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Privacy Policy

Last updated: March 21, 2026

PatientCopilot ("we", "us", or "our") operates the website at https://patientcopilot.ai and the PatientCopilot platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our platform, or interact with us via phone, email, or text message.

Information We Collect

We may collect information about you in a variety of ways, including:

  • Account Data: Name, email address, phone number, practice name, and billing information you provide when creating an account or subscribing to our services.
  • Personal Data: Name, email address, phone number, and other contact information you voluntarily provide when you chat with us through the website chat, call us, or text us.
  • Patient Data (as a Service Provider): When healthcare practices use PatientCopilot to manage patient communications, we process patient data on behalf of the practice as a Business Associate under HIPAA. See our HIPAA Policy for details.
  • Usage Data: Information about how you access and use our website and platform, including your IP address, browser type, pages visited, and time spent on pages.
  • Cookies: We may use cookies and similar tracking technologies to track activity on our website.

How We Use Your Information

We may use the information we collect for purposes including:

  • To provide, operate, and maintain our platform and services
  • To process your subscription and manage your account
  • To respond to your inquiries and support requests
  • To send you service-related notifications, updates, and billing information
  • To send you appointment reminders, service updates, and follow-ups via SMS/text message (only to people who have started a conversation with us or opted in by text)
  • To send you information about our services in reply to your inquiries
  • To improve our website, platform, and services
  • To comply with legal obligations, including HIPAA

AI-Powered Communications Disclosure

PatientCopilot uses artificial intelligence to automate certain communications on behalf of healthcare practices, including but not limited to: appointment scheduling, patient follow-ups, review requests, live chat responses, and lead outreach.

When you interact with a healthcare practice that uses PatientCopilot, some or all of the communications you receive may be generated or facilitated by AI. These communications are sent on behalf of the healthcare practice and are governed by that practice's privacy policies in addition to this policy.

SMS/Text Messaging

PatientCopilot sends text messages only to people who start a conversation with us by texting or chatting with us (including through the chat widget on this website), or who opt in by texting a keyword to our number. We do not collect phone numbers or SMS consent through web forms. Messages are limited to customer care and support, appointment-related messages, and replies with product information that you requested. Message frequency varies based on your conversation. Message and data rates may apply. Consent to receive text messages is not a condition of purchase.

You can opt out at any time by texting STOP to any message you receive from us. After opting out, you will receive a one-time confirmation message. You will no longer receive text messages from us unless you re-subscribe.

For help or support with text messaging, text HELP to any message you receive from us, or contact us at support@patientcopilot.ai or (323) 826-7690. See also our SMS Terms and Terms & Conditions.

A2P 10DLC Compliance

PatientCopilot sends SMS/MMS messages through Application-to-Person (A2P) 10DLC messaging campaigns registered with carriers through The Campaign Registry (TCR), in line with carrier requirements and TCR guidelines. We maintain:

  • Proper brand and campaign registration with TCR
  • Opt-in only through a customer-initiated text or chat conversation, or by texting a keyword, with documented consent
  • Immediate processing of opt-out (STOP) requests
  • Compliant message content that identifies the sending business
  • Records of consent

Disclosure of Your Information

We do not sell, trade, or rent your personal information to third parties.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Text messaging originator opt-in data and consent will not be shared with third parties or affiliates.

We may share your information with:

  • Service providers who assist us in operating our platform and business (e.g., payment processing, cloud hosting, communication infrastructure)
  • Analytics providers (such as Google Analytics) to help us understand website usage
  • Law enforcement or regulatory agencies when required by law

HIPAA and Healthcare Data

When PatientCopilot processes patient data on behalf of healthcare practices, we do so in compliance with the Health Insurance Portability and Accountability Act (HIPAA). We enter into Business Associate Agreements (BAAs) with healthcare practice customers and implement administrative, technical, and physical safeguards to protect Protected Health Information (PHI).

For complete details on our HIPAA compliance practices, please review our HIPAA Compliance Policy.

Security

We use industry-standard security measures to protect your personal information, including:

  • TLS 1.2+ encryption for all data in transit
  • AES-256 encryption for data at rest
  • Role-based access controls and multi-factor authentication
  • Regular security audits and vulnerability assessments
  • SOC 2 Type II certified infrastructure

However, no method of transmission over the internet or electronic storage is 100% secure.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

Your Rights

Depending on your location, you may have rights regarding your personal information, including:

  • The right to access your personal data
  • The right to request correction or deletion of your data
  • The right to opt out of communications (including text messages - text STOP to unsubscribe)
  • The right to data portability
  • The right to withdraw consent

California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you.
  • Right to Delete: You have the right to request that we delete your personal information, subject to certain exceptions.
  • Right to Opt-Out of Sale: We do not sell your personal information. We do not share your data with third parties for their own marketing purposes.
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To exercise any of these rights, contact us at support@patientcopilot.ai or (323) 826-7690. We will respond to verifiable requests within 45 days.

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page with an updated "Last updated" date. Your continued use of our website or services constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy, please contact us at:

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