1. Who we are
Aptiva is an early-stage appointment-optimization product and service operated by Aptiva LLC (“Aptiva,” “we,” “us,” or “our”). Aptiva is being developed to support participating dental practices with appointment-related customer care, including appointment availability, scheduling, confirmation, and rescheduling workflows.
2. Scope of this policy
This policy applies to information handled through this public website and, when implemented for a participating dental practice, through Aptiva’s appointment-related customer-care messaging. A participating dental practice may have its own privacy notice and remains responsible for its patient relationship and records.
3. Information we may process
Depending on the context, we may process:
- business-contact information submitted through email, such as a name, work email, role, practice name, and message;
- patient name and mobile phone number when provided by a participating dental practice for an authorized appointment workflow;
- the participating dental practice associated with the communication;
- appointment-related scheduling information, such as availability, requested times, confirmations, or rescheduling details;
- SMS message content and responses;
- records of consent, opt-out requests, HELP requests, and suppression status; and
- technical information such as delivery status, timestamps, system logs, and security events.
4. Public website
This version of the website does not use advertising pixels, behavioral advertising, or third-party analytics. The pilot-inquiry form does not transmit information to Aptiva servers; it creates an email preview on the visitor’s device. The visitor can then choose to open an email application or copy the draft. Email providers will process any message the visitor chooses to send.
The hosting provider may receive ordinary request information, such as IP address, browser details, and access timestamps, to deliver and protect the website. This code does not add advertising trackers, third-party analytics, or persistent browser storage.
Do not submit patient, appointment, clinical, or other medical information through this website or by general business email.
5. How we use information
We may use information to:
- respond to business inquiries and evaluate potential pilot conversations;
- provide appointment-related customer care on behalf of a participating dental practice;
- send appointment openings, scheduling, confirmation, and rescheduling messages to patients whose consent has been recorded;
- process patient replies and route uncertain or clinical questions to practice staff;
- record and honor consent, STOP, HELP, and suppression requests;
- operate, secure, troubleshoot, and improve the service; and
- comply with legal, contractual, and regulatory obligations.
6. SMS messaging and consent
Patients may receive appointment-related SMS only after providing express written consent to the specific participating dental practice identified in the consent disclosure. Consent is specific to that sender and message subject; it does not authorize messages from other practices. Message frequency varies based on appointment availability, scheduling activity, and your replies. Message and data rates may apply. Patients may reply STOP to opt out at any time or HELP for assistance. Consent to receive SMS is not a condition of receiving dental services.
The intended SMS program is limited to appointment availability, scheduling, confirmations, rescheduling, and related patient-service interactions. It is not intended for unsolicited marketing, third-party lead generation, or promotional campaigns.
7. How information may be disclosed
We may disclose information to the participating dental practice involved in the communication and to service providers that help us operate the service, such as telecommunications, hosting, security, and technical vendors. Those providers may process information only as needed to provide services and are not authorized to use SMS opt-in data or consent for their own marketing.
We do not sell or share mobile phone numbers, SMS opt-in data, or messaging consent with third parties or affiliates for marketing or promotional purposes.
8. Healthcare information
Aptiva may process appointment-related information on behalf of participating dental practices. Where applicable, information may also be subject to the practice’s privacy notice, contractual requirements, and healthcare privacy obligations. Aptiva does not claim that this public website or current prototype is a production healthcare system. Production handling of protected health information would require appropriate agreements, safeguards, access controls, and operational review.
9. Data retention
We retain information only for as long as reasonably necessary to provide the relevant service, maintain required records, honor suppression requests, resolve disputes, enforce agreements, and comply with applicable law. Retention periods may vary by information type and the requirements of the participating practice.
10. Security
This static website is not a patient portal or production healthcare system. Appropriate administrative, technical, and organizational safeguards must be put in place before any live patient workflow. No system can guarantee absolute security.
11. Your choices
Patients may opt out of appointment-related SMS at any time by replying STOP. A patient may contact the participating dental practice about messaging preferences or the information the practice maintains. Business contacts may ask Aptiva to stop nonessential direct communications.
12. Children
Aptiva is designed for use by dental practices and their authorized personnel. We do not knowingly collect information directly from children through the public website for marketing purposes. A dental practice remains responsible for obtaining any consent required for communications involving a minor patient.
13. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the effective date.
14. Contact
Questions about this Privacy Policy may be directed to Aptiva LLC at support@getaptiva.com.