Privacy Policy

1. Who this policy covers

This Privacy Policy explains how Orvexify LLC (“Orvexify”, “we”, “us”) handles information when you visit orvexify.com, create an account, or use the reminder software.

It covers two kinds of people: clinic staff who have an Orvexify account, and patients whose details a clinic enters so we can send reminders. Patients do not create an Orvexify login.

2. Who is responsible

For your clinic account (name, login email, billing) Orvexify is the organisation that decides how that data is used.

For patient details you type in (names, emails, appointment times, notes, and any other field in the product) the clinic is responsible. We process that data only to run the service you asked for — booking, reminders, confirmations, and support. We do not use patient lists to market Orvexify.

There is no public street address on this site. Privacy questions go to privacy@orvexify.com.

3. What we collect

From clinic staff, we collect what you give us when you register or pay:

• Clinic name and the contact details you enter
• Your name, email, and password (the password is stored hashed, not in plain text)
• Plan, invoices, and payment status from our payment processor — we do not store full card numbers
• Support emails you send us

4. Patient details the clinic enters

To send a reminder we need at least a name, a destination (usually email), and an appointment time. A clinic may also add notes or extra contact fields that exist in the product.

We do not ask for charts, diagnoses, prescriptions, or lab results, and Orvexify is not an EMR. Names and visit times can still be sensitive. Enter only what you need for reminders, and only for people you may lawfully contact.

The clinic owns that data. You may export it (CSV on current plans). We do not sell it.

5. What the product logs automatically

When you use the site or dashboard we may log:

• IP address, browser, and device type
• Pages or screens used, and rough timestamps
• Whether a reminder email was sent, bounced, opened, or clicked — so the dashboard can show status

6. How we use information

We use it to:

• Create and secure accounts
• Send appointment reminders on the schedule you set (24 hours, 2 hours, and 30 minutes before a visit unless you change it)
• Show confirm, cancel, and reschedule in the dashboard
• Take payment for Starter and email invoices
• Reply to support and privacy requests
• Keep the service stable and investigate abuse
• Meet a legal duty if one applies

7. Reminders

Email reminders run on every paid plan. Some plans may add another channel (for example WhatsApp on Growth and Pro when those plans are for sale). We only use the destination the clinic stored for that message.

The clinic must have a real relationship with the patient and any consent the law requires. Patients can confirm, cancel, or reschedule from the message without an Orvexify account.

Reminder mail is transactional. You cannot “unsubscribe” from reminders for a booked visit without cancelling or changing that visit. Product-update emails to clinic staff can be stopped by asking support@orvexify.com.

8. When we share it

We do not sell personal information. We do not share patient lists with advertisers.

We use vendors who only get what they need to do their job: hosting, email delivery, and payments. We do not list every brand here because vendors can change; they are bound to keep the data secure and not use it for their own marketing.

We may disclose information if the law requires it, or if we sell or merge the company — in that case this policy still applies until you are told otherwise.

9. How long we keep it

Account and patient data stay while the clinic account is open.

If you cancel, we delete or anonymise clinic and patient data within 30 days, except records we must keep (for example invoices) or backups that roll off on their own cycle (also up to about 30 days).

You can ask for an earlier export or deletion at privacy@orvexify.com.

10. Security

We use HTTPS in transit, hashed passwords, and access limited to people who operate the service. No internet product is perfectly secure. If we learn of a breach that affects you, we will email the account address.

11. Cookies

We use cookies (or similar) to keep clinic staff logged in and to protect the account. The dashboard will not work if those are blocked.

We may use a basic analytics cookie to see which marketing pages are used. We do not run a third-party advertising pixel to sell ads against your data. You can block non-essential cookies in your browser.

12. Your rights

You can ask to access, correct, export, or delete personal data we hold, or to restrict how we use it. Clinic staff should email privacy@orvexify.com from the account address. We aim to reply within 30 days (usually faster).

If you are a patient and want a reminder stopped or your details changed, contact the clinic that booked you — they control that record. If the clinic does not help, you can still write to us and we will point the clinic to the request.

If you are in the UK, EEA, or California, local law may add rights (access, deletion, portability, and — in California — to opt out of a “sale”. We do not sell personal information). We do not claim a full GDPR or CCPA certification on this page; we describe what we actually do.

13. Children

Orvexify accounts are for clinic staff, not for children. We do not let anyone under 16 open an account.

A clinic (for example pediatrics) may enter a minor’s name and contact details to send a visit reminder. That is the clinic’s data. The clinic must have a lawful reason to contact that family. If you believe a child used the product as a staff account, email privacy@orvexify.com.

14. Where data is processed

Orvexify LLC serves clinics in more than one country. Data may be stored or processed outside the country you are in, on our hosts and vendors. We use them only to run the service.

15. Changes

We may update this policy. The date at the top will change. For a material change we will email the account address. Continued use after the effective date means you accept the new policy. If you do not, cancel the account and ask us to delete your data.

16. Contact

Privacy: privacy@orvexify.com. Support: support@orvexify.com. We reply within 24 hours on business days for ordinary mail; privacy requests as in section 12.

There is no phone line and no privacy form — email only.