Privacy Notice

This notice covers LoopIn's public website, clinic-specific communication pages, Webchat, SMS continuation, and hosted-document access. It does not replace a clinic's own privacy notice.

LoopIn provides the communication service. The clinic decides why it communicates with you, what it sends, how it responds, and how it handles your appointment or billing request. Contact the clinic directly about its services or its use of your information.

LoopIn is designed for appointment scheduling, billing questions, and ordinary clinic communication. Keep messages limited to what the clinic needs to handle that request.

Depending on how you use LoopIn, we handle:

• Contact information, such as your name and mobile number.
• Communication content, including messages, appointment preferences, billing questions, and documents a clinic chooses to share.
• Communication records, including the clinic and destination you selected, timestamps, delivery state, consent, phone verification, and opt-out state.
• Technical information, including IP address, browser and device information, request details, and essential cookie values.
• Security and support information, including access events, audit records, error details, and information you provide when asking for help.

We receive this information from you, the clinic and its authorized staff, communication providers, clinic integrations, and the service itself as it operates.

We use information to:

• deliver and organize messages for the clinic you contacted;
• keep an authorized Webchat and SMS continuation together;
• verify a mobile number when you choose to continue by text;
• provide, expire, and revoke secure document links;
• authenticate users, enforce access boundaries, and prevent abuse;
• operate, troubleshoot, support, and improve service reliability; and
• comply with applicable law and enforce our terms.

Your communication is made available to the clinic destination you selected and its authorized staff. If a clinic clearly presents a separate Billing service and you choose it, that Billing service receives and works the new conversation instead of the originating clinic.

We may also disclose information to:

• providers that support messaging, email, hosting, databases, and service operations;
• professional advisers supporting legitimate business or legal needs;
• authorities or other parties when required by law or necessary to protect people, rights, or the service; and
• a successor involved in a merger, acquisition, financing, or sale of the service.

LoopIn does not sell personal information or use it for targeted advertising.

LoopIn uses essential browser cookies and local storage for sign-in, security, clinic and workspace context, and interface preferences. We do not use advertising cookies on the audited service. Blocking essential cookies may prevent parts of LoopIn from working.

We keep information for as long as reasonably needed to provide the communication service, preserve the clinic's conversation history, resolve delivery or support issues, protect the service, follow the clinic's lawful instructions, and meet legal obligations. Different records may be kept for different periods.

A hosted-document access link expires seven days after it is issued and may be revoked sooner. Link expiration does not necessarily delete the underlying document or the clinic's communication record.

LoopIn uses access controls, tenant and location boundaries, private document storage, limited document links, and audit records to protect the service. No online service is perfectly secure. Protect document links and tell the clinic promptly if a message or link reaches the wrong person.

• You may decline SMS continuation and keep using Webchat.
• You may reply with a recognized STOP request to stop later text messages from that clinic sender.
• Contact the clinic about a conversation, appointment, billing request, or information it controls.
• Contact LoopIn Support about information LoopIn handles directly or a privacy concern with the service.

Privacy rights vary by location. We may need to verify your request and coordinate with the clinic responsible for the conversation before acting.

LoopIn is not a general-audience service for children. A parent or guardian may use a clinic's communication channel on behalf of a minor. Minors should use LoopIn only with the involvement of a parent or guardian and should provide only what is needed for the appointment or ordinary clinic request.

We may update this notice when the service or our practices change. The effective date at the top shows when this version took effect. Questions about LoopIn's privacy practices can be sent through LoopIn Support. Questions about a clinic's appointments, messages, or records should go directly to that clinic.