Privacy Policy

Last updated: March 4, 2026

1. Introduction & Scope

At On Call Practice ("we," "our," or "us"), we operate a technology platform providing CRM, ERP, Identity Management, Marketing Automation, Appointments, and VoIP Telephony services specifically designed for healthcare providers (our "Services"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our Services.

HIPAA Disclaimer: On Call Practice acts as a "Business Associate" to its healthcare provider clients ("Covered Entities") under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). When we process Protected Health Information (PHI) on behalf of our clients, our obligations and privacy practices are governed by the Business Associate Agreement (BAA) in place with that specific client, which supersedes this general website Privacy Policy.

2. Information We Collect

We collect information that identifies, relates to, describes, or could reasonably be linked, directly or indirectly, with you or your device ("Personal Information"). The categories of information we collect include:

  • Account Information: Name, professional title, clinic name, email address, phone number, and physical medical address.
  • Financial Data: Credit card information and billing details (processed securely via third-party payment gateways).
  • Usage Data: Information on how you interact with our Services, including IP addresses, browser types, log files, feature usage, and timestamps.
  • Communication Records: Audio recordings of VoIP calls (if enabled by the client), chat transcripts, and email correspondence with our support team.

3. How We Use Your Information

We use the collected information for various business and commercial purposes, including:

  • To provide, operate, and maintain our Services.
  • To process your transactions and send related administrative info (e.g., invoices).
  • To detect, prevent, and address technical issues or fraudulent activity.
  • To improve our algorithms and platform performance (using aggregated, de-identified data only).
  • To communicate with you about updates, security alerts, and support messages.

4. Sharing and Disclosure

We do not sell your Personal Information. We may share your information only in the following situations:

  • Service Providers: We share information with trusted third-party vendors (e.g., cloud hosting providers, communication APIs) who assist us in operating our Services. These vendors are bound by strict confidentiality and data protection agreements.
  • Legal Compliance: We may disclose information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
  • Business Transfers: In the event of a merger, acquisition, or asset sale, your Personal Information may be transferred as a business asset.

5. Data Security

We implement industry-standard administrative, physical, and technical safeguards designed to protect your Personal Information and PHI from unauthorized access, accidental loss, disclosure, or destruction. This includes end-to-end encryption (TLS/SSL), AES-256 data-at-rest encryption, multi-factor authentication, and regular third-party security audits. However, no method of transmission over the internet or method of electronic storage is 100% secure.

6. Your Data Privacy Rights

Depending on your jurisdiction (such as CCPA in California or GDPR in Europe), you may have the right to request access to, correction of, or deletion of your Personal Information. To exercise these rights related to your account data, please contact us. Note: Requests regarding patient PHI must be directed to the respective healthcare provider (the Covered Entity), not On Call Practice.

7. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

8. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact our Data Protection Officer at:

Email: [email protected]
Address: 820 Suffolk Ave, Brentwood, NY 11717