Privacy Policy

Effective date: September 3, 2026

This Privacy Policy explains how EcoMedica Group, LLC ("EcoMedica," "we," "us," or "our") collects, uses, and protects personal information in connection with the website located at https://www.ecomedicasolutions.com (the "Site") and our automated SMS text-back and patient-communication service (the "Service"). This Policy applies to both dental practices that use the Service ("Practices") and the patients Practices communicate with through it ("Patients").

1. Information We Collect

From Practices: When a Practice requests a free audit, signs up, or contacts us, we collect the name, email address, practice name, and any additional details submitted through our forms or in correspondence.

From Patients: When a call to a Practice is missed and the Service is triggered, we collect the caller's phone number and the content of any SMS messages exchanged between the Patient and the Practice through the Service, including booking selections made through the link sent.

We do not collect patient clinical, diagnostic, or treatment information through the Service, and we do not intend for the Service to be used to transmit such information. As described in Section 3, our system is designed to detect and deflect messages that appear to contain protected health information (PHI), such as symptoms, insurance identification numbers, or medication names, and does not retain content flagged in this way.

2. How We Use Information

We use the information described above to:

• Send automated text-back messages and booking links to Patients on behalf of Practices;
• Send appointment reminder and post-visit review-request messages on behalf of Practices;
• Operate, maintain, and improve the Service;
• Respond to Practice inquiries, including free audit requests;
• Comply with legal obligations and enforce our Terms of Service.

3. PHI Detection and Handling

If a Patient replies to a Service message with content that appears to include protected health information, such as described symptoms, insurance identifiers, or medication names, our system is designed to detect that content, decline to process or store it, and respond with a privacy notice directing the Patient to contact the Practice directly. We do not retain clinical content flagged by this process. This detection process is automated and, like any automated system, is not guaranteed to catch every instance; Practices remain responsible for instructing patients not to send clinical details by text.

4. Third-Party Service Providers

We use third-party providers to operate the Service, including SMS gateway providers (such as Twilio and/or SignalWire) and workflow automation infrastructure (such as Make.com). These providers process personal information on our behalf solely to deliver the Service and are subject to confidentiality and data protection obligations. We do not sell personal information to third parties.

5. Cross-Border Data Transfer

EcoMedica Group, LLC is based in the United States, and the third-party infrastructure described in Section 4 may process or store data on servers located outside Canada, including in the United States. This means personal information collected from Patients located in British Columbia and elsewhere in Canada may be transferred to, stored in, and processed in the United States, where it may be accessible to US authorities under US law. By using the Service, Practices acknowledge this transfer on behalf of their Patients, and Practices are responsible for ensuring their own patient consent and disclosure practices account for this. We remain responsible for personal information transferred to third-party processors, in accordance with applicable Canadian privacy law.

6. Data Retention

We retain Practice account information for as long as the Practice maintains an account with us, and Patient message content only as long as reasonably necessary to deliver the Service, such as confirming a booking. We do not retain PHI-flagged content, per Section 3.

7. Patient Rights and Opt-Out

Patients may opt out of receiving further text messages at any time by replying "STOP" to any message. Patients who wish to request access to, correction of, or deletion of their personal information may contact us at the email below, or contact their Practice directly, as the Practice remains the primary holder of the patient relationship.

8. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure. No system is completely secure, and we cannot guarantee absolute security.

9. Children's Privacy

The Service is intended for use by dental practices and their adult staff, and is not directed at children. We do not knowingly collect personal information directly from children through the Site.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Effective date" at the top of this page.

11. Contact Us

If you have questions about this Privacy Policy, please contact us at:

EcoMedica Group, LLC
Email: [email protected]