Privacy Policy

Introduction

Ai Practice Management LLC ("Ai Practice Management" or "we") is a healthcare support organization that provides services and solutions to medical and dental providers across major states in the United States. We are committed to protecting the privacy and personal information of our clients, website visitors, and those who engage with our communication platforms, including SMS messaging. This Privacy Policy outlines how we collect, use, and protect personal data in accordance with applicable laws and regulations.

Scope

This Privacy Policy applies to all personal data collected by AI Practice Management LLC, including but not limited to:

• Healthcare professionals and practice managers who use our services
• Clients who engage with us through our website or other communication platforms
• Individuals who subscribe to SMS updates or communicate with us electronically
• Visitors to our website: https://aipracticemanagement.us

SMS Consent

We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, and any other vendors who assist us in the delivery of text messages.

All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Types of Personal Data Collected

Ai Practice Management LLC may collect the following categories of personal data:

• Contact Information: name, phone number, email address, office address
• Business Information: practice name, specialty, licensing or credential data
• Service Preferences: service interests, support needs, communication preferences
• Payment or Billing Information: invoicing or transaction-related data
• Technical Data: IP address, device data, browser type, and site interaction

How We Collect Personal Data

We collect data through:

• Contact forms on our website
• Phone, SMS, or email communication
• Third-party tools for secure online scheduling, messaging, or billing
• Information you voluntarily provide when requesting services

How We Use Personal Data

We use personal data for the following purposes:

• To provide and manage administrative and operational support to healthcare practices
• To communicate appointment reminders, updates, and relevant service information via SMS, email, or phone
• To personalize and improve our services
• To manage billing and transactions
• To comply with legal and regulatory requirements

Message Frequency & Data Rates

If you use our services, we may send operational/support messages related to your account, service requests, and customer support. Message frequency varies based on the services you use; typical volumes may range from 2-5 messages per day per client and 20-50 messages per week per client. Standard message and data rates may apply depending on your carrier.

Examples of messages may include:

• Provider enrollment updates (effective dates, acceptance updates)
• Credentialing updates (credentialing, revalidation, recredentialing)
• One-time codes for multi-factor authentication (when required by third-party portals)

Opt-Out Instructions

• SMS Opt-Out: Reply STOP (or UNSUBSCRIBE) to any message to stop receiving texts.
• SMS Help: Reply HELP for assistance, or contact us at info@aipracticemanagement.com.
• Email Opt-Out: Use the "Unsubscribe" link at the bottom of any marketing email, or contact us to request removal.

How We Disclose Personal Data

Ai Practice Management LLC may disclose personal data:

• To service providers and vendors strictly for operational purposes
• To government or regulatory authorities, if required by law
• In the case of a business transaction, such as a merger or acquisition

We do not sell or share your personal data with third parties for their marketing purposes.

Security Measures

We implement industry-standard technical and organizational safeguards to ensure your personal data remains secure, including:

• Secure website encryption (HTTPS)
• Role-based access control
• Data backup and recovery protocols
• Secure payment processing platforms

Retention of Your Personal Data

We retain Personal Data only for as long as needed to provide our services and for the purposes described in this Privacy Policy. We may also retain Personal Data as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.

Usage Data is generally retained for a shorter period, unless it is used to support security, prevent fraud, improve service functionality, or we are legally required to keep it longer.

Transfer of Your Personal Data

We do not sell Personal Data or share personal/professional information with third parties for promotional or marketing purposes. To operate our services, information may be shared on a need-to-know basis with internal teams and with service providers that support core operations (for example, secure communications and messaging delivery). When we transfer data internally, we use appropriate safeguards and may use secure transfer methods (such as encrypted channels and SFTP-style secure file transfer) where appropriate.

Delete Your Personal Data

You may request that we delete Personal Data we have collected about you, and you may ask us to assist with deletion where applicable.

If our service provides account features, you may be able to review, update, or delete certain information by signing in and visiting your account settings. You may also contact us to request access to, correction of, or deletion of information you provided to us.

We may need to retain certain information when required by law or when we have a lawful basis to do so.

Your Rights

You have the right to:

• Request access to your personal data
• Request correction or deletion of your data
• Withdraw consent or object to data use for specific purposes
• File a complaint with a data protection authority, if applicable

Security of Your Data

We work to protect your information using commercially reasonable safeguards. However, no method of transmission over the internet and no method of electronic storage is completely secure, and we cannot guarantee absolute security.

Children’s Privacy

Our service is not directed to children under 13 and we do not knowingly collect Personal Data from children under 13. If you are a parent or guardian and believe your child provided Personal Data, please contact us so we can take appropriate steps to delete the information. If we must rely on consent as a legal basis and local law requires parental consent, we will request it before collecting or using that information.

Links to Other Websites

Our service may contain links to third-party websites that we do not operate. If you follow a third-party link, you should review the privacy policy of that site. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last updated" date above. Where appropriate, we may also notify you by email and/or through a prominent notice on our service before changes become effective. Changes take effect when posted unless stated otherwise.