Last updated: September 21, 2026
This Privacy Policy explains how Humble Consultancy and this clinic operations portal collect,
use, store, and protect information in connection with appointment reminders, patient reply tracking,
fax handling, insurance remittance review, portal access, and related support activities. The clinic's
own patient Notice of Privacy Practices may also apply to its patient records.
Information we collect
We may collect and process patient and staff information made available through the scheduling and
messaging workflow, including names, phone numbers, appointment dates and times, appointment types,
assigned staff, clinic names, appointment statuses, and patient message replies such as confirm or
reschedule responses.
We also collect portal administration and system information such as admin login email addresses,
password hashes, session data, audit records, application logs, messaging provider message identifiers, and other
technical metadata needed to operate, secure, monitor, and troubleshoot the service.
Fax workflows may involve scanned or generated documents, cover sheets, patient names and dates of birth,
referring provider and insurance company details, fax numbers or email addresses, delivery status,
and text extracted from documents to help staff review and route them. Fax documents may contain
health information supplied by the clinic or the sender.
Insurance remittance workflows may involve uploaded PDF scans of checks and payment explanations,
patient names, insurer and check details, claim or service codes, amounts paid, contractual write-offs,
invoice information, and staff review or posting records. A scanned check may contain financial account
information visible on the original document.
How information is used
Information may be used to:
- extract appointment data from authorized scheduling systems
- generate and send reminder messages
- receive, classify, and display patient responses
- support clinic operations, scheduling follow-up, and front-desk workflows
- prepare, send, review, and archive clinic faxes and related delivery records
- extract remittance details, match patients and invoices, and, after staff review, record insurance payments and write-offs in Sycle
- maintain system security, prevent misuse, and investigate issues
- comply with contractual, operational, and legal obligations
Message and communications data
Reminder messages and patient replies may be processed through third-party providers, including
SignalWire for SMS delivery, and other service providers used by the clinic or portal operator. Message content,
delivery records, response intent, and operational status data may be stored in the portal database and
related logs for workflow, support, auditing, and recordkeeping purposes.
Scheduling and source-system data
Appointment data may be retrieved from authorized third-party systems such as Sycle. The portal only
uses the information needed to support scheduling reminders, patient response handling, fax routing,
remittance review, internal previews, and related administrative workflows. Authorized users may review
Sycle patient and invoice records through the portal, and approved remittance entries may be recorded
on the selected Sycle invoice.
Fax documents and delivery
Authorized clinic staff may upload or import fax scans, review extracted text, prepare cover sheets,
and send documents to selected fax or email recipients. The portal stores fax files and operational
records needed for review, delivery, troubleshooting, and archiving. Fax delivery may involve SignalWire;
configured email and Google Drive connections may be used for delivery or archiving. Staff should verify
recipients and document content before sending.
Insurance remittances
Authorized users may upload remittance PDFs for text extraction and review. The portal stores the source
PDF, extracted text, patient and invoice matches, payment and write-off amounts, and review or posting
status. It uses Sycle records to help identify the correct patient and invoice; insurance payments and
write-offs are submitted to Sycle only through the portal's review and submission workflow.
Cookies and session data
The portal uses session cookies and related security controls to keep administrators signed in, protect
forms, and help prevent unauthorized access. These technologies are used for authentication, security,
and service operation rather than consumer advertising.
Sharing of information
Information may be shared with authorized clinic personnel, Sycle, fax and messaging providers,
configured email and document-storage providers, hosting and infrastructure providers, and professional
advisors as needed to provide, secure, maintain, or support the service, as authorized by the clinic,
or as required by law or valid legal process.
Data retention
Information, including source fax and remittance PDFs, extracted text, delivery records, and remittance
review and posting records, may be retained for as long as reasonably necessary to provide services,
support clinic workflows, maintain records, troubleshoot issues, comply with legal obligations, resolve
disputes, and enforce agreements. Retention periods may vary based on the type of record and operational needs.
Security
We use administrative, technical, and organizational measures designed to protect information, including
authenticated access, password hashing, session controls, rate limiting, server-side logging, and other
reasonable safeguards. No method of storage, transmission, or processing is completely secure, and we
cannot guarantee absolute security.
Your choices and clinic responsibilities
Clinics using this service are responsible for the lawfulness of the data they provide, the reminder
content they approve, and their own patient communications practices, consents, notices, and opt-out
handling obligations. Patients may have rights under applicable law to request access, correction,
deletion, or other action regarding their personal information, subject to legal and operational limits.
Children's privacy
This portal is intended for clinic operations and is not directed to children as a consumer-facing
service. Any information relating to minors that is processed through clinic scheduling systems is
handled solely in connection with authorized clinic operations.
Changes to this policy
This Privacy Policy may be updated from time to time to reflect changes in the service, legal
requirements, or operational practices. Updated versions become effective when posted on this page.
Contact
For questions about this Privacy Policy or portal operations, please contact
Humble Consultancy.
