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SMS Privacy Policy

MedReception AI, LLC · Effective September 1, 2026

This page covers phone numbers and text-message consent specifically, for messages sent by SMS or RCS. Our general privacy policy is at /privacy.

Important notice regarding text messaging data

MedReception AI, LLC (“we,” “us,” or “our”) does not share customer opt-in information, including phone numbers and consent records, with any affiliates or third parties for marketing, promotional, or any other purpose unrelated to providing our direct services. All text messaging originator opt-in data is kept strictly confidential.

1. Who receives our messages

MedReception AI provides an AI phone receptionist to medical practices. Two groups of people receive text messages from us, and each opts in separately.

  • Patients of a practice that uses MedReception AI, who receive appointment confirmations, reminders and rescheduling messages sent on that practice's behalf. Every such message comes from MedReception AI.
  • Staff at those practices, our own business customers, who receive notifications about activity in their own account.

We never text a number that did not opt in, and we never use a number collected under one program for the other.

2. What we collect

  • For a patient who opts in: name, mobile number, and the name of the practice whose appointments the messages are about.
  • For a staff member who opts in: name, work email address and mobile number.
  • A timestamped record of the opt-in itself, including what the consent text said and how consent was given (web form, or by phone with the date and time of the call).
  • Delivery and opt-out records for messages we send.

3. How we use it

  • To send the appointment messages a patient asked for, on their practice's behalf.
  • To send the account notifications a staff member asked for.
  • To honour STOP, HELP and START requests.
  • To keep a record of consent, as required by the TCPA and carrier rules.

We do not use mobile numbers collected here for marketing, and we do not use them to contact anyone who did not opt in themselves.

4. Opt-in and opt-out

  • Consent is given through a web form with a dedicated, unchecked consent checkbox, or, for patients, by phone when booking or confirming an appointment with their practice. It is never bundled into another agreement, never pre-ticked, and never a condition of receiving care or booking an appointment.
  • Reply STOP to any message to opt out. You will get one confirmation and nothing after that.
  • STOP is honoured immediately and across every channel, not only the one it arrived on.
  • Reply HELP for assistance, or contact us using the details below. Reply START to resume messages after a STOP.
  • Message frequency varies. Message and data rates may apply.

5. SMS data protection statement

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

The only third parties who ever see a number under either program are the licensed telecommunications carriers and messaging aggregators required to deliver the message itself, and they may use it for nothing else. The practice a patient's messages are sent for already holds that patient's number and appointment; we do not give it anything it did not have.

6. Health information

Text messaging is not an encrypted channel, so our messages carry the minimum. An appointment message to a patient contains the appointment date and time, and never a diagnosis, medication, test result or other clinical detail. A notification to staff tells them an item in their dashboard needs attention and carries a link to it; it contains no patient name, date of birth or clinical detail, which stays behind the account login.

7. Retention and your rights

  • Consent records are kept for three years, which is the period we may need to evidence them.
  • You may request access to, correction of, or deletion of your information at any time.
  • Withdrawing consent is immediate. For a patient it does not affect their care or their appointments; for a staff member it does not affect their use of the rest of the service.