Privacy Policy
Last updated: June 29, 2026
This Privacy Policy explains how PatientLoop ("PatientLoop," "we," "us," or "our") collects, uses, and protects information when you visit our website or use our services. PatientLoop is operated by Caleb Willis, based in Sangerville, Maine. By using our website or services, you agree to the practices described below.
1. Information we collect
- Information you provide: your name, email address, phone number, business name, and any message content you send when you contact us or request an audit.
- Usage information: basic, non-identifying analytics such as pages visited and general device or browser type.
- Information processed on behalf of our clients: when we provide services to a clinic, we may process contact information of that clinic's own patients (such as name and phone number) solely to deliver messaging on the clinic's behalf. We act as a service provider to the clinic and do not use this information for our own marketing.
2. How we use information
- To respond to inquiries and provide the audit or services you request.
- To operate, maintain, and improve our website and services.
- To send service-related communications and, where permitted, appointment and promotional messages on behalf of our clients to recipients who have opted in.
- To comply with legal obligations.
3. SMS / text messaging
If you opt in to receive text messages from PatientLoop or a clinic we serve, we use your phone number only to send the messages you consented to receive (such as appointment reminders, re-engagement messages, and promotional offers). You can opt out at any time by replying STOP, or get help by replying HELP. See our SMS Terms for full details.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are never shared with or sold to any third parties.
4. How we share information
We do not sell your personal information. We share information only with trusted service providers who help us operate (for example, messaging and hosting providers), and only as needed to deliver our services, or when required by law. As stated above, SMS opt-in data and consent are not shared with third parties for any purpose other than delivering the messages you requested.
5. Data retention
We keep personal information only as long as needed to provide our services and meet legal requirements, then delete or anonymize it.
6. Security
We use reasonable administrative and technical safeguards to protect the information we hold. No method of transmission or storage is completely secure, but we work to protect your information.
7. Your choices and rights
You may request access to, correction of, or deletion of your personal information, and you may opt out of marketing communications at any time. To make a request, contact us using the details below.
8. Children's privacy
Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children under 13.
9. Changes to this policy
We may update this Privacy Policy from time to time. The "Last updated" date above reflects the most recent changes.
10. Contact us
Questions about this policy or your information? Email us at caleb@patientloophq.com. PatientLoop is operated by Caleb Willis, Sangerville, Maine.