Your information.
Handled with care.

Information we collect

• Account and contact information: your name, email, account details and messages. If you use Google sign-in, we receive the account information needed to authenticate you, including your name, email and account identifier.
• Practice information: clinic and clinician names, role, specialty, location, clinician count, EHR and business contact details submitted through our waitlist or profile forms. We also record the page that referred you.
• Public listings: professional clinician and practice information from public registries and clinic websites, including published services, prices and contact details. For how to interpret published prices and request a listing correction, see our published-price terms.
• Verification evidence: the information and documents described below when you claim a profile.
• Website activity: IP address, browser details, requested pages, timestamps and operational logs. Browser storage supports sign-in, preferences and preview functionality.
• Connected Google research data: information described in the Google research section, only after an authorized account owner connects the tool.

Care search and location

We use the city or ZIP code you enter to find nearby care. When you have not selected a location, our location lookup provider receives your IP address to estimate your area. The lookup excludes your search terms and account details. You can change the suggested area. Submitted care search terms and locations are sent in the request body. A browser cookie stores recent searches for up to 30 minutes so you can return to results and change filters. Your browser may also remember your selected city or ZIP for the current session.

Our first-party traffic reporting uses city or metro area and general page or care categories. Analytics events exclude raw search text, IP addresses, and patient form details.

How we use and share information

We use information to operate and secure OpenVisit, verify profile claims, respond to requests, plan practice onboarding, maintain accounts and meet legal obligations. Waitlist enrollment does not create a practice account or connect an EHR. We contact waitlist members about onboarding under their communication preferences.

Authorized personnel and service providers process information needed for hosting, authentication, verification, email, security and research. We may also disclose information when required by law or to protect against fraud, unauthorized access or other harm.

We do not sell personal information. Identity evidence and identifiable health information are not used for advertising audiences or general marketing. Aggregate search research is not linked to individual patients.

Healthcare information

OpenVisit is not a medical provider. Clinics are responsible for their care and privacy notices. This policy does not replace a clinic’s HIPAA Notice of Privacy Practices, patient authorization or business associate agreement.

The current preview does not enable production booking, payment or EHR connections. Do not submit real patient information. Before enabling these services, we must put the relevant permissions, agreements, safeguards and notices in place. Patient and EHR information must remain separate from advertising and keyword research, and is not used to train general-purpose AI models.

Profile verification

When you claim a clinic or clinician profile, we collect your role, contact details, NPI where applicable, relationship to the practice and supporting evidence. Administrators verify an organization email relationship. Clinicians may provide the front of a work badge or government-issued ID, including a driver’s license. No selfie is requested.

Cover unnecessary ID numbers, home addresses, dates of birth and machine-readable codes before uploading. Keep the name and evidence needed for review readable. Do not upload patient records, Social Security numbers or unrelated documents.

Automated checks help compare your evidence with the profile and practice information. External AI services receive limited verification results, not your uploaded ID image, extracted document text, name, email or NPI. These checks may approve a claim, request corrections or refer it for review. They do not guarantee document authenticity or establish who uploaded it.

Documents are encrypted and access is restricted. We use them for verification and security, not marketing. We record the notice version and submission time. To question a decision or request a review, contact support@openvisithealth.com. Send evidence through the secure form, not email. See our profile-claim terms.

Retention and deletion

The profile-verification rules below apply to ownership requests on our production service. Clinic-specific patient records are outside this profile-claim schedule.

• ID images and extracted verification information: cleared from the active database after a claim decision, or expire after 24 hours if unsubmitted and seven days if pending. Scheduled cleanup may occur after the exact expiry time.
• Claim records: we retain a minimal history of the request, decision, dates, page reference and requester’s last-name fragment. Other personal verification details are minimized after one year from a completed review, subject to legal or dispute holds. We do not delete the listing or ownership request under this rule. Active account contact details and ownership/access records remain separate while needed. Pending requests are not silently deleted.
• Messages: queued notification content is cleared after delivery or terminal failure. Delivery metadata, recipient inboxes and email-provider copies have separate retention. Business correspondence is kept as needed for its purpose, security and legal obligations.
• Logs: ordinary request logs are kept for 30 days. We exclude designated search and appointment requests and sensitive referrers from routine request-log storage. Our security audit bucket keeps designated audit records for 365 days. Google-required administrative audit records are kept for 400 days.
• Backups: seven automated backups and seven days of recovery logs are configured. Older manual backups may remain under a documented hold, so deletion is not immediate in every backup copy. Before a restored system is opened to users, prior deletions and expired evidence must be reapplied. Separate minimal deletion records are retained for 365 days. Recovery is isolated until prior deletions and expired verification evidence have been reapplied.
• Research records: internal research credentials and reports are retained until manually removed; no automatic deletion schedule currently applies.

Deletion requests may be limited by active services, security, legal obligations or a documented dispute. Contact us to discuss your request.

Google research data

OpenVisit Ads Research is an internal research tool for OpenVisit-managed Google Ads accounts, separate from clinician Google sign-in. Authorized owners connect through Google authorization.

• Access and purpose: account identifiers and details verify the connection; historical keyword metrics, when approved by Google, support aggregate search-demand research.
• Permissions: the Google Ads permission permits viewing and managing ads. Our current workflows are read-only; they do not create campaigns or change budgets.
• Storage and sharing: credentials and research outputs are stored privately. Authorized personnel and development assistants may process research outputs to operate the tool and prepare reports. Credentials are not published. Google user data is not sold, used for unrelated advertising or used to train general-purpose AI models.
• Limits: this tool does not request patient records, EHR access, appointment details or individual search histories.

OpenVisit Ads Research’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements where applicable.

Cookies and analytics

Manage optional analytics preferences. You can decline or withdraw your choice; browser privacy signals remain respected.

Browser storage supports website functionality and preferences. Optional analytics and advertising tools require appropriate disclosure and choices before activation. Patient, account, booking and EHR information must not be sent to advertising tags or keyword-research tools.

Your choices and privacy requests

Email support@openvisithealth.com to request access, correction or deletion of your information, raise a privacy concern or change communication preferences. We may verify your identity and authority before acting. Additional rights may apply where you live.

You can revoke Google authorization through Google Account connections. This stops further authorized retrieval but does not automatically delete previously saved information; contact us to request removal. Clearing browser storage removes local state, not server records or emails.

Security, children and updates

We restrict access and use safeguards appropriate to the information we handle. No system can guarantee absolute security. We will provide notifications when required by applicable law.

The preview and internal research tool are not directed to children under 13. Do not submit a child’s personal or medical information. Contact us if you believe it has been provided.

We publish policy updates with a revised date and provide additional notice or request consent where required for material changes.

Contact OpenVisit Health

For support, verification appeals or privacy requests, email support@openvisithealth.com. Describe your request without including IDs, medical records, passwords or payment-card details. Use the secure claim form for verification documents.