Privacy Policy

01Who we are

This Privacy Policy describes how Praxio LLC, a limited liability company doing business as SmoothScale HealthOS ("SmoothScale," "we," "us," or "our"), collects, uses, shares, and protects information through our website at www.smoothscalehealthos.com (the "Site") and the services we provide (the "Services").

Legal entity: Praxio LLC, a limited liability company
Doing business as: SmoothScale HealthOS
Website: www.smoothscalehealthos.com
Privacy contact: [email protected]
Support: [email protected]

By using the Site or the Services, you agree to the practices described in this Policy. If you do not agree, please do not use the Site or the Services.

02Information we collect

We collect information you provide directly and information collected automatically when you use the Site.

Information you provide

• Contact information you submit through forms, such as your name, email address, mobile phone number, business name, and role;
• Inquiry details you share about your practice, such as practice size, current systems, and the processes you want to improve;
• Account information you provide when you register for or inquire about our Services;
• Communication preferences, including your SMS opt-in status and the date, time, and source of your consent;
• Messages you send us, including emails and text message replies such as HELP or STOP requests;
• Scheduling information you provide when you book a discovery call.

Information collected automatically

• Device and browser type, operating system, and language;
• IP address and approximate location derived from it;
• Pages viewed, links clicked, referring URL, and time spent on the Site;
• Cookie and analytics identifiers described in Section 10.

03How we use information

We use the information we collect to:

• Provide, operate, maintain, and improve the Site and the Services;
• Respond to your inquiries and requests, including scheduling and follow-up on discovery calls;
• Send service communications, and send marketing or promotional messages only with your consent, including by text message where you have opted in;
• Maintain records of consent and opt-out requests so we can honor them;
• Measure the performance of our Site and marketing;
• Protect the security and integrity of the Site and our systems; and
• Comply with applicable laws and regulations.

04SMS and text messaging

This section explains how our text message program works and how we handle mobile information.

How you opt in

We send text messages only to individuals who have opted in. You opt in by entering your mobile number in a form on our Site and checking the SMS consent checkbox, which is unchecked by default. We do not use pre-checked boxes, and we do not treat the mere submission of a phone number as consent. You may use the Site, book a call, and contact us without providing consent to receive text messages.

What we send, and how often

If you opt in, we may send you messages such as responses to your inquiry, appointment confirmations and reminders, account and service notifications, product updates, and promotional messages where you have consented. Message frequency varies and typically does not exceed 4 messages per month. Message and data rates may apply.

Your texting rights

Opt out: Reply STOP to any text message from us to cancel. You will receive one confirmation message and no further messages unless you opt in again.

Get help: Reply HELP to any text message from us, or contact us at [email protected].

Carrier liability: Carriers are not liable for delayed or undelivered messages.

All the above categories exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties. We do not sell or rent mobile phone numbers or SMS consent data.

We keep a record of your opt-in and any STOP requests so that we can honor your preferences. Opting out of text messages does not opt you out of service-related communications that are not promotional, such as security or account notices, which we may deliver by email.

For the full terms that govern our messaging program, see our Terms of Service.

05How we share information

We do not sell your personal information. We may share the information we collect as follows:

• Service providers. With vendors who perform services on our behalf, such as hosting, analytics, scheduling, customer relationship management, and customer support, under contracts that restrict their use of the information.
• Professional advisors. With accountants, auditors, and attorneys who are bound by confidentiality obligations.
• Business transfers. In connection with a merger, acquisition, financing, or sale of assets, with notice where required by law.
• Legal and safety. Where required by law, legal process, or to protect the rights, property, or safety of SmoothScale, our users, or others.
• With your consent. For any purpose you direct.

As stated in Section 4, no mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support services, such as customer service, is permitted.

06Health information

The Site is a business website for practice operators. It is not a HIPAA-covered portal and is not intended for the submission of protected health information. Please do not enter patient names, diagnoses, treatment details, or other patient information into any form on the Site.

Where we provide services to a practice that involve access to protected health information, we do so under a separate Business Associate Agreement and the practice's own notice of privacy practices. This Policy does not replace a covered entity's HIPAA obligations.

07Data retention

We retain personal information for as long as needed to fulfill the purposes described in this Policy, to maintain your account or relationship with us, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. Consent records and opt-out requests are retained for at least four years after the consent is revoked or the relationship ends, as required for messaging compliance. When information is no longer needed, we delete or de-identify it.

08Data security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, and vendor review. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you and the relevant authorities as required by applicable law.

09Your rights and choices

Depending on where you live, you may have the right to:

• Request access to the personal information we hold about you;
• Request correction of inaccurate information;
• Request deletion of your information, subject to legal retention requirements;
• Request a copy of your information in a portable format;
• Opt out of marketing communications, including text messages by replying STOP;
• Opt out of the sale or sharing of personal information for targeted advertising, where applicable.

To exercise any of these rights, email [email protected]. We will respond within the timeframe required by applicable law and may need to verify your identity before fulfilling a request.

10Cookies and analytics

We use cookies and similar technologies to operate the Site, remember preferences, measure traffic, and understand how visitors use our pages. We use third-party analytics tools, including Google Analytics and Google Tag Manager, which may set cookies and collect usage information on our behalf. You can control cookies through your browser settings. Blocking cookies may affect Site functionality. Where required by law, we honor Global Privacy Control signals and provide opt-out mechanisms for targeted advertising.

11Children's privacy

The Site and the Services are intended for businesses and adults. They are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us and we will delete it.

12Changes to this Policy

We may update this Policy from time to time. The updated version will be posted on this page with a revised effective date. Material changes will be communicated by email or by notice on the Site before they take effect. Your continued use of the Site after an update means you accept the revised Policy.

13Contact us

SmoothScale HealthOS
Privacy: [email protected]
Support: [email protected]
Website: www.smoothscalehealthos.com