Privacy Policy

1. Information We Collect

1.1 Information You Provide Directly

• Full name and professional title
• Practice or organization name
• Business email address
• Business phone number and/or mobile phone number
• Specialty, state, and practice size (provided in demo request forms)
• Any additional information you submit via forms, emails, or communications with us

1.2 Information Collected Automatically

• IP address and browser type
• Pages visited, time on site, and referring URLs
• Device identifiers and operating system
• Cookies and similar tracking technologies (see Section 8)

1.3 Information from Third Parties

We may receive information about you from third-party integrations such as CRM platforms, scheduling tools, or analytics providers used in connection with our services.

2. How We Use Your Information

• To respond to demo requests and schedule personalized AI voice agent demonstrations
• To deliver, operate, and improve the CareOS platform and related services
• To send transactional communications including appointment confirmations, service updates, and account notices
• To send marketing and promotional communications where you have provided consent
• To send SMS/MMS text messages where you have explicitly opted in (see Section 5)
• To comply with applicable legal and regulatory requirements, including HIPAA where applicable
• To analyze usage patterns and improve user experience
• To detect, prevent, and address fraud, security, or technical issues

3. How We Share Your Information

CareOS does not sell your personal information. We do not share your information with third parties except in the following limited circumstances:

3.1 Service Providers

We may share information with trusted vendors and service providers who assist us in operating our platform, including cloud hosting, CRM, analytics, payment processing, and communication delivery — all under confidentiality obligations.

3.2 Legal Compliance

We may disclose information when required by law, court order, or government authority, or to protect the rights, property, or safety of CareOS, our users, or the public.

3.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our website before such transfer occurs.

3.4 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

4. HIPAA Notice

CareOS provides AI voice agent services to healthcare practices. In our role as a Business Associate to covered entities under HIPAA, we handle Protected Health Information (PHI) only as directed by our clients (the covered entities) and pursuant to signed Business Associate Agreements (BAAs). Our internal business operations — including website visitors, demo requesters, and prospective clients — are governed by this general Privacy Policy, not HIPAA. PHI handled on behalf of our healthcare clients is subject to separate HIPAA-compliant data handling procedures.

5. SMS / Text Messaging & A2P 10DLC Compliance

This section governs CareOS's use of SMS and MMS text messaging in connection with our services and marketing communications. CareOS operates as a registered A2P 10DLC sender under The Campaign Registry (TCR).

5.1 Opt-In Consent

CareOS will only send SMS or MMS messages to you if you have explicitly provided your mobile phone number and consented to receive text message communications. Consent is obtained through:

• A clearly labeled SMS opt-in checkbox on our website forms (unchecked by default)
• A keyword opt-in response initiated by you (e.g., texting a keyword to our number)
• Written or verbal consent documented in our CRM

Consent to receive SMS messages is not a condition of purchasing or using any CareOS service.

5.2 Types of SMS Messages We Send

• Demo request confirmations and scheduling reminders
• Follow-up communications related to your inquiry or onboarding
• Transactional service alerts, such as account updates or system notifications
• Promotional or marketing messages about CareOS features, events, or offers (only with separate marketing SMS consent)

5.3 Message Frequency

Message frequency varies based on your interactions with CareOS and your consent preferences. You may receive between 1 and 10 messages per month depending on your activity. We will not send unsolicited bulk messaging.

5.4 Message and Data Rates

Message and data rates may apply. These charges are assessed by your mobile carrier and are your responsibility. CareOS does not charge separately for SMS communications.

5.5 Opt-Out Instructions

• Reply STOP to any text message you receive from CareOS. You will receive one final confirmation message and no further texts will be sent.
• Email us at contact@careos.pro with "SMS Opt-Out" in the subject line and your mobile number in the message body.
• Contact us by phone at the number listed in Section 11 and request removal from SMS communications.

After opting out, you will not receive further marketing or promotional SMS messages. You may still receive transactional messages strictly necessary to complete a service you have requested unless you also opt out of those separately.

5.6 HELP Command

At any time, you may reply HELP to any text message from CareOS to receive contact information and instructions for assistance. You may also reach us directly at contact@careos.pro.

5.7 No Third-Party Sharing of Mobile Numbers

CareOS will not share, sell, rent, or disclose your mobile phone number or SMS opt-in consent data to any third party or affiliate for marketing or promotional purposes. Mobile numbers collected for SMS communications are used solely for the purposes described in this Section 5 and are not transferred to any external marketing databases.

5.8 Supported Carriers

CareOS SMS services are supported by major U.S. carriers including AT&T, Verizon, T-Mobile, Sprint, and others. Carrier support may vary and CareOS is not responsible for delays or failures in message delivery due to carrier limitations.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, or as required by law. Specifically:

• Demo request and contact form data: retained for 24 months from last activity
• Client account data: retained for the duration of the service agreement plus 5 years
• SMS opt-in records: retained for a minimum of 5 years to demonstrate compliance
• Analytics and usage data: retained for 24 months in aggregate form

You may request deletion of your data at any time, subject to legal and regulatory retention requirements (see Section 9).

7. Data Security

CareOS implements industry-standard administrative, technical, and physical safeguards to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These include:

• TLS/SSL encryption for data in transit
• AES-256 encryption for data at rest
• Role-based access controls limiting internal access to personal data
• Regular security assessments and vulnerability monitoring

No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security and encourage you to use strong passwords and report any suspected unauthorized access promptly.

8. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience, analyze site traffic, and support marketing functions. You may control cookie preferences through your browser settings. Note that disabling certain cookies may affect website functionality. We use:

• Essential cookies: required for basic site operation
• Analytics cookies: to understand how visitors interact with our site (e.g., Google Analytics)
• Marketing cookies: to deliver relevant advertising and track campaign effectiveness

9. Your Rights and Choices

• Access: request a copy of the personal information we hold about you
• Correction: request correction of inaccurate or incomplete data
• Deletion: request deletion of your personal information, subject to legal exceptions
• Restriction: request that we limit how we process your data
• Portability: receive your data in a structured, machine-readable format
• Opt-out of SMS: as described in Section 5.5
• Opt-out of marketing emails: via the unsubscribe link in any marketing email

To exercise any of these rights, contact us at contact@careos.pro. We will respond within 30 days. Texas residents may also have additional rights under the Texas Data Privacy and Security Act (TDPSA).

10. Children's Privacy

CareOS services are intended solely for healthcare professionals and business operators. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected information from a minor, we will delete it promptly. If you believe we have collected information from a child, please contact us at contact@careos.pro.

11. Contact Information

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us:

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify you by email or a prominent notice on our website. Your continued use of our services after such changes constitutes your acceptance of the revised policy.

This Privacy Policy was last reviewed and updated for A2P 10DLC compliance in June 2025.