New Patient Wizard ("NPW", "we", "us") provides marketing and patient-acquisition services to dental and medical practices in the United States. This policy explains what information we handle, why, and the choices you have. It applies to our website, our software tools, and our apps that connect to third-party platforms such as Meta (Facebook and Instagram).
Who we serve
Our customers are healthcare practices ("clients"). Most information we handle about patients or prospective patients is handled on behalf of a client practice, under our agreement with that practice. When we handle protected health information, we do so as a business associate under a Business Associate Agreement and the HIPAA rules.
Information we collect
- Business account data from connected platforms. When a client authorizes our app on Meta, we access the business assets that client allows: ad accounts, campaigns, ad sets, ads, creative assets, Pages and advertising performance figures (such as spend, reach, clicks and leads). We use this only to create, manage and report on that client's advertising.
- Inquiry information. When someone responds to a client's ad or website (for example by submitting a form or booking a visit), the practice receives contact details such as name, phone number and email, and appointment details. We process this for the practice so it can respond and schedule care.
- Information you give us directly, for example when you contact us or join our waitlist.
- Basic technical data from our website, such as browser type and pages visited.
We do not use Facebook Login for consumers, and our app does not read the personal profiles, friends or private messages of people who see our clients' ads.
How we use information
- To run, measure and improve advertising for our client practices.
- To help practices respond to inquiries and manage appointments.
- To produce performance reports for our clients.
- To operate, secure and support our services, and to meet legal obligations.
How we share information
We do not sell personal information, and we do not share it for other companies' advertising. We share information only:
- with the client practice it belongs to;
- with service providers that host or process data for us under contracts that require them to protect it (and, where health information is involved, under Business Associate Agreements);
- when required by law, or to protect the rights and safety of people and of our services.
How long we keep information
We keep information for as long as needed to provide our services to the client practice, or as required by law or by our agreement with that practice. When it is no longer needed, we delete it or make it anonymous.
Security
We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, including encryption in transit, access controls and HIPAA-aligned handling of health information. No system is perfectly secure, but we work to protect your information and to respond promptly to any incident.
Your choices and data deletion
If you are a patient or prospective patient of one of our client practices, you can contact that practice directly, or contact us and we will route your request to the right practice.
To ask us to delete your information, including any data received through our Meta (Facebook) app, email [email protected] with the subject "Data deletion request" and the name, email or phone number we should search for.
We will confirm your request and complete it within 30 days, except where the law or a practice's medical-record obligations require us to keep certain records.
A client practice can disconnect our app at any time from its Meta business settings. When access is removed, we stop collecting new data from that account.
Children
Our services are not directed to children under 13, and we do not knowingly collect their personal information through our website or apps.
Changes to this policy
We may update this policy. When we do, we will change the effective date above and post the new version on this page.
Contact us
New Patient Wizard
Email: [email protected]