Introduction
This Privacy Policy describes how RemoteFrontDesk collects, uses, and protects information about visitors to our website and customers of our service. We have kept it plain — no legalese for its own sake.
For information specifically about Protected Health Information (PHI) handled on behalf of medical practices, see our HIPAA & BAA page. This Privacy Policy covers our website and our business relationships, not the PHI we handle as a business associate.
Information we collect
Information you give us
- Contact information (name, email, phone) when you book an intro call, sign up, or contact us
- Practice information (specialty, size, EHR, workflows) during onboarding
- Billing information (company name, billing address, payment method) when you subscribe
- Communications you send to us (email, chat, support tickets)
Information we collect automatically
- Usage data on our website (pages visited, time on page, referrer) via privacy-friendly analytics
- Device and browser information (user agent, screen size) for compatibility purposes
- IP address (for security and rate limiting; not linked to identifying information by default)
We do not use Google Analytics. We do not sell or share visitor data with advertisers.
How we use your information
We use the information we collect to:
- Provide and improve the RemoteFrontDesk service
- Match you with an appropriate Front Desk Pro
- Process payments and manage your subscription
- Respond to your questions and provide customer support
- Send service-related communications (changes to service, billing notices, security alerts)
- Send occasional product updates and tips (you can opt out anytime)
- Comply with legal obligations
- Detect and prevent fraud, abuse, and security incidents
Protected Health Information
This Privacy Policy does not govern Protected Health Information (PHI) that we handle on behalf of medical practices. That data is governed by:
- Our Business Associate Agreement (BAA) with your practice
- The HIPAA Privacy Rule and Security Rule
- Your practice's own privacy policies and Notice of Privacy Practices
See our HIPAA & BAA page for details on how we handle PHI.
Information sharing
We share information with third parties only as needed to operate the service:
- Service providers who help us run our business (payment processing, email delivery, infrastructure hosting) — all bound by data protection agreements and, where relevant, BAAs
- Legal compliance — if required by law, subpoena, or to protect rights and safety
- Business transfers — in the event of a merger, acquisition, or sale of assets, your information may be transferred subject to this Privacy Policy
We do not sell your personal information. We do not share data with advertisers. We do not allow third parties to track you across other websites.
Cookies and tracking
Our website uses minimal cookies:
- Necessary cookies — required for the site to function (e.g., session management when you are logged in)
- Analytics cookies — anonymous usage data via a privacy-focused analytics provider (no fingerprinting, no cross-site tracking)
We do not use advertising cookies, third-party tracking pixels, or session replay tools that capture form contents.
Data retention
We retain personal information only as long as needed:
- Active subscribers: for the duration of your subscription and 6 years afterward (HIPAA documentation requirement)
- Sales inquiries that do not convert: 2 years, then deleted
- Marketing email subscribers: until you unsubscribe
- Website analytics: 14 months in aggregate form
You may request earlier deletion subject to legal retention obligations.
Your rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate information
- Request deletion of your information (subject to retention obligations)
- Object to processing or restrict use of your information
- Receive your information in a portable format
- Opt out of marketing emails (use the unsubscribe link in any marketing email)
To exercise these rights, email privacy@remotefrontdesk.com. We will respond within 30 days.
Security
We maintain administrative, technical, and physical safeguards designed to protect personal information. See our Security page for details.
No system is perfectly secure. If you believe your information may have been compromised, contact security@remotefrontdesk.com immediately.
Children's privacy
RemoteFrontDesk is a B2B service intended for medical practices and medspas. We do not knowingly collect information from children under 18. If you believe we have inadvertently collected information from a child, contact privacy@remotefrontdesk.com and we will delete it.
International users
RemoteFrontDesk is based in the United States. If you access the service from outside the U.S., your information will be transferred to and processed in the U.S., which may have data protection laws different from your country.
Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email (to active subscribers) and a notice on the website. The "Last updated" date at the top of this page reflects the latest revision.
Contact
Privacy questions or requests:
Email: privacy@remotefrontdesk.com
Mail: Privacy Officer, RemoteFrontDesk, 3801 N Capital of Texas Hwy, Ste E240-3836, Austin, TX 78746