PATIENTRECAPTURE PRIVACY POLICY

1. WHO WE ARE

Our website address is: http://patientrecapture.com.

PatientRecapture is a dental practice automation service. We help dental practices recover lost implant consultation revenue through automated follow-up systems.

Contact:

2. INFORMATION WE COLLECT

Calculator Users (Non-Clients)

When you use our revenue calculator, we collect:

  • Calculator inputs (inquiry volume, booking rates, case values)
  • IP address (for spam prevention)
  • Browser type and device information

We do NOT collect personal information from calculator users unless they voluntarily provide it.

Prospective Clients (Booking Calls)

When you book a consultation via Cal.com, we collect:

  • Name
  • Email address
  • Phone number
  • Practice name
  • Scheduling preferences
  • Information you provide in booking forms

Active Clients (Subscription Users)

When you subscribe to our service, we collect:

  • Consultation booking data and performance metrics
  • Business contact information
  • Billing information (processed by Stripe)
  • CRM access credentials (HubSpot or compatible)
  • Patient contact data (names, phone numbers, emails) for follow-up automation

3. HOW WE USE YOUR INFORMATION

Calculator Data

  • Calculate revenue loss estimates
  • Improve calculator accuracy
  • Analyze aggregate usage patterns (anonymized)

Prospect Data

  • Schedule and conduct consultations
  • Send appointment reminders
  • Provide service information
  • Follow up after consultations

Client Data

  • Deliver automated follow-up services
  • Process payments
  • Provide customer support
  • Send service updates and performance reports
  • Improve our services

4. PATIENT DATA (FOR CLIENTS)

Important: PatientRecapture acts as a data processor for patient contact information. You (the dental practice) remain the data controller.

What we process:

  • Patient names, phone numbers, email addresses
  • Consultation inquiry timestamps
  • Booking status and communication history

What we DO NOT access:

  • Protected Health Information (PHI)
  • Medical records
  • Treatment plans
  • Financial records (beyond consultation booking)
  • Insurance information

Your responsibilities:

  • Obtaining patient consent for automated communication
  • HIPAA compliance at your practice
  • Managing patient data retention policies
  • Informing patients of third-party processing

5. THIRD-PARTY SERVICES

We use trusted third-party services to operate our business, including:

  • Customer Relationship Management (CRM) platforms
  • Communication services (email and SMS)
  • Payment processing
  • Appointment scheduling
  • Website analytics
  • Cloud hosting and data storage

These services are SOC 2 compliant and follow industry-standard security practices. They process data only as needed to provide our services. For a list of specific providers and their privacy policies, email hello@patientrecapture.com

6. COOKIES

We use cookies for:

  • Website functionality
  • Analytics (Google Analytics)
  • Session management
  • Calculator usage tracking

Types of cookies:

  • Essential: Required for website operation (1 year)
  • Analytics: Track aggregate usage patterns (1 year)
  • Functional: Remember your preferences (1 year)

You can disable cookies in your browser, but some features may not work properly.

7. DATA SECURITY

We protect your data with:

  • SSL/TLS encryption (HTTPS)
  • Secure cloud hosting (AWS/Google Cloud)
  • Access controls and authentication
  • Regular security audits
  • Encrypted data transmission to third-party services

However: No internet transmission is 100% secure. We cannot guarantee absolute security.

8. DATA RETENTION

You have the right to:

  • Access: Request a copy of your data
  • Correction: Update inaccurate information
  • Deletion: Request we delete your data (subject to legal obligations)
  • Portability: Receive your data in a machine-readable format
  • Objection: Object to certain processing activities
  • Restriction: Request we limit how we use your data
  • Withdraw consent: Opt out of non-essential communications

To exercise these rights: Email hello@patientrecapture.com with your request. We’ll respond within 30 days.

10. CALIFORNIA RESIDENTS (CCPA)

California residents have additional rights:

  • Right to know what personal information we collect
  • Right to know if we sell or share personal information (we don’t)
  • Right to opt-out of sales (not applicable – we don’t sell data)
  • Right to deletion
  • Right to non-discrimination for exercising rights

Contact hello@patientrecapture.com to exercise CCPA rights.

11. CHILDREN’S PRIVACY

Our services are not directed to individuals under 18. We do not knowingly collect information from children. If we discover we’ve collected child data, we’ll delete it immediately.

12. INTERNATIONAL DATA TRANSFERS

Our services are based in the United States. If you’re outside the US, your data may be transferred to and processed in the US, which may have different data protection laws than those in your country.

13. DO NOT TRACK

Our website does not respond to Do Not Track signals. You can disable tracking through browser settings or privacy extensions.

14. CHANGES TO THIS POLICY

We may update this policy with 30 days’ notice via:

  • Email to active clients
  • Website banner notification
  • Updated “Last Updated” date

Continued use after changes constitutes acceptance.

15. DATA BREACH NOTIFICATION

If a data breach affects your information, we’ll notify you within 72 hours via email and provide:

  • Description of the breach
  • Types of data affected
  • Steps we’re taking
  • Recommended actions for you

16. EMBEDDED CONTENT

Our website may include embedded content (videos, calculators, scheduling widgets) from:

  • YouTube
  • Cal.com
  • Other third-party services

These services may collect data about you per their own privacy policies. We don’t control their practices.

17. COMMENTS AND CONTACT FORMS

If you leave comments or use contact forms:

  • We collect the data shown in the form
  • Your IP address and browser user agent (spam prevention)
  • Comments are retained indefinitely (unless you request deletion)

We do not currently allow public comments, but this may change.

18. MARKETING COMMUNICATIONS

If you provide your email, we may send:

  • Service updates
  • Product announcements
  • Educational content
  • Promotional offers

You can opt out anytime via:

We’ll process opt-out requests within 10 business days.

19. AUTOMATED DECISION-MAKING

We do not use automated decision-making or profiling that produces legal or significant effects. Our calculator provides estimates only – no automated decisions about services or pricing.

20. CONTACT US

Questions about this privacy policy:

Email: hello@patientrecapture.com
Phone: (713) 588-4667

For data protection inquiries, contact our Privacy Officer at the same email.