Privacy Policy

1. Who We Are

Appointment Solutions, LLC is a California limited liability company located at 23 Corporate Plaza Dr., Ste. 150-88A, Newport Beach, CA 92660-7908. We provide a nurse-led healthcare appointment scheduling platform that helps individuals, families, and caregivers request, confirm, and manage medical appointments via text message and our secure online portal.

2. Information We Collect

We collect the following types of information when you use our Services:

• Account Information: Your name, email address, phone number, and password when you create an account.
• Patient & Healthcare Information: Information about the patients you manage, including names, dates of birth, physician names, insurance details, and appointment preferences needed to schedule on your behalf.
• Payment Information: Billing details such as credit card information, processed securely through our third-party payment processor. We do not store full payment card numbers.
• Usage Data: Information about how you interact with our platform, including pages visited, features used, device type, browser, and IP address — collected automatically to improve the Services.
• Communications: Records of messages, support inquiries, or feedback you send to us.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve our appointment scheduling Services.
• Contact healthcare providers on your behalf to request and confirm appointments.
• Send you appointment confirmations, reminders, and scheduling updates via SMS and email.
• Process subscription payments and manage your billing account.
• Respond to support requests and communicate with you about your account.
• Analyze usage patterns to improve the user experience and platform features.
• Comply with applicable legal obligations and protect against fraud or security threats.

We do not sell your personal information to third parties, and we do not use your health-related data for advertising purposes.

4. How We Share Your Information

We may share your information only in the following limited circumstances:

• Healthcare Providers: We share relevant patient and scheduling information directly with the physician offices you designate, solely to request and schedule appointments on your behalf.
• Service Providers: We work with trusted third-party vendors (such as AWS for cloud hosting, payment processors, and SMS platforms) who assist in delivering our Services. These vendors are contractually required to protect your data and may not use it for independent purposes.
• Legal Requirements: We may disclose information when required by law, court order, or government authority, or when necessary to protect the rights, safety, or property of Appointment Solutions, LLC or its users.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your data is subject to a different privacy policy.

5. Data Security

We take the security of your personal and health information seriously. Our platform is built on Amazon Web Services (AWS) infrastructure, which employs industry-leading encryption for data at rest and in transit. We implement access controls, routine monitoring, and security protocols designed to protect your information from unauthorized access, disclosure, or misuse.

While we take reasonable measures to safeguard your data, no internet transmission or electronic storage method is 100% secure. In the event of a data breach that affects your rights, we will notify you as required by applicable law.

6. SMS and Text Message Communications

By providing your phone number and using our Services, you consent to receive text messages from Appointment Solutions, LLC regarding appointment scheduling, confirmations, and reminders. These messages are Application-to-Person (A2P) communications sent on your behalf.

You may opt out at any time by replying STOP to any text message. Standard message and data rates may apply. For full details on how we handle SMS communications, please review our Messaging Policy.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience, analyze site traffic, and remember your preferences. Cookies are small data files stored on your device. You can control cookie preferences through your browser settings; however, disabling certain cookies may affect the functionality of the Services.

We use analytics tools (such as Google Analytics) to help us understand how users interact with our platform. These tools collect usage data in an aggregated, anonymized form and are subject to those providers' privacy policies.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Services. If you cancel your account, we will retain your data for a reasonable period to comply with legal obligations, resolve disputes, and enforce our agreements, after which it will be securely deleted or anonymized.

9. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Opt-Out: Opt out of marketing communications at any time by clicking "unsubscribe" in any email or replying STOP to any text message.
• Portability: Request a copy of your data in a portable format where technically feasible.

To exercise any of these rights, please contact us at [email protected]. We will respond to all requests within 30 days.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and how it is used, the right to request deletion, and the right to opt out of the sale of your personal information. We do not sell personal information. To submit a CCPA request, contact us at [email protected].

11. Children's Privacy

Our Services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us and we will take steps to delete that information promptly.

Our platform may be used by adults to schedule healthcare appointments for minor dependents. In such cases, the account holder is responsible for any information submitted on behalf of the minor.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. When we make material changes, we will notify you by email or through the platform before the changes take effect. Your continued use of the Services after the effective date constitutes acceptance of the updated policy.