Privacy Policy

Privacy Policy

This policy explains how Doc Assistants handles information on this website and through the appointment connector.

Last updated: 09/01/2026

Who we are

Doc Assistants, operated by DocAssistants LLC, provides AI front-desk software to medical practices and a connector that lets patients find and book appointments with participating practices through AI assistants. Details about that connector are on Doc Assistants for Muse.

Two roles

When we handle patient information on behalf of a medical practice, we act as that practice's business associate under HIPAA, under a written agreement. The practice's Notice of Privacy Practices governs that information.

For website visitors, and for information collected directly through the connector before it reaches a practice, this policy applies.

Information we collect

  • Website: contact form details (name, practice, specialty, EMR, call volume, and similar business information) and basic server logs. Do not send patient health information on the contact form. The public site also records aggregate visit counts through Vercel Analytics.
  • Connector search: specialty, location, visit mode, and insurance plan. This search information is not linked to identity.
  • Connector booking: first and last name, date of birth, mobile phone, email, optional insurance plan and member ID, new or existing patient status, and the selected provider and time.

We do not ask for or accept symptoms, diagnoses, or reason-for-visit free text through the connector. We do not read medical records, visit history, or balances.

How we use it

We use this information to show availability, verify identity with a one-time code, create and manage the appointment in the practice's scheduling system, send confirmations, prevent abuse, and meet legal obligations.

It is not used for advertising. Not sold. It is not used to train AI models.

What is shared and with whom

  • The practice you book with.
  • Service providers that host and operate our systems, under contract, including business associate agreements where required.
  • The AI assistant you used: we return the appointment confirmation (provider, time, location or telehealth instructions) to it because you directed it to book for you. Information you type into or receive through a third-party AI assistant is also handled under that assistant's own privacy policy, which we do not control.
  • Legal requests, as required by law.

Muse is a product of Meta Platforms, Inc. Doc Assistants is not affiliated with or endorsed by Meta.

Consumer Health Data notice

This subsection is the consumer health data privacy notice for information collected through the connector.

Categories collected: search inputs (specialty, location, visit mode, insurance plan) that are not linked to identity; and booking details (name, date of birth, mobile phone, email, optional insurance plan and member ID, new or existing patient status, selected provider and time). We do not collect symptoms, diagnoses, or reason-for-visit text through the connector.

Purposes: show availability, verify identity, create and manage the appointment, send confirmations, prevent abuse, and meet legal obligations.

Sharing categories: the practice you book with; contracted service providers that host and operate our systems; the AI assistant you used, for the confirmation you asked it to obtain; and recipients required by law.

To exercise rights described in Your choices and rights, email help@docassistants.com.

Your choices and rights

You may request access, correction, deletion, and withdrawal of consent by emailing help@docassistants.com. We verify identity first.

Appointment records held by a practice are part of that practice's records. Requests about them go to the practice. Cancelling an appointment does not delete the practice's record.

Retention

Connector booking data is kept only as long as needed to complete and support the appointment and meet legal requirements: 5 years. Logs contain identifiers and error codes only.

Security

We use encryption in transit and at rest, access controls, audit logging, and one-time-code verification before any booking. These measures reduce risk. They are not an absolute guarantee against unauthorized access.

Breach notification

We will notify affected individuals and regulators as required by applicable law, including HIPAA and the FTC Health Breach Notification Rule.

Children

The connector is for adults 18 and older. A parent or guardian may book for a minor where the practice permits.

Changes to this policy

We may update this policy. The “Last updated” date at the top of this page will change when we do. Continued use of the website or connector after a change means you should read the updated policy.