Privacy Policy

Your Clinic Heart is a brand of Socialogic (Romany, LLC) ("we", "the platform"): an appointment management and operational intelligence platform for specialty clinics, operated by Socialogic. Each clinic that uses the platform is responsible for its patients' data; we process it on the clinic's behalf as its business associate under HIPAA.

We collect only the administrative information needed to schedule and manage appointments:

• Name, phone number, email address, and date of birth.
• Insurance plan and record number (assigned by the office).
• Appointments, their status, and preferences (language, contact channel).
• Card token (through Stripe; never the card number itself).
• If you request an appointment online once you have a record with the clinic, how far you got in that request: whether you saw the available times (and how many there were), whether you chose one, whether you reached the card step and, if the card did not go through, the kind of reason the bank gave (for example, “insufficient funds”; never the card details), or what prevented confirming it (for example, that the time was no longer available). It lets the office know where you stopped and help you finish.

We do not store clinical information (conditions, diagnoses, medications, allergies, medical history, or clinical forms). That lives in the clinic's electronic health record (EHR).

Even minimal, the fact that a person has an appointment at a specialty clinic is protected health information. We treat it as such: encrypted at rest and in transit, with role-based access controls and audit logs. We do not include PHI in URLs, technical logs, or analytics tools.

• To schedule, confirm, remind, modify, and cancel your appointments.
• To send you notifications through your preferred channel (WhatsApp, SMS or email).
• If you started requesting an appointment and didn't finish, and at the details step you gave us permission to message you about that request, to send you a single message by WhatsApp or text with the link to finish it.
• To process the no-show charge when applicable (see Terms).
• To generate aggregated, de-identified reports for clinic administration (no name lists).

We do not sell your information. We share it only with providers that need it to operate the service:

• Hosting and database (Fly.io) — this is where your information lives, under a Business Associate Agreement (BAA).
• Payments (Stripe) — to validate the card and charge no-shows.
• Messaging — WhatsApp (Meta, through its Cloud API), text messages (Sinch) and email (Mailgun). They receive your phone number or email address to deliver a short notice: the date and time of your appointment, your clinic's short name (or "Your Clinic" if its name reveals the specialty or is too long) and, in some notices, a secure link that says nothing about you on its own. Emails may also carry the clinic's logo and the preparation instructions the clinic has marked for that appointment (for example, fasting or bringing lab results). They never carry your name, the name of the provider who sees you, the specialty, or the reason for your appointment; your appointment details are served by our platform when you open the link.
• Your clinic's EHR — only your demographic data, and only at check-in at the office.

When you request an appointment online we ask you for a single permission for messages and, when you confirm it, for the clinic's policy. We don't send you promotional messages.

• Messages about your appointments, at the details step. It is one box, before we send you the code: permission to message you by WhatsApp, text message or email about your appointments —the code to verify your cell phone; the confirmation, the reminders and any change to your appointments; a single reminder to finish your request if you don't; if you join the waitlist, a notice when a spot opens; and a short survey after your visit—. Without it we don't send you the code, and you can go on with "Continue without verifying"; in that case we ask you for the same box when you confirm the appointment (required, TCPA), because without it you would get neither the confirmation nor the reminders. If you already gave it to us before, we don't ask again. You can opt out at any time by replying STOP.
• The clinic's policy (required). The booking is not completed without it. It states what applies to your appointment: if the clinic charges and your plan is not exempt, the charge for not showing up or for cancelling with less notice than the clinic sets; if you book with "I don't have a credit card", that the charge would become a balance to pay at the office and that, while it is pending, you won't be able to book online; and if there is no charge (because the clinic does not charge or your plan is exempt), just its cancellation policy. That charge is not your health plan's deductible: the deductible, if your plan requires one, is paid on the day of the appointment directly at the office.

If the office registers you, they read you that same text, and the policy and the messages are accepted verbally; if you don't want messages, say so and they will note it on your record.

If your record reached the clinic without any of these acceptances (for example, brought over from the clinic's electronic health record), we send you no notices until you authorize them. You can do it from your patient portal, under "My documents".

You can opt out of WhatsApp and text messages at any time by replying STOP (and opt back in with START), and out of emails using the unsubscribe link. Reply HELP for help. Message frequency varies with your appointments. Message and data rates may apply.

Mobile opt-in data and consent are not shared with third parties or affiliates for marketing or promotional purposes. Messages are used solely for what that permission names (notices about your appointments, a single reminder if you leave an appointment request unfinished, the waitlist notice and the survey about your visit) and to send you a one-time verification code when you request one: when you enter your number while booking, to confirm it belongs to you, and to sign in to your account. Those codes expire in 10 minutes, are stored hashed, and are sent from a phone number separate from the one used for appointment notices.

On the clinic's public informational page (the one showing services, hours and location) we count visits to know how much it is used. We do it with our own system, which is why we can say exactly what it stores: we do not store your IP address, we set no cookies, and we send nothing to third parties. All that remains is the day, the section viewed, whether it was a phone or a computer, and which site or campaign you arrived from — never who you are.

When you book, we count the arrival and the steps of the form. On the booking portal we count that someone arrived at the booking page from a link —for example, an ad's link or the QR code on a poster—: the day, which medium or campaign that link came from, the language, and whether it was a phone or a computer. And, to learn at which step people who don't finish stop, we also count how far into the form each visit got before having a record (opening the booking, the details step, asking for the verification code, entering it or continuing without verifying) and what kind of notice the form showed (for example, that the phone number is already registered). Under the same rules as above: no cookies, your IP address is not stored, nothing you type while booking, and never linked to your appointment or your name; and if your browser asks “do not track”, none of this is counted. What does stay in your record, once you have one, is how far you got in your request (see §2), so the office can help you finish it: that is not website measurement, the clinic's staff see it in your record, and it is not sent to any third party. Your appointment page and your patient portal carry no measurement of any kind, because there what would be visible is no longer traffic: it would be that a specific person has an appointment.

The only thing your appointment keeps about how you got here is a source label: the medium through which you came to book and, if the link carried one, the campaign (for example, a social media ad or the QR code on a poster), so the clinic knows what brings in appointments. It is only that label —never the full web address or the identifiers that ad platforms add—, the clinic sees it only as totals, and it is not sent to those platforms or to any other third party.

Some clinics also enable advertising tools (the Meta pixel for Facebook and Instagram, TikTok's, or Google's) for their ads. When active, they run only on that informational page and report the visit to that platform. They never run on the booking portal, your appointment page or your patient portal, and they never receive your name, your phone number or any detail of your appointment.

We enforce per-clinic isolation at the database level (Row-Level Security), encryption in transit and at rest, role-based access control, and audit logging. No method is 100% infallible, but we follow practices aligned with HIPAA.

You may request access to your administrative information or its correction by contacting your clinic. For requests related to your medical record, contact the clinic directly.

If you believe the privacy of your health information has been violated, you may file a complaint with your clinic or with the U.S. Department of Health and Human Services, Office for Civil Rights (HHS OCR). We will not retaliate for filing a complaint.

If a breach affecting your protected health information occurs, we will notify the affected clinic without undue delay so that you can be informed as required by the HIPAA Breach Notification Rule.

We retain your administrative information while you are a patient of the clinic and as required by applicable law and our agreements with the clinic.

The platform is for adults 18 years or older.

We may update this policy; the current version will be published here. For questions, write to hello@yourclinicheart.com.