Privacy Policy

HopeDesk serves two groups: the clinics (organizations) that use HopeDesk to manage scheduling, and the people who book appointments with those clinics.

For the data a clinic collects about the people it serves, the clinic is the data controller and HopeDesk is a service provider acting on its behalf. If you booked an appointment and want to access, correct, or delete your information, please contact the clinic you booked with; we will assist them in honoring your request.

Clinic & staff accounts. Name, email address, a securely hashed password, organization name, time zone, and a reply-to email address.

Booking & contact information. When someone books, we store their name and the email and/or phone number they provide, the appointment details (type, date, time, location, status), any answers to the clinic’s custom intake questions, and non-clinical notes that staff add. If a clinic uses text messaging, we also store whether the person consented to texts and whether they have opted out.

Billing. Subscriptions are processed by Stripe. We store your plan, subscription status, and Stripe identifiers — we do not store full payment card numbers.

Technical. A login session cookie (required to keep you signed in) and basic server logs for security and reliability. HopeDesk does not use third-party advertising or tracking cookies.

HopeDesk is a scheduler and a lightweight, non-clinical contact list. It is not an electronic medical record and is not intended for protected health information (PHI) or other regulated clinical data. Clinics agree not to store such data in HopeDesk.

Some clinics choose to record an optional, discreet outcome marker (for example, a “pregnancy saved” checkbox) used only to produce aggregate counts in their own reports. This is a simple tally, not a clinical record.

• To provide scheduling, the booking widget, contacts, and the clinic dashboard.
• To send appointment confirmations, reminders, and status updates by email and (on eligible plans) text message.
• To process subscription billing and provide support.
• To secure the service, prevent abuse, and meet legal obligations.

We do not sell personal information, and we do not use it for advertising.

Email. We send transactional messages (confirmations, reminders, password resets, staff invitations). Replies to appointment emails are directed to the clinic.

Text messages (SMS). Where a clinic enables texting, the person booking opts in on the booking form to receive appointment reminders and updates. Message and data rates may apply, and message frequency varies. Reply STOP to opt out at any time, or HELP for help. Opting out stops further texts. We do not sell or share phone numbers for marketing.

We share information only with vendors that help us run HopeDesk, under appropriate safeguards:

• Neon — database hosting
• Vercel — application hosting, and file storage for clinic logo uploads
• Resend — email delivery
• Telnyx — text message (SMS) delivery
• Stripe — subscription payments

We may also disclose information if required by law or to protect rights, safety, and security.

We keep information for as long as a clinic’s account is active and as needed to provide the service. Clinics can edit or delete contacts, appointments, and notes from the dashboard. When an account is closed, we delete or de-identify associated data within a reasonable period, except where we must retain limited records to meet legal or accounting obligations.

Data is encrypted in transit, passwords are hashed, and every clinic’s data is isolated to its own organization. No system is perfectly secure, but we work to protect your information using reasonable administrative and technical safeguards.

HopeDesk is intended for use by clinic staff and the adults who book with them. It is not directed to children, and we do not knowingly collect information from children for our own purposes.

We may update this policy from time to time. When we do, we will revise the “Last updated” date above, and significant changes may be communicated to clinic administrators.

Questions about this policy or your information? Email hello@hopedesk.app.