Powervox Scheduling Privacy Notice

Powervox Scheduling Privacy Notice

Effective Date: November 4, 2026

This notice explains, in plain English, how Powervox handles your information when you request, book, change or cancel a dental appointment through our online scheduling tool. Please read it together with your dental practice's HIPAA Notice of Privacy Practices.

1. Who we are and what this notice covers

This Powervox Scheduling Privacy Notice ("Notice") applies to the online scheduling tool that Powervox, LLC ("Powervox", "we", "us" and "our") makes available at powervox.io (including its subdomains), and to the Powervox scheduling widget linked to from, or embedded on, a dental practice's website (together, the "Scheduling Services"). "You" and "your" mean the person using the Scheduling Services.

Powervox provides the Scheduling Services on behalf of the dental practice with which you are requesting an appointment (the "Practice"). Powervox is not a dental or healthcare provider.

This Notice supplements the Powervox Privacy Policy. If this Notice conflicts with the Powervox Privacy Policy with respect to information submitted through the Scheduling Services, this Notice prevails. Your use of the Scheduling Services is also governed by the Powervox Scheduling Terms of Use.

2. Our role and your dental practice’s notice

Powervox handles the information you submit through the Scheduling Services on behalf of the Practice, as the Practice's business associate under HIPAA (the federal law that protects health information). This means we may use and share that information only as our agreement with the Practice and HIPAA allow.

The information you submit to book an appointment is protected health information. The Practice's HIPAA Notice of Privacy Practices governs how the Practice uses and discloses your health information and describes your rights regarding it. The Practice should make that notice available where you book. The Practice is the place to exercise your rights under HIPAA, such as a request to access or correct your health information.

3. Information we collect

Information you give us when you book. We collect information from you when you attempt to book, change, or cancel an appointment using the Scheduling Services. Depending on how the Practice has set up the Scheduling Services, you may be asked for:

  • your first and last name and your date of birth;
  • your email address and phone number;
  • whether you are a new or existing patient of the Practice;
  • your insurance carrier, or that you will pay for your visit yourself (self-pay);
  • the service or reason for your visit; and
  • the appointment time you choose.

Verification. To confirm your request, we send a verification code to the email address you give us and ask you to enter it, so that we can check that the request comes from you.

Text message choice. On the final booking screen you may be offered the option to receive appointment-related text messages from the Practice. That consent is optional, it is given to the Practice, and we make your choice available to the Practice.

Information collected automatically. When you use the Scheduling Services, we automatically collect technical information needed to run and secure them, such as your IP address, browser and device type, system information, unique identifiers, the date and time of your visit, and the pages of the Scheduling Services you visit.

4. How we use information

We use the information described in section 3 only to:

  • verify your identity and the contact details you give us;
  • schedule, change or cancel your appointment on the Practice's behalf, and pass your request to the Practice;
  • send booking communications for the Practice, such as confirmations of and updates about your booking request;
  • operate, maintain, secure and support the Scheduling Services, including to prevent fraud and misuse and to fix problems;
  • create de-identified and aggregated information as described in section 7; and
  • comply with the law, and as otherwise permitted by our agreement with the Practice and HIPAA.

5. How we share information

We share the information you submit through the Scheduling Services only:

  • with the Practice, so that it can review and manage your appointment request;
  • with the Practice's practice management and other systems that the Practice has connected to the Scheduling Services;
  • with our service providers that help us run the Scheduling Services (such as hosting, email and security providers), who are bound by written agreements that meet HIPAA's requirements to protect the information and to use it only to provide services to us; and
  • when required by law, such as in response to a valid court order or a lawful request from a government authority.

6. Cookies and similar technologies

The Scheduling Services pages and the scheduling widget use cookies and similar technologies only for essential and functional purposes, such as keeping the booking process working, remembering your choices during a booking and keeping the Scheduling Services secure. Some of these may be provided by our service providers.

We do not use third-party advertising cookies or cross-site tracking technologies on the Scheduling Services pages or the scheduling widget. You can manage cookies through your browser settings, but if you disable essential cookies, the Scheduling Services may not work properly.

The scheduling widget may appear on, or be reached from, the Practice's own website. The Practice, not Powervox, is responsible for its own website, and the Practice's own policies govern that website, including any cookies or other tracking technologies the Practice or its providers use on it. Please review the Practice's policies.

7. De-identified and aggregated information

As permitted by our agreement with the Practice and HIPAA, we may create de-identified information from information processed through the Scheduling Services, following HIPAA's de-identification standards, so that it no longer identifies you or any other individual. We may also compile aggregated, statistical information (for example, booking volumes and cancellation rates) that meets those same standards.

We may use de-identified and aggregated information to operate, analyze and improve our services, and we may share it with our business partners, including marketing and website service providers.

We will never re-identify, or attempt to re-identify, de-identified information. Before we share it, we require each recipient to agree in writing not to re-identify it and not to combine it with other information to identify any individual.

We share a report about an individual Practice with a third party only with that Practice's authorization, and such reports never contain protected health information or any information that identifies you or any other patient.

8. No sale of health information and no advertising

We do not sell protected health information, including the information you submit through the Scheduling Services, and we do not use or share it for advertising or marketing purposes.

9. Security

We use administrative, technical and physical safeguards designed to protect information processed through the Scheduling Services, including encryption, access controls and regular security reviews, as HIPAA and our agreement with the Practice require. Our servers are located in the United States. No method of transmitting or storing information electronically is completely secure, so we cannot guarantee absolute security.

10. How long we keep information

We keep information submitted through the Scheduling Services in accordance with the Practice's instructions and our business associate agreement with the Practice, and as required by law. When our agreement with the Practice ends, we return or destroy that information as the agreement requires or, where that is not feasible, continue to protect it and limit its further use. The Practice keeps its own records under its own policies.

11. Booking for a child or someone else

The Scheduling Services are not directed to children. A booking for a minor should be made by the minor's parent or legal guardian on the minor's behalf.

If you book for someone else, you confirm that you are authorized to do so and to share their information with the Practice and with Powervox for this purpose, as the Powervox Scheduling Terms of Use explain.

12. Your choices and requests

Requests about your health information, such as a request to access, correct or obtain a copy of it, should be sent to the Practice, as its HIPAA Notice of Privacy Practices describes. If we receive such a request from you, we will refer it to the Practice and support the Practice in responding as our agreement with it requires.

Depending on where you live, state privacy laws may give you additional rights regarding your personal information. Because we handle the information you submit through the Scheduling Services on the Practice's behalf, please send those requests to the Practice, and we will refer any such request we receive to the Practice. For information that Powervox handles for its own purposes, such as information collected through our own websites, you can contact us using the details in section 14; the Powervox Privacy Policy describes those requests.

Using the Scheduling Services is optional; you can always contact the Practice directly to book. You can withdraw text message consent at any time by following any opt-out instructions in a message or by contacting the Practice.

13. Changes to this Notice

We may update this Notice from time to time. When we do, we will post the updated version with a new effective date and, if the changes are material, we will give notice through the Scheduling Services before the changes take effect. We encourage you to review this Notice whenever you book.

14. Contact us

If you have questions about this Notice or about how Powervox handles information submitted through the Scheduling Services, please contact Powervox at info@powervox.com or by mail at Powervox, LLC, 4550 W 109th St., Suite 110, Overland Park, KS 66211.

For questions about your appointment, your care, the Practice's HIPAA Notice of Privacy Practices or your rights under HIPAA, please contact the Practice directly.