” section of your browser for more information.
Please know that certain areas and features of our Site can only be accessed in conjunction with cookies or similar devices and you should be aware that disabling cookies or similar devices might prevent you from accessing some of our content.
Log data collected on web servers supplies us with aggregate information about the number of visits to different pages on our Site. We use such aggregate information to improve access to our content based on our visitors’ browsers and operating system types to make our content available to as many users as possible. We do not link the “log data” collected to personality identifying information submitted by users when participating in our activities. This Privacy Policy covers the use of cookies by AppointmentNotify only and does not cover the use of cookies by any advertisers. Some of our third-party providers (e.g., third-party advertisers) may use cookies on our site. We have no access to or control over these cookies. By agreeing to this Privacy Policy and using the Site, you are consenting to the use of Tracking Technologies as set forth in this Privacy Policy.


Our Site is not intended for children under 13 years of age. No one under age 13 may provide any information to or on the Site. We do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on this Site or on or through any of its features or register on the Site. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at support@appointmentnotify.com.


AppointmentNotify is a cloud-based platform which is built using the cloud security design principles to ensure data privacy, confidentiality, integrity and availability. The data “in transit” is secured by industry-standard transport encryption mechanism such as TLS/SSL consistent with guidance provided by the respective compliance authorities. SSL security provides visitors/users to AppointmentNotify with the confidence to communicate securely via an encrypted session (Notifications, Secure Chat and other data). The security of data “at rest” is ensured by using file-level encryption using native file system encryption tools. AppointmentNotify has additionally implemented reasonable technical and organizational measures designed to deter unauthorized access to and use, destruction of, modification of, or disclosure of Information we collect, maintain or transmit via the Site.
Regardless of the precautions taken by us or by you, no data transmitted over the Internet or any other public network can be guaranteed to be 100% secure. We cannot ensure or warrant the security of any information you transmit to us and you provide all personally identifiable information via the Site at your own risk. You are responsible for maintaining the security of your user profile and other Information, including your password and for any and all activities that occur under your account. Do not share this information with anyone. We will never ask you to send your password or other sensitive information to us in an email, though we may ask you to enter this type of information on the Site. If you are sharing a computer with anyone you should always log out before leaving a site or service to protect access to your personally identifiable information from subsequent users.


AppointmentNotify may from time to time provide links to other websites that may have their own information collection practices. These other websites are governed by their own privacy policies or information collection practices, which may be substantially different from ours. We encourage visitors to other websites to review the privacy policies and information collection practices of those websites. This Privacy Policy applies solely to the information collected on the Site and does not apply to any information collected by linked websites or the use of any your information by any third party through such linked websites.


The Site may include social media features, such as, for example: [(1) the Facebook Connect service which gives you the option to post information about your activities on the Site to your Facebook profile page to share with your Facebook network, (2) the Share button which allows you to share a link to our Site with your friends on Twitter, Facebook, Linkedin and other social media platforms and by email, (3) the Tweet button, which allows you to share a link to our Site with your Twitter network, and (4) the ability to upload video, audio, and photographic material to our Site (collectively, “Social Media Features”).Please be aware that these Social Media Features may collect your IP address, which page you are visiting on our Site, and may set a cookie to enable the Social Media Feature to properly function. We reserve the right to review and modify any social media, including video, audio, and written posting you submit to our Site. Some Social Media Features may be third party products and your interactions with those third parties are governed by the privacy policy of the third-party providing the applicable Social Media Feature.


California Civil Code Section 1798.83 permits users who are California residents and who have provided with "personal information" (as that term is defined in Section 1798.83) to request certain information about the disclosure of that information to third parties for their direct marketing purposes. In addition, if you are under 18 years old, and a California resident, you may submit an application to have any content or material you posted or submitted to our Site using the Social Media Features removed from our Site. Please note that an application to have your material removed does not ensure information you have posted in the past will be completely removed from our systems or our Site, or from other websites. If you are a California resident, you may contact us about your rights by writing to support@appointmentnotify.com.


You should be aware that the United States and other countries have not harmonized their privacy regulations. Because AppointmentNotify and its servers are located in the United States and our services are directed towards the United States market, we have written our Privacy Policy to satisfy United States regulations. We do not at this time offer services to individuals outside of the United States, and you are hereby on notice that you may not use our Site if you reside in another country.


We may display personal testimonials of satisfied customers on our site in addition to other endorsements. With your consent we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us at support@appointmentnotify.com.


Each time you use the Site, the current version of this Privacy Policy will apply. When you use the Site, you should check the date of this Privacy Policy (which appears at the top of this Privacy Policy) and review any changes since the last version. Users can always refuse to accept the change to our privacy policy by terminating their use of the Site and our services offered via the Site. Unless stated otherwise, our current Privacy Policy applies to all information that we have about you. Continuation of such use shall be considered acceptance of the change in the Privacy Policy. We will not materially change our policies and practices to make them less protective of your privacy without the consent of affected users.


If you have any questions, comments or concerns regarding AppointmentNotify’s Privacy Policy and/or information collection practices, please email us at support@appointmentnotify.com.

To see the Terms of Use that apply to the Site, please visit https://appointmentnotify.com/site/tos.