Overview
This Privacy Policy describes how LeadSigma Scheduling and the healthcare practices that use it collect, use, disclose, and protect information submitted through online appointment scheduling pages. This policy is intended to be broadly applicable and non-account specific. If a practice provides its own privacy policy or HIPAA Notice of Privacy Practices, that practice-specific notice may provide additional details and controls for that practice.
Information we collect
We may collect information you provide while scheduling or managing an appointment, including name, date of birth, contact information, appointment preferences, office selection, referral source, insurance information, uploaded insurance card images, parent or guardian information, and other information requested by the practice. We may also collect technical and usage information such as device type, browser, IP address, pages visited, timestamps, and marketing attribution parameters.
How we use information
Information is used to process appointment requests, communicate about scheduling and care-related logistics, support patient intake, maintain security, prevent fraud or misuse, troubleshoot and improve the service, measure booking performance, comply with legal obligations, and support the healthcare practice you are contacting.
HIPAA and health information
When LeadSigma Scheduling handles protected health information for a covered healthcare provider, it does so as a service provider or business associate, as applicable, and uses safeguards designed to support HIPAA compliance. The healthcare practice remains responsible for its own HIPAA Notice of Privacy Practices and for explaining how it uses and discloses protected health information for treatment, payment, healthcare operations, and other permitted purposes.
SMS, calls, and messaging privacy
If you provide a phone number and consent to receive calls or text messages, your number and messaging consent may be used to send appointment reminders, scheduling updates, intake follow-up, and related care or service messages. Message frequency varies. Message and data rates may apply. You may reply STOP to opt out of text messages and HELP for help where supported.
Mobile opt-in data and text messaging consent will not be sold, rented, or shared with unaffiliated third parties for their marketing or promotional purposes. We may share messaging information with vendors that help deliver messages, the healthcare practice you are contacting, and others when needed to provide the service, comply with law, or protect rights and security.
Disclosures and service providers
Information may be disclosed to the healthcare practice you select, technology vendors, hosting providers, analytics and security providers, communications providers, integration partners, and other service providers that help operate scheduling and related services. We may also disclose information if required by law, legal process, regulators, or to protect patients, practices, LeadSigma, or others.
State privacy rights
Depending on your state, you may have privacy rights such as requesting access, correction, deletion, portability, restriction, appeal, or opting out of certain uses of personal information. These rights may vary by state and may be limited when information is protected health information, maintained by a healthcare provider, needed for legal compliance, or otherwise exempt under applicable law.
To exercise privacy rights related to appointment or patient information, contact the healthcare practice that provided the scheduling link. The practice is typically best positioned to verify your identity and respond to requests involving patient records. If a request relates only to LeadSigma Scheduling service data, the practice may coordinate with LeadSigma as appropriate.
Cookies, analytics, and advertising
Scheduling pages may use cookies, pixels, session replay, analytics, and similar technologies to operate the service, understand traffic sources, measure conversion performance, improve usability, and support security. Browser or device settings may allow you to block or limit some technologies, but doing so may affect functionality.
Security and retention
We use administrative, technical, and physical safeguards designed to protect information. No online service can guarantee absolute security. Information is retained as needed to provide scheduling services, support healthcare practice operations, meet legal obligations, resolve disputes, maintain audit records, and enforce agreements.
Children and guardians
Scheduling may be completed by a parent or legal guardian for a minor patient. By submitting information for a minor, you represent that you have authority to provide the information and communicate with the practice about the appointment.
Changes to this policy
We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised effective date.
Contact
For questions about an appointment, patient record, or practice-specific privacy rights, contact the healthcare practice that provided your scheduling link. For questions about LeadSigma Scheduling service privacy, ask the practice to route the request to LeadSigma support.