Privacy Policy

AppointAI, Inc. ("AppointAI," "we," "us," or "our") is committed to protecting your privacy and the privacy of your patients. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our appointment scheduling and reminder platform ("Services").

1. Information We Collect

Account Information

When you create an AppointAI account, we collect your name, email address, practice name, phone number, and billing information.

Patient Information (Protected Health Information)

In providing our Services, we process patient appointment data including names, contact information, and appointment details. This information constitutes Protected Health Information (PHI) under HIPAA. We process PHI only as a Business Associate on behalf of our covered entity customers, pursuant to our Business Associate Agreement (BAA).

Usage Data

We collect information about how you use our platform including features accessed, time spent, and interactions with the interface. This helps us improve our product.

2. How We Use Your Information

• To provide, operate, and improve our Services
• To send appointment reminders on behalf of healthcare practices
• To provide customer support
• To send product updates and marketing communications (you can opt out at any time)
• To comply with legal obligations
• To detect and prevent fraud and security incidents

3. HIPAA Compliance

AppointAI is a HIPAA-compliant Business Associate. We maintain administrative, physical, and technical safeguards to protect PHI in accordance with the HIPAA Security Rule. All PHI is encrypted at rest (AES-256) and in transit (TLS 1.3). We do not use or disclose PHI for any purpose other than providing our Services, as described in our BAA.

Every AppointAI customer automatically receives a signed Business Associate Agreement (BAA) upon account creation.

4. Data Sharing and Disclosure

We do not sell your data or your patients' data. We share information only:

• With service providers who assist in operating our platform (bound by confidentiality obligations)
• As required by law or in response to valid legal requests
• To protect the rights, property, or safety of AppointAI, our customers, or others
• With your consent

5. Data Retention

We retain account data for as long as your account is active and for 90 days after account closure. Patient appointment data is retained according to the retention schedule specified in your BAA, which aligns with applicable medical record retention requirements.

6. Data Security

We implement industry-leading security measures including AES-256 encryption at rest, TLS 1.3 for data in transit, multi-factor authentication, role-based access controls, continuous monitoring, and annual SOC 2 Type II audits by independent third parties. All data is stored in US-based AWS data centers.

7. Your Rights

You have the right to:

• Access the personal information we hold about you
• Correct inaccurate personal information
• Request deletion of your personal information (subject to legal retention requirements)
• Opt out of marketing communications
• Data portability — export your data in machine-readable format

To exercise these rights, contact us at privacy@appointai.io.

8. Cookies

We use essential cookies to operate our platform and optional analytics cookies to understand usage patterns. You can disable non-essential cookies in your browser settings. We do not use third-party advertising cookies.

9. Children's Privacy

Our Services are not directed to individuals under 18. We do not knowingly collect personal information from minors. Healthcare practices are responsible for obtaining appropriate consent when scheduling appointments for minors.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or via a notice in our platform at least 30 days before the change takes effect.

11. Contact Us

For privacy questions or to exercise your rights, contact our Privacy Officer at:

• Email: privacy@appointai.io
• Mail: AppointAI, Inc., 340 Pine St, Suite 1200, San Francisco, CA 94104
• Phone: +1 (888) 427-7626