Privacy Policy

This policy covers information Caseloadflow LLC collects about visitors to caseloadflow.com and about the practices that subscribe to our Services. It is important to understand that we handle two very different categories of information under two different sets of rules.

Customer data — covered by this policy. Information about clinicians and practices who visit our website, request a demo, run our calculator, or subscribe. This is ordinary business-to-business information and this Privacy Policy governs it.

Patient data — NOT covered by this policy. Information that patients and prospective patients submit through funnels operated by our customers. That information belongs to the practice, which is the covered entity under HIPAA. We process it as the practice's business associate under a Business Associate Agreement, on the practice's instructions. This Privacy Policy does not govern it, and we do not use it for our own purposes. If you are a patient, contact the practice you were interacting with.

2.1 Information you give us. Name, email address, mobile number, practice name, legal business name, business address, practice type, number of clinicians, state of practice, current practice management software, and the inputs and results you enter into our Empty Chair Calculator.

2.2 Account and billing information. Subscription plan, billing history, and account activity. Payment card details are collected and stored by our payment processor, not by us. We receive only limited information such as the last four digits and card status.

2.3 Communications. Emails, text messages, call recordings where you are notified, support requests, and notes from calls with us.

2.4 Automatically collected information. IP address, browser and device type, pages visited, referring URL, and similar usage data collected through cookies and comparable technologies on caseloadflow.com.

2.5 Information we do not collect from you. We do not ask website visitors for health information, and our forms contain no fields for conditions, symptoms, diagnoses, or reasons for care. Please do not send us clinical information.

If you provide your mobile number and check the consent box, we may send you text messages about your scheduled call, your account, and your setup. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for assistance. Consent to receive texts is not a condition of purchase. Our messaging campaigns are registered under the 10DLC framework, and we do not send between 8pm and 8am in your local time zone.

Mobile numbers and consent status are never sold, rented, or shared with third parties for their own marketing purposes.

6.1 On our website. We use analytics and advertising technologies on caseloadflow.com, including the Meta pixel and web analytics tools. These help us understand which marketing reaches practice owners and measure whether our campaigns work. Visitors to caseloadflow.com are business prospects evaluating software; nothing collected here is health information.

6.2 On our customers' patient-facing funnels. We deliberately do not deploy advertising or analytics tracking of this kind on the patient-facing funnels we operate for customers, and we do not transmit patient inquiry data to advertising platforms. This is a design decision, not a default. Patient-facing surfaces are governed by the Business Associate Agreement with the practice.

6.3 Your choices. You can limit advertising personalization through the settings offered by Meta and other platforms, and through browser-level controls including Do Not Track and Global Privacy Control signals where supported.

caseloadflow.com is intended for business use by adults. We do not knowingly collect personal information from children under 13 through our own website, and we do not direct our marketing to children.

Separately, some of our customers are pediatric practices, and parents or guardians may submit information about a minor when contacting those practices through funnels we operate. That information is Protected Health Information belonging to the practice, processed under the Business Associate Agreement on the practice's instructions. It is not consumer data under this policy, and we do not use it for any purpose of our own. Requests concerning a minor's information should be directed to the practice.

We keep customer and prospect information for as long as your account is active and thereafter as needed for legal, tax, accounting, security, dispute, and insurance purposes. Contact records may be exported on request within thirty (30) days of cancellation, after which they are deleted in accordance with our standard retention practices. Residual copies may persist in secure backups until overwritten through ordinary retention cycles.

Protected Health Information is retained and disposed of under the terms of the Business Associate Agreement.

We maintain administrative, physical, and technical safeguards including encryption in transit and at rest, role-based access controls, audit logging, and mandatory multi-factor authentication on all accounts with access to sensitive data. Access is limited to workforce members and subcontractors who need it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If you believe your account has been compromised, contact support@caseloadflow.com immediately.

Depending on where you live, you may have the right to request access to the personal information we hold about you, correction of inaccurate information, deletion, a portable copy, and to opt out of certain processing. You may also appeal a denial of a request. We will not discriminate against you for exercising these rights.

To make a request, email support@caseloadflow.com. We will verify your identity before responding and will respond within the period required by applicable law.

Note that requests concerning patient information held on behalf of a practice must be directed to that practice, which controls the data. We will refer such requests accordingly.

Residents of California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and other states with comprehensive privacy laws have the rights described in Section 11. We do not sell personal information or use it for targeted advertising in the manner those statutes define, and we do not process sensitive personal information for purposes of inferring characteristics.

Residents of Washington and Nevada should note that consumer health data laws in those states may apply more broadly than HIPAA. Consistent with our design, we do not collect health information from visitors to caseloadflow.com, and patient information processed for customers is governed by HIPAA and the applicable Business Associate Agreement.

Caseloadflow LLC

Email: support@caseloadflow.com

Mailing address: 30 N Gould St Suite R, Sheridan, WY 82801

Privacy requests: support@caseloadflow.com