Privacy Policy

Last Updated: January 22, 2026

SalesDoctor.ai ("We", "Our", "Platform") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our software service.

1. Information We Collect

We collect information that you provide directly to us, as well as information collected automatically.

  • Account Information: Name, email address, phone number, clinic details, and payment information provided during registration.
  • Patient Data: Information about patients (PHI) that you upload or that is collected via our intake forms, including names, contact details, and medical history.
  • Usage Data: Information on how you interact with the Service, such as log files, device information, and browser type.

2. How We Use Your Information

We use the collected data for specific business purposes:

  • To provide, maintain, and improve our Service.
  • To process transactions and manage your subscription.
  • To facilitate appointment bookings and deposit collections.
  • To communicate with you regarding updates, security alerts, and support.
  • To comply with legal obligations and enforce our agreements.

3. HIPAA & Protected Health Information (PHI)

We recognize the sensitivity of health data. As a Business Associate:

  • Encryption: All PHI is encrypted in transit (TLS 1.3) and at rest (AES-256).
  • Access Control: We enforce strict Role-Based Access Control (RBAC). Only authorized personnel from your clinic can access your patient records.
  • No Sale of Data: We never sell patient data to third parties or advertisers.

4. Data Sharing & Third Parties

We may share information with trusted third-party service providers who assist us in operating our Service:

  • Payment Processors: Stripe (for billing and deposits).
  • Communication Providers: Twilio (for SMS/Email).
  • Cloud Infrastructure: Google Cloud Platform (for hosting).

These partners are contractually obligated to protect your data and comply with applicable privacy laws.

5. Data Retention

We retain your personal information and Patient Data only for as long as is necessary for the purposes set out in this Privacy Policy, or as required by law. When you cancel your account, we will delete or anonymize your data in accordance with our data retention schedule, subject to HIPAA requirements.

6. Security Measures

We implement robust security measures to protect your information, including firewalls, intrusion detection systems, and regular security audits. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

7. Your Rights

Depending on your location, you may have rights regarding your personal data, including the right to access, correct, delete, or restrict the processing of your data. To exercise these rights, please contact us.

8. TCPA & Communication Compliance

We strictly adhere to the Telephone Consumer Protection Act (TCPA).

  • Consent: We only send messages to users who have explicitly opted-in.
  • Opt-Out: We automatically process "STOP" keywords to unsubscribe users immediately.

9. Cookies & Tracking

We use cookies and similar tracking technologies to track activity on our Service and hold certain information to improve user experience. You can instruct your browser to refuse all cookies.

10. Changes to This Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us at privacy@salesdoctor.ai.