Privacy Policy

Information Provided by Healthcare Providers

• Patient name and contact information (phone number, email address)
• Appointment-related data (dates, times, provider name)
• Waitlist position and scheduling preferences

Information Collected Automatically

• SMS opt-in and opt-out records with timestamps
• Message delivery status and response data (e.g., YES/NO/STOP replies)
• IP address and browser information when accessing the web portal

Information from SMS Interactions

• Inbound SMS replies (STOP, HELP, YES, NO, and other responses)
• Opt-out requests and confirmation records

We collect your phone number solely to send you SMS notifications about appointment availability and waitlist status updates on behalf of your healthcare provider. SMS messages are sent only to patients who have provided consent.

Types of SMS Messages We Send

• Waitlist availability notifications (appointment slot opened)
• Appointment confirmation and scheduling alerts
• Waitlist status updates
• STOP/HELP keyword confirmation responses

Opt-Out Instructions

You may opt out of SMS messages at any time by replying STOP to any message. Upon opting out, you will receive one final confirmation message and no further SMS messages will be sent. To re-subscribe, contact your healthcare provider directly.

HELP Keyword

Reply HELP to any message for assistance. You will receive a response with our contact information and support options.

Message & Data Rates

Standard message and data rates may apply depending on your mobile carrier and plan. OnTheList Solutions does not charge recipients for SMS messages.

We use the information we collect for the following purposes:

• To send appointment waitlist notifications via SMS on behalf of your healthcare provider
• To process your responses to appointment offers (acceptance or declination)
• To maintain accurate waitlist records for healthcare providers
• To honor opt-out requests and maintain suppression lists
• To comply with applicable laws, regulations, and carrier requirements
• To maintain an audit trail for HIPAA compliance purposes
• To improve the performance and reliability of our platform

We may share your information only in the following limited circumstances:

• SMS Service Providers: We share phone numbers with our SMS delivery provider solely to enable message transmission. These providers are contractually prohibited from using your data for any other purpose.
• Healthcare Providers: Your information is accessible to the healthcare provider who added you to their waitlist, as they are the data controller for your care.
• Legal Requirements: We may disclose information if required by law, court order, or governmental authority.
• Business Transfers: In the event of a merger or acquisition, your information may be transferred with appropriate notice.

We implement industry-standard security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction, including:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of sensitive data at rest
• Role-based access controls limiting data access to authorized personnel
• Regular security assessments and vulnerability monitoring
• Secure, audited infrastructure aligned with HIPAA Security Rule requirements

While we take reasonable precautions, no method of transmission over the internet is 100% secure. We encourage you to contact us immediately if you suspect unauthorized use of your information.

We retain personal information for the following periods:

• SMS consent records: Retained for a minimum of 5 years to satisfy regulatory and audit requirements
• Opt-out records: Retained indefinitely to ensure suppression lists remain active
• Appointment and waitlist data: Retained as directed by the healthcare provider, typically for the duration of the provider relationship plus 6 years
• Message logs: Retained for 2 years for audit and compliance purposes

You may request deletion of your personal information by contacting us at the address below, subject to our legal obligations to retain certain records.

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

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Opt-Out of SMS: Reply STOP to any message or contact your healthcare provider to be removed from their waitlist
• Data Portability: Request your data in a portable format where technically feasible

To exercise any of these rights, contact your healthcare provider directly or reach us at support@onthelist.solutions.

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us immediately and we will take steps to delete such information.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date at the top of this page.

Continued use of our services after any changes constitutes acceptance of the updated policy. We encourage you to review this policy periodically.