Privacy Policy
Last updated: April 2, 2026
Sproat Systems ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at sproatsystems.com or use our services.
Information We Collect
We may collect information about you in the following ways:
- Personal Data: Name, email address, phone number, and other contact details you voluntarily provide via our contact forms or intake processes.
- Usage Data: Information your browser sends whenever you visit our website, including your IP address, browser type, pages visited, time and date of visit, and time spent on pages.
- Communications: Records of communications you have with us via phone, email, or text message, including records created by our AI systems.
How We Use Your Information
We use the information we collect to:
- Respond to your inquiries and provide the services you request
- Schedule appointments and send appointment reminders
- Send follow-up communications and review requests related to our services
- Improve our website and services
- Comply with legal obligations
- Communicate with you about updates, promotions, or new services (you may opt out at any time)
SMS and Text Message Communications
If you provide your phone number and consent to receive text messages, we may send you appointment confirmations, reminders, follow-up messages, and service updates via SMS. Standard message and data rates may apply. You may opt out of SMS communications at any time by replying STOP to any message or contacting us directly.
We do not share your phone number with third parties for their own marketing purposes. Your consent to receive SMS communications is never required as a condition of purchasing any service.
Cookies and Tracking Technologies
Our website may use cookies, web beacons, and similar tracking technologies to enhance your experience. You can instruct your browser to refuse cookies or alert you when cookies are being sent. However, some parts of our website may not function properly without cookies.
Third-Party Services
We use the following third-party services that may collect information:
- GoHighLevel (GHL): Our CRM, booking, and automation platform. Patient contact information, appointment data, and communication records are stored within GHL. See GHL's Privacy Policy for details.
- Google Analytics: We use Google Analytics to understand how visitors interact with our website. This service collects anonymized usage data. See Google's Privacy Policy for details.
- Google Calendar: We use Google Calendar for appointment scheduling. Appointment details may be stored in Google's systems.
HIPAA Considerations
Sproat Systems is a technology and marketing services company. We are not a covered entity under HIPAA and do not store, transmit, or process protected health information (PHI) as part of our standard services. Our services are designed to help practices manage their marketing, website, and front-office communications — not to store or process clinical patient records. You are responsible for ensuring your own HIPAA compliance as it relates to your practice operations.
If you have specific questions about how our services interact with your HIPAA obligations, please contact us before using our services.
Data Security
We implement reasonable administrative, technical, and physical security measures to protect your personal information. However, no transmission of data over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. You may request deletion of your data at any time by contacting us.
Your Rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate or incomplete information
- Request deletion of your personal information
- Opt out of marketing communications at any time
- Data portability (receive your data in a portable format)
To exercise any of these rights, contact us at ben@sproatsystems.com.
Children's Privacy
Our website and services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the date at the top of this page. Your continued use of our website after changes are posted constitutes your acceptance of the revised policy.
Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact us at:
Sproat Systems
17610 Zullo Dr, Poolesville, MD 20837
ben@sproatsystems.com
(845) 712-9349