Last updated: March 31, 2026
This Privacy Policy explains how Humble Consultancy and this appointment reminder portal collect,
use, store, and protect information in connection with appointment reminder workflows, patient reply
tracking, portal access, and related support activities.
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.
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
- 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 Twilio,
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, internal
previews, and related administrative workflows.
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, service providers, hosting providers,
messaging vendors, infrastructure providers, and professional advisors to the extent reasonably needed
to operate, secure, support, or improve the service, or as required by law, legal process, or valid
governmental request.
Data retention
Information 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.
