1. Introduction
Chirosoft ("we", "us", or "our") operates clinic management software designed to help healthcare practitioners manage their practice efficiently. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our software and related services, including SMS appointment reminder services.
We are committed to protecting the privacy of our users and their patients in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Act Respecting the Protection of Personal Information in the Private Sector.
2. Information We Collect
2.1 Patient Information
Through the use of our software, clinic administrators may input and store patient information, including but not limited to: patient names, contact information (phone numbers, email addresses, mailing addresses), date of birth, health card numbers, appointment history and scheduling information, treatment records and clinical notes, and billing information.
2.2 SMS Communication Data
For our SMS appointment reminder service, we collect and process: mobile phone numbers provided by patients, appointment date and time information, message delivery status and timestamps, and patient opt-in/opt-out preferences.
3. How We Use Your Information
We use the information collected for the following purposes: to provide and maintain our clinic management software services, to send SMS appointment reminders to patients who have opted in to receive such communications, to improve and optimize our software and services, to comply with legal obligations and regulatory requirements, and to communicate with clinic administrators about their account and our services.
4. SMS Appointment Reminder Service
4.1 Service Description
Chirosoft offers an SMS appointment reminder service to help reduce missed appointments. This service sends automated text messages to patients to remind them of upcoming appointments at their healthcare provider's clinic.
4.2 Consent
SMS messages are only sent to patients who have provided explicit consent to receive appointment reminders via text message. Consent is obtained by the healthcare provider during the patient intake process or through a separate opt-in mechanism.
4.3 Message Content
SMS messages contain only appointment reminder information, including the clinic name, appointment date and time, and instructions for confirming or rescheduling. Messages do not contain sensitive health information or treatment details.
4.4 Opt-Out
To stop receiving SMS appointment reminders: Reply STOP to any message, contact your healthcare provider directly, or request removal through the clinic's front desk. Opt-out requests are processed promptly, and no further SMS messages will be sent once the request is confirmed.
4.5 Message Frequency and Charges
Message frequency varies based on appointment schedule. Standard message and data rates may apply depending on the patient's mobile carrier and plan.
5. Third-Party Service Providers
We use Telnyx, a telecommunications service provider, to deliver SMS appointment reminders. Telnyx processes phone numbers and message content solely for the purpose of message delivery. Our agreement with Telnyx requires them to maintain appropriate security measures and to use patient data only as necessary to provide the messaging service.
6. Data Security
We implement appropriate technical and organizational security measures to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, secure authentication mechanisms, regular security assessments and updates, access controls limiting data access to authorized personnel, and secure data backup procedures.
7. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, to comply with legal obligations, and to meet regulatory requirements for healthcare record retention. SMS communication logs are retained for a reasonable period to support service quality and troubleshooting.
8. Your Rights
In accordance with applicable privacy laws, you have the right to: access your personal information held by us, request correction of inaccurate personal information, withdraw consent for SMS communications at any time, request information about how your data is used, and file a complaint with the relevant privacy commissioner if you believe your privacy rights have been violated.
9. Children's Privacy
For patients who are minors, consent for SMS communications must be provided by a parent or legal guardian. We do not knowingly send SMS messages directly to individuals under the age of 13 without parental consent.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify users of any material changes by posting the new Privacy Policy on our website and updating the "Effective Date" at the top of this document. Continued use of our services after such modifications constitutes acceptance of the updated Privacy Policy.
11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: