Legal

Privacy Policy

Last updated: January 1, 2026  ·  Effective: January 1, 2026

ReputorSystems LLC ("ReputorSystems," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit www.reputorsystems.com and use our services.

SMS / Text Messaging — Data Sharing Policy

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

1. Information We Collect

We collect information you voluntarily provide when you:

  • Fill out our contact or inquiry forms (name, practice name, specialty, email, phone number, message)
  • Book a discovery call or consultation
  • Subscribe to our communications
  • Engage with our platform as a client

We also automatically collect certain technical information when you visit our website, including IP address, browser type, referring URLs, and pages visited, through standard web analytics tools.

We do not collect, access, or process patient health records, Protected Health Information (PHI), or any clinical data.

2. How We Use Your Information

We use the information we collect to:

  • Respond to your inquiries and schedule discovery calls
  • Provide and improve the ReputorSystems platform and services
  • Send appointment confirmations, scheduling reminders, and service status notifications (with your consent)
  • Send marketing communications about special offers, discounts, and service updates (with your explicit consent)
  • Comply with legal obligations and enforce our agreements
  • Analyze website usage to improve user experience

3. SMS / Text Message Communications

By checking the SMS consent checkboxes on our contact form, you consent to receive text messages from ReputorSystems LLC at the phone number you provide. Message types include:

  • Non-marketing: Appointment confirmations, scheduling reminders, and service status notifications
  • Marketing: Special offers, discounts, and service updates (only if you check the marketing consent box)

Message frequency may vary. Message and data rates may apply.

To opt out: Reply STOP to any text message at any time. We will confirm your opt-out via SMS.

For help: Reply HELP to any text message, or contact us at [email protected].

Carriers are not liable for delayed or undelivered messages.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

4. Data Sharing and Disclosure

We do not sell, rent, or share your personal information with third parties for their marketing purposes. We may share your information with:

  • Service providers: Trusted subcontractors who assist in delivering our services (e.g., GoHighLevel CRM, SMS gateway providers, cloud infrastructure), bound by confidentiality agreements
  • Legal requirements: When required by law, court order, or government authority
  • Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice to you

5. HIPAA Compliance

ReputorSystems operates as a Business Associate under HIPAA for clients who are Covered Entities. We execute a Business Associate Agreement (BAA) with every client practice before any data exchange. Our systems are architected to operate without accessing, processing, or storing Protected Health Information (PHI) in marketing contexts.

For BAA requests or HIPAA-specific inquiries, contact: [email protected]

6. Data Security

All data stored in the ReputorSystems platform is encrypted at rest using AES-256 and in transit using TLS 1.3. Access to client data is restricted to authorized personnel on a need-to-know basis, enforced through role-based access controls and multi-factor authentication.

7. Data Retention

Client data is retained for the duration of the service agreement plus 12 months, after which it is securely deleted. You may request earlier deletion at any time by contacting [email protected].

8. Your Rights

You have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate information
  • Request deletion of your data
  • Opt out of marketing communications at any time
  • Opt out of SMS communications by replying STOP

To exercise these rights, contact: [email protected]

9. Cookies and Analytics

We use standard web analytics (Umami Analytics) to understand how visitors use our site. This is privacy-respecting analytics that does not use cookies for tracking and does not share data with third parties. You may disable JavaScript in your browser to opt out of analytics entirely.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the "Last updated" date at the top of this page. Continued use of our services after changes constitutes acceptance of the updated policy.

11. Contact Us

For privacy questions, data requests, or compliance inquiries:

ReputorSystems LLC
Email: [email protected]
Website: www.reputorsystems.com

→ Terms of Service→ HIPAA Compliance→ Contact Us