Privacy Policy
The Oncall Bot LLC · d/b/a Market My Business AI · PractCom Marketing Suite
Effective date: February 1, 2026 · Last updated: February 1, 2026
Educational only. Our AI tools provide business communication automation, patient/customer education, and after-care guidance — not medical diagnosis or treatment. In an emergency, call 911 or your local emergency number.
1. Who we are
The Oncall Bot LLC (“The Oncall Bot,” “we,” “us,” or “our“) operates theoncallbot.com, the Market My Business AI SaaS platform, and the PractCom Marketing Suite SaaS application at marketing.practcom.com (collectively, the “Services“). This Privacy Policy explains what information we collect, how we use it, and the rights you have.
2. Information we collect
2.1 Information you give us directly
- Account information — name, business name, email address, hashed password, and phone number when you register.
- Business profile — business name, address, phone number, website, logo, brand colors, and other information you enter to personalize your marketing content.
- Billing information — your billing address and the last four digits of your card. Full payment details are processed by Stripe, Inc. and never touch our servers.
- Uploaded content — images, patient/customer rosters, or other files you upload for use in the Services.
- Support communications — messages you send to support@theoncallbot.com and any attachments.
2.2 Information collected automatically
- Log data — IP address, browser type, device type, pages viewed, referring URL, timestamps.
- Cookies and similar technologies — first-party cookies for authentication and session management; privacy-respecting analytics. No third-party advertising trackers.
- Usage data — features you use inside the platform (posts generated, newsletters sent, AI calls handled). Used to compute credit usage and to improve the product.
2.3 Information from third parties
- Stripe shares subscription status, invoice history, and card metadata with us.
- OpenAI, Anthropic, Google, and fal.ai return AI-generated images, captions, video, or newsletter text based on prompts we send them. These providers do not retain your prompts for model training under our enterprise agreements.
- Telnyx, LLC shares delivery status for text messages we send on your behalf, including opt-out (STOP) events from recipients.
- Retell AI provides the voice AI infrastructure for the AI Call Concierge and shares call transcripts and metadata with us.
3. How we use your information
- Provide, operate, and maintain the Services;
- Process payments and manage subscriptions;
- Generate AI content (images, video, captions, newsletters, phone conversations) on your behalf;
- Send transactional emails and text messages (welcome, password reset, receipts, service notices, AI call summaries);
- Send optional marketing emails about product updates — you can opt out at any time via the unsubscribe link;
- Diagnose bugs, monitor performance, and improve the product;
- Comply with legal obligations, enforce our Terms of Service, and prevent fraud or abuse.
4. Patient / customer data handled on behalf of businesses
Important. When a subscribing business uploads a patient or customer roster (CSV/XLSX) in order to send a newsletter or reminder by SMS or email, we act as a data processor or service provider for that business. The business is the data controller and is responsible for having a lawful basis (e.g., a signed HIPAA marketing authorization, prior consent) to share that roster with us.
Patient/customer contact information is:
- Stored encrypted at rest inside our database;
- Used only to send the specific newsletter or communication the business initiates;
- Never combined with data from other businesses, sold, rented, or used to build advertising audiences;
- Deleted from our systems when the business deletes it from their roster, deletes their account, or upon written request.
We apply reasonable administrative, technical, and physical safeguards consistent with the HIPAA Security Rule where applicable. If your business requires a Business Associate Agreement (BAA), please contact support@theoncallbot.com.
5. Who we share information with
We share information only with service providers that need it to run the Services, and only under written agreements that restrict their use of the data. Our current sub-processors include:
| Provider | Purpose | Data shared |
|---|---|---|
| Stripe, Inc. | Payment processing | Billing information, purchase history |
| Telnyx, LLC | SMS delivery | Recipient phone number, message text |
| Retell AI | Voice AI infrastructure | Inbound call audio, transcripts, metadata |
| OpenAI, LLC | Image and text generation | Prompts you submit |
| Anthropic PBC | Text generation (Claude) | Prompts you submit |
| Google LLC (Gemini) | Image generation | Prompts you submit |
| fal.ai | Image / video generation | Prompts you submit |
| MongoDB, Inc. (Atlas) | Database hosting | All application data at rest |
| Emergent | Application hosting infrastructure | All application data in transit |
We may also disclose information (i) to comply with a court order, subpoena, or other legal process; (ii) to enforce our Terms of Service or protect our rights, property, or safety; or (iii) in connection with a merger, acquisition, or sale of assets, in which case we will provide notice before your information becomes subject to a different privacy policy.
6. We do not sell your information
The Oncall Bot LLC does not sell, rent, or trade personal information to third parties for their own marketing purposes. We do not participate in advertising networks and we do not share personal information with data brokers.
7. SMS / text messaging
Detailed terms for our SMS program are set out in our SMS & Text Messaging Terms. In summary:
- You will only receive text messages from us if (a) you register for an account and provide your mobile number, or (b) a subscribing business adds you to their patient/customer roster because you are their patient or customer and they have obtained your consent to receive marketing communications.
- Reply STOP to any message to unsubscribe. Reply HELP for assistance or contact support@theoncallbot.com.
- Message and data rates may apply. Message frequency varies by program.
- Mobile phone numbers are never shared with third parties for marketing purposes.
8. How long we keep information
- Account data — retained while your account is active plus 24 months after cancellation, then deleted or anonymized.
- Billing records — retained for 7 years to meet tax and accounting requirements.
- Patient/customer rosters uploaded by businesses — retained only as long as the business keeps them; deleted immediately when the business removes them or on written request.
- SMS / email delivery logs — retained 12 months for troubleshooting and abuse prevention.
- AI call recordings and transcripts — retained 90 days by default; account owners may delete individual calls or clear all history at any time from the dashboard.
- Backups — encrypted backups may retain data for up to 90 days after deletion from the live system.
9. Security
We implement industry-standard safeguards to protect your information, including HTTPS encryption in transit, encryption at rest, strict access controls, password hashing (bcrypt), token-based authentication, and audit logs of administrative actions. No online service can be 100% secure; if we ever become aware of a breach affecting your information we will notify you and any applicable regulators as required by law.
10. Your privacy rights
- Access — receive a copy of the information we hold about you.
- Correction — ask us to fix inaccurate information.
- Deletion — ask us to delete your information, subject to limited exceptions (e.g., tax records).
- Portability — receive your information in a machine-readable format.
- Objection / restriction — object to or restrict certain processing.
- Withdrawal of consent — where we rely on your consent (e.g., for marketing).
- Non-discrimination — you will not receive different pricing or a lower level of service for exercising your rights (California residents).
To exercise any of these rights, email us at support@theoncallbot.com from the email address associated with your account. We will respond within the timeframes required by applicable law (typically 30 days).
California residents: We do not sell personal information as defined by the CCPA and we do not knowingly process the personal information of California residents under 16 for cross-context behavioral advertising.
11. Children
The Services are intended for use by businesses and their staff, not by individuals under 16. We do not knowingly collect personal information from children under 16.
12. Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes we will update the “Last updated” date at the top of this page and, if the changes are significant, notify you by email or through the Services.
13. Contact us
For questions about this Privacy Policy or to exercise any of your rights, please contact us at:
The Oncall Bot LLC
St. James, NY 11780
Email: support@theoncallbot.com
Website: theoncallbot.com