Privacy Policy

Effective date: [DATE] · GapFill LLC, [City, State]

GapFill helps healthcare practices fill last-minute appointment cancellations by sending text messages, on the practice's behalf, to patients who already have an appointment and asked to be seen sooner. This policy explains what information we handle and how we protect it.

The information we process

We process a deliberately small set of information, provided to us by your healthcare practice or by you:

Your name and mobile phone number
The date, time, and length of your existing appointment
Your consent to receive texts about earlier openings, with a timestamp
The messages exchanged through the service (offers, replies, confirmations)

We do not collect or store diagnoses, treatment details, clinical notes, insurance information, or payment card details.

Our role

GapFill acts as a service provider (business associate) to your healthcare practice, under a written Business Associate Agreement where required by HIPAA. Your practice remains in charge of your appointment and your records; GapFill is the messenger. Questions about your appointment or your patient records should go to your practice.

How texting works

You will only receive texts if you have an existing appointment and asked your practice to contact you about earlier openings.
Message frequency is limited in software: at most one offer per day and three messages per week, and every message is a short, single text.
Reply STOP at any time to stop all texts immediately and permanently. Reply HELP for help. Message and data rates may apply.

How we protect it

Names, phone numbers, and message contents are encrypted at rest.
Every practice runs in its own isolated environment with its own encryption keys.
Access requires individual staff logins; every action is recorded in an audit trail.
Messages are delivered through vendors bound by written agreements, including Business Associate Agreements where required.

What we never do

We do not sell your information. We do not share it for advertising. We do not use it for any purpose other than offering you earlier appointment times at your own practice.

Retention

We keep information only as long as your practice subscribes to GapFill and as required for legal and compliance purposes. When a practice leaves GapFill, its data is returned or securely destroyed in accordance with our agreement with the practice.

Your choices and rights

Text STOP to stop all messages, permanently.
Ask your practice to remove you from the sooner list at any time.
Contact us at privacy@gap-fill.com with questions about this policy, or to exercise rights available under your state's privacy laws.

Children

Appointments for minors are managed by a parent or guardian through the practice; GapFill texts the mobile number the practice was asked to use.

Changes

If this policy changes materially, we will post the update here with a new effective date.

Contact: GapFill LLC · [address] · privacy@gap-fill.com
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