1. Who We Are

The Oncall Bot LLC (“The Oncall Bot,” “Company,” “we,” “us,” or “our”) operates PractCom Marketing Suite, an AI-assisted marketing platform designed primarily for dental practices and related users.

This Policy describes our practices concerning information collected through our websites, applications, account systems, support channels, connected integrations, and other related services collectively referred to as the “Services.”

2. Information We May Collect

Account and Contact Information

We may collect information such as:

• Name
• Email address
• Telephone number
• Username and account identifiers
• Practice or business name
• Professional role
• Business address
• Account preferences

Practice and Branding Information

Users may provide information used to personalize generated marketing content, including:

• Practice name
• Practice logo
• Brand colors
• Website address
• Practice services
• Telephone number and address
• Preferred tone of voice
• Marketing calls to action

User Content and Uploaded Materials

We may process content that users create, submit, upload, or generate through the Services, including:

• Prompts and instructions
• Generated social posts
• Images and graphics
• Practice photographs
• Staff biographies
• Before-and-after materials
• Attachments
• Newsletter content
• Campaign information
• Scheduled content

Patient Roster and Distribution Information

When a customer chooses to use patient roster, newsletter, email, SMS, referral, or distribution features, the customer may upload or provide information concerning recipients. Depending on the customer’s use of the Services, this may include:

• First and last name
• Email address
• Mobile telephone number
• Distribution status
• Referral-related information
• Other information intentionally submitted by the customer

Billing Information

We may receive subscription, plan, transaction, credit-balance, billing-status, and payment-related information. Payment card processing may be performed by third-party payment processors rather than directly by The Oncall Bot LLC.

Connected Social and Third-Party Accounts

If a user connects a supported third-party account, we may receive information necessary to establish and maintain that connection, such as account identifiers, authorization information, permissions, tokens, page information, publishing status, and other data made available by the applicable provider.

Technical and Usage Information

We may automatically collect information such as:

• IP address
• Browser type
• Device type
• Operating system
• Log data
• Pages or features used
• Dates and times of access
• Error information
• Performance information
• Approximate location inferred from technical information

Support Communications

We may collect information contained in support requests, emails, troubleshooting communications, screenshots, and related correspondence.

3. How We Use Information

We may use information to:

• Provide, operate, maintain, and improve the Services
• Create and administer user accounts
• Authenticate users
• Personalize practice-specific content
• Generate AI-assisted text, images, campaigns, and other materials
• Schedule and publish content
• Operate newsletter and distribution features
• Maintain asset libraries and version histories
• Manage credits, subscriptions, and billing
• Provide customer support
• Detect fraud, abuse, security threats, or technical problems
• Maintain and improve product performance
• Comply with legal obligations
• Enforce agreements and protect our rights
• Communicate about the Services

4. Artificial Intelligence Processing

PractCom Marketing Suite includes AI-assisted functionality. Information submitted to AI-enabled features may be processed to generate text, images, campaign ideas, marketing materials, summaries, layouts, or other outputs.

Depending on the feature used, information may be processed by third-party technology providers that help us deliver AI, hosting, infrastructure, image-generation, language-model, or related capabilities.

Users should not submit confidential, highly sensitive, regulated, or patient-identifiable information to an AI feature unless they are legally authorized to do so and the applicable account, agreement, and feature expressly permit that use.

5. Patient Information and Customer Responsibilities

Dental practices and other organizational customers are responsible for determining whether information they upload, import, distribute, or otherwise process through the Services may lawfully be used for the intended purpose.

Customers are responsible for obtaining any notices, permissions, authorizations, consents, or agreements required by applicable law for email, SMS, patient-list, referral, marketing, or other data-processing activities.

Unless expressly agreed in writing, users should not assume that every feature is intended for unrestricted storage or processing of protected health information or other specially regulated information.

6. How We May Disclose Information

We may disclose information to:

• Cloud hosting and infrastructure providers
• AI and content-generation providers
• Payment processors
• Email delivery providers
• SMS and telecommunications providers
• Social media and publishing platforms
• Authentication providers
• Analytics, security, and monitoring providers
• Professional advisers
• Government authorities when legally required

We may also disclose information in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar business transaction, subject to applicable law.

7. Third-Party Services and Integrations

The Services may integrate with or link to third-party services such as payment processors, social networks, authentication providers, email providers, SMS providers, AI services, and other technology platforms.

Third-party services operate under their own terms and privacy practices. The Oncall Bot LLC is not responsible for the independent privacy practices of third parties.

8. Cookies and Similar Technologies

We may use cookies, local storage, pixels, logs, and similar technologies to operate the Services, maintain sessions, remember preferences, measure performance, improve functionality, detect abuse, and understand usage.

Browser and device controls may allow users to limit certain technologies, although disabling them may affect functionality.

9. Data Retention

We may retain information for as long as reasonably necessary to provide the Services, maintain accounts, preserve user-requested assets, comply with legal obligations, resolve disputes, enforce agreements, prevent fraud, maintain security, and support legitimate business operations.

Retention periods may vary based on the type of information, account status, contractual requirements, legal requirements, and the purpose for which information is maintained.

10. Data Security

We use administrative, technical, and organizational measures designed to protect information against unauthorized access, alteration, disclosure, loss, or misuse.

No method of transmission, software system, storage system, or security measure can guarantee absolute security. Users are responsible for maintaining the confidentiality of their credentials and promptly reporting suspected unauthorized account activity.

11. Your Choices and Privacy Rights

Depending on where you live and applicable law, you may have rights concerning your personal information, which may include rights to:

• Request access to certain personal information
• Request correction of inaccurate information
• Request deletion of certain information
• Request information about certain disclosures or uses
• Object to or restrict certain processing
• Withdraw consent where processing depends on consent
• Exercise other rights provided by applicable law

Rights are subject to legal exceptions, verification requirements, and jurisdiction-specific limitations.

Requests may be sent to support@theoncalbot.

12. Children’s Privacy

The Services are intended for business and professional use and are not directed to children under 13. We do not knowingly seek to collect personal information directly from children under 13 through ordinary account registration.

13. International Use

Information may be processed or stored in countries other than the country where a user is located. By using the Services, users acknowledge that information may be transferred and processed subject to applicable law.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically. When we make changes, we may revise the effective date and provide additional notice when required by applicable law.

15. Contact Us

Questions or requests concerning this Privacy Policy may be directed to:

The Oncall Bot LLC
Email: support@theoncalbot