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Privacy Policy

ReadySetConnect

ReadySetConnect Privacy Policy

Effective Date: 08/07/2026

At ReadySetConnect (“we,” “us,” or “ReadySetConnect”), we are committed to protecting your privacy while delivering a secure practice management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website, platform, and services (collectively, the “Service”).

This Policy is incorporated into our Terms of Use and works together with our Business Associate Agreement (BAA). If you are a Covered Entity or Business Associate under HIPAA, the BAA governs our handling of Protected Health Information (PHI).

By using the Service, you consent to the practices described in this Policy. If you do not agree, please do not use the Service.

1. Information We Collect

We collect information in several categories:

Account and Contact Information

  • Name, email address, phone number, organization details, and login credentials when you register or update your account.
  • Payment information (processed securely by third-party providers like Stripe; we do not store full credit card details).

Usage and Service Data

  • Information about how you use the Service (e.g., features accessed, session data, logs).
  • User Data / Content: Files, progress notes, patient information, PHI, and other materials you or your users upload, generate, or process through the Service.

Automatically Collected Information

  • Device and browser information, IP address, location (general), and cookies/pixels for analytics and functionality (see Section 7).

Information from Third Parties

  • Data from payment processors, integrated tools, or referrals (with appropriate permissions).
We do not knowingly collect data from children under 13. If we become aware of such data, we will delete it.

2. How We Use Your Information

We use the information we collect to:
  • Provide, maintain, and improve the Service.
  • Process transactions and manage your Subscription.
  • Personalize your experience and respond to support requests.
  • Send important service-related communications (e.g., updates, security notices). You may opt out of marketing emails.
  • Ensure security, prevent fraud, and enforce our Terms and BAA.
  • Comply with legal obligations, including HIPAA.
  • Conduct analytics and research using de-identified or aggregated data that does not identify individuals.
  • Develop and improve our products (using non-PHI data where possible).

PHI-Specific Use: We process PHI solely as your Business Associate as described in the BAA and only as permitted by HIPAA and your instructions.

3. How We Share or Disclose Information

We do not sell personal information or PHI.

We may share information with:
  • Service Providers: Trusted vendors who assist with hosting, payments, analytics, and support. They are contractually obligated to protect data (and sign BAAs where PHI is involved).
  • Legal Compliance: When required by law, subpoena, or to protect rights, safety, or property.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets.
  • With Your Consent: For any other purpose you explicitly approve.

Non-personally identifiable aggregated data may be shared for marketing or industry insights.

3 (A): If you opt in to receive text messages (SMS/MMS) from ReadySetConnect, we collect your mobile phone number and your consent status for the purpose of sending you those messages, including appointment reminders, account notifications, and other service-related communications you have agreed to receive.

We do not share, sell, or provide your mobile phone number or SMS opt-in/consent data to third parties or affiliates for marketing or promotional purposes. Your mobile information is used solely to deliver the text messages you have requested and is not disclosed to any third party for their own marketing purposes.
Message frequency may vary depending on your account activity and preferences.

Message and data rates may apply. You can opt out of text messages at any time by replying STOP, and you can reply HELP for assistance. For more information about our text messaging program, contact us using the details in Section 12 below.

4. Data Security

We implement administrative, technical, and physical safeguards to protect your information, including SSL/TLS encryption, access controls, and regular security reviews.
We are committed to HIPAA compliance for PHI. However, no system is completely secure. You are responsible for strong account credentials and proper use of the Service. Notify us immediately of any suspected security incident.
In the event of a breach involving PHI, we will notify you as required by the BAA and Applicable Laws.

5. Your Rights and Choices

  • Access, Correction, Deletion: You can view and edit much of your information in your account. Contact us for additional requests (e.g., export or deletion of PHI/User Data). We will respond promptly, subject to legal and legitimate business needs.
  • Opt-Out: Unsubscribe from marketing emails using the link provided. Service-related emails cannot be opted out.
  • Do Not Sell: We do not sell your data. California residents have additional rights under CCPA/CPRA (see Section 9).
  • Withdraw Consent: Where processing is based on consent, you may withdraw it (this may limit your use of the Service).
For PHI, rights are handled per the BAA and HIPAA.

6. Data Retention

We retain information as long as necessary for the purposes described, to comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion, but we may retain certain data as permitted by law (e.g., for backups, audits, or PHI retention requirements).

7. Cookies and Tracking Technologies

We use cookies, web beacons, and similar technologies to enable functionality, analyze usage, and improve the Service. You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect Service functionality.
We may use third-party analytics tools (e.g., Google Analytics) that set their own cookies. See their privacy policies for details.

8. Third-Party Links and Integrations

The Service may contain links to third-party sites or integrations. We are not responsible for their privacy practices. Review their policies before providing information.

9. California Privacy Rights (CCPA/CPRA)

California residents have rights to know, delete, correct, and opt out of the sale/sharing of personal information. We do not sell personal information. To exercise rights, contact us at the details below. We will verify your identity before responding.

10. International Users

If you are located outside the United States, your data may be transferred to and processed in the U.S. We use appropriate safeguards for such transfers.

11. Changes to This Privacy Policy

We may update this Policy from time to time. We will post the revised version with a new effective date. Continued use of the Service after changes constitutes acceptance. Material changes will be notified via email or in-Service notice where appropriate.

12. Contact Us

If you have questions, requests, or concerns about this Privacy Policy or our practices, please contact us:
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