Privacy Policy

Effective date: January 11, 2026

This Privacy Policy explains how RemindersForClinics (“we”, “our”, “us”) handles information when you visit our website or use our locally installed reminder software (the “Software”).

✅ Installed locally (on-premise)

✅ No cloud storage

✅ No patient database

✅ One-time data entry

1) Quick Summary (Plain English)

We do not store patient records on our servers.
The Software runs locally on your clinic computer. We do not operate a patient CRM or cloud database.
Patient contact details entered for a reminder are used one time for sending that specific message.
After sending, the Software does not keep a patient list. If you want to message the same patient again, clinic staff must manually enter details again (or re-import/export from your own system).
Our website may collect standard analytics (e.g., page visits) to improve our marketing and site performance.

Important: Clinics remain responsible for their own compliance requirements (including HIPAA in the United States). Our Software is designed to minimize patient data exposure by running locally and avoiding cloud storage.

2) Who This Policy Applies To

This Policy applies to:

Visitors to our website (remindersforclinics.com)
Clinics and users who install and operate the Software
Prospective customers who contact us via forms or email

3) Information We Collect on Our Website

3.1 Information you provide

Your name, clinic name, email address, and any message you send through our contact or trial form.
Optional details such as specialty, clinic size, or country/state if you choose to provide them.

3.2 Information collected automatically

Basic device and browser information
Pages you visit and actions you take on the site
Approximate location (city/country), inferred from IP address
Cookies or similar technologies (see Section 10)

4) Patient Data & How the Software Works

The Software is designed for clinics that prefer a local, non-cloud workflow. This section explains how patient-related information is handled.

4.1 No patient database

The Software does not maintain or upload a centralized patient database. We do not provide hosted patient profiles, medical records, or long-term cloud storage.

4.2 One-time entry (no retention by design)

When clinic staff enter a patient name/phone/email to send a reminder, the information is used one time to send that specific message. Once the reminder is completed, the Software does not store an ongoing patient list for future marketing or repeated messaging.

Example: If you want to send a follow-up message to the same patient later, staff will need to manually enter the details again (or re-import them from the clinic’s own system).

4.3 Data stays inside the clinic environment

By default, reminder activity runs locally within your clinic computer environment. This reduces exposure of patient information to third parties.

5) How We Use Information

We may use website and business-related information to:

Respond to inquiries and provide customer support
Provide access to the 5-day free trial and licensing information
Improve our website, messaging, and product documentation
Prevent fraud, abuse, or security incidents
Meet legal obligations

6) How Privacy Is Managed in Our Organization

We operate with a data-minimization approach: collect less, store less, reduce risk. Internally, we apply the following practices:

Limited access: Only authorized staff can access business communications (e.g., contact requests, trial requests).
No patient repository: We do not operate a patient database or store clinic patient lists on our servers.
Support boundaries: We do not request PHI (Protected Health Information) via email or web forms.
Security: We use reasonable administrative and technical safeguards to protect business data.
Vendor review: Third-party services used for website operations (analytics, hosting, email delivery) are selected based on security and reliability.

Note: Clinics should avoid entering sensitive clinical details into reminder messages. The Software is intended for appointment communications such as time confirmations and simple instructions.

7) Sharing of Information

We do not sell personal information.

We may share limited website/business information only with:

Service providers that help us operate our website (hosting, analytics, email delivery)
Legal authorities if required by law
Professional advisors (e.g., accounting/legal) under confidentiality obligations

8) Data Retention

Website form submissions: We retain inquiry and trial requests as long as needed for support, business operations, and recordkeeping.
Patient data in the Software: The Software is designed for minimal retention. Patient contact details are used one time to send a message and are not stored as a patient database on our servers.

9) Security

We implement reasonable safeguards to protect business information. However, no method of transmission or storage is 100% secure. Clinics remain responsible for security and access control of the clinic computers where the Software is installed.

10) Cookies & Analytics

We may use cookies and analytics tools to understand how visitors use our website and improve performance. You can control cookies through your browser settings.

11) Your Rights

Depending on your location, you may have rights to access, update, or delete certain information. To submit a request, contact us using the details below.

12) Contact

For privacy questions, contact us at:
Email: info@remindersforclinics.com

We may update this Privacy Policy from time to time. Updates will be posted on this page with a new “Effective date”.