Privacy Policy

1. Who we are

CallBuddy (“we”, “us”, “our”) operates the scheduling platform at callbuddy.io. This Privacy Policy explains how we collect, use, and protect information when you use our Service.

2. What information we collect

Account information. When you register, we collect your name, email address, and password (stored as a secure hash). Practice administrators also provide a practice name and contact email.

Practice data. Information entered by administrators to run the Service, including: physician names and email addresses, scheduling preferences, time-off requests, and generated call schedules. This data is entered by you — we do not collect it independently.

Usage information. We automatically collect information about how you use the Service, including pages visited, actions taken, and error logs. This helps us improve the product.

Communications. If you contact us for support, we retain those communications to help resolve your issue and improve our service.

What we do not collect. CallBuddy is not designed to receive patient information, medical records, or clinical data. Please do not enter any such information into the Service.

3. How we use your information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Send transactional emails — account verification, scheduling notifications, time-off request updates, and shift reminders — as described in the Service
• Respond to support requests
• Send service-related announcements (e.g., planned maintenance, feature updates). You cannot opt out of these while you have an active account
• Detect and prevent fraud or misuse
• Comply with legal obligations

We do not use your data for advertising or sell it to third parties for marketing purposes.

4. How we share your information

We share your information only in the following circumstances:

Within your practice. Practice administrators can view data for all physicians within their practice. Physicians can view their own scheduling and time-off data only.

Service providers. We work with third-party vendors who help us operate the Service, including cloud hosting (DigitalOcean) and email delivery. These providers are contractually required to handle your data securely and only for the purposes we specify.

Legal requirements. We may disclose information if required by law, court order, or government request, or to protect the rights and safety of our users or the public.

Business transfers. If CallBuddy is acquired or merges with another company, your information may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.

We do not sell your personal information.

5. Data retention

We retain your account and practice data for as long as your account is active. If you close your account, we retain your data for 30 days to allow for export or reactivation, after which it is deleted from our systems.

We may retain anonymized, aggregated data for longer periods for product analytics and improvement purposes.

6. Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These include encrypted data transmission (HTTPS), password hashing, and access controls.

No method of transmission over the internet is completely secure. While we work hard to protect your data, we cannot guarantee absolute security. If you believe your account has been compromised, contact us immediately.

7. Cookies and tracking

We use session cookies to keep you logged in while you use the Service. These are essential to the operation of the platform and cannot be disabled.

We may use limited analytics tools to understand how the Service is used in aggregate. We do not use third-party advertising cookies or tracking pixels.

8. Your rights

You have the following rights with respect to your personal information:

• Access: you can request a copy of the information we hold about you.
• Correction: you can update your account information at any time from your profile settings. Contact us for corrections to data you cannot edit yourself.
• Deletion: you can request deletion of your account and personal data. We will fulfill deletion requests within 30 days, subject to legal retention obligations.
• Export: you can request an export of your practice data in a standard format (CSV/PDF).
• Opt out of non-essential communications: physicians can manage notification preferences (shift reminders, swap emails) from their profile settings. Transactional emails related to your account cannot be disabled.

To exercise any of these rights, contact us at the address below.

9. Children's privacy

The Service is intended for use by medical professionals and practice administrators. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has provided us with personal information, please contact us and we will delete it promptly.

10. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email at least 14 days before they take effect. Your continued use of the Service after that date constitutes acceptance of the updated policy.

11. Contact

Questions, requests, or concerns about this Privacy Policy?