Privacy, security, and HIPAA-aligned data handling for SalesSystem.io.
This page explains how SalesSystem.io, a brand of Systemapic LLC, collects, uses, protects, and discloses information across our website, automation systems, AI communications, booking workflows, and client services.
Overview
SalesSystem.io is a brand of Systemapic LLC, a Florida limited liability company located in St. Petersburg, Florida, United States. In this Privacy Policy, "Systemapic," "SalesSystem.io," "we," "us," and "our" refer to that business.
This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, use our services, communicate with us, or interact with systems powered by SalesSystem.io.
SalesSystem.io provides CRM, automation, AI communication, appointment booking, follow-up, reporting, and sales workflow systems for medical practices, med spas, and related healthcare or wellness businesses. By using our website or services, you agree to this Privacy Policy.
1. Information We Collect
We may collect information directly from you, from our clients, from users of our services, and automatically through our systems.
A. Business and Contact Information
We may collect:
- Name
- Business name
- Email address
- Phone number
- Job title
- Website
- Billing details
- Company address
- Communication preferences
- Information submitted through website forms, booking pages, or sales inquiries
B. Client Account and Service Information
When a business becomes a SalesSystem.io client, we may collect:
- CRM setup information
- Staff or user information
- Calendar and booking details
- Business workflows
- Lead sources
- Campaign details
- Funnel and landing page information
- Communication templates
- Sales pipeline information
- Integration details required to provide the service
C. Patient or Lead Information Processed on Behalf of Clients
SalesSystem.io may process information submitted by or about patients, prospects, leads, or customers of our medical practice or med spa clients.
This may include:
- Name
- Phone number
- Email address
- Appointment request details
- Service or treatment interest
- Form submissions
- Chat messages
- SMS messages
- Call recordings or call transcripts
- AI chatbot or AI voice conversation history
- Booking preferences
- Follow-up status
- Lead source and campaign attribution
- Other information submitted through client-approved workflows
Depending on the context, some of this information may be considered protected health information ("PHI") under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA").
2. HIPAA and Protected Health Information
SalesSystem.io is designed to support HIPAA-compliant workflows for medical practices and med spas.
Where required, Systemapic LLC may enter into a Business Associate Agreement ("BAA") with covered entity clients or other applicable parties. When we process PHI on behalf of a covered entity client, we do so as a business associate and handle that information in accordance with the applicable BAA and HIPAA requirements.
Clients are responsible for:
- Determining whether they are a covered entity or otherwise subject to HIPAA
- Providing their own Notice of Privacy Practices to patients
- Obtaining patient consents or authorizations where required
- Ensuring staff use the system appropriately
- Configuring workflows, forms, and communications in a compliant manner
- Avoiding the submission of unnecessary sensitive information
SalesSystem.io is not intended for emergency medical use, urgent care triage, diagnosis, or clinical decision-making.
3. How We Use Information
We may use information to:
- Provide and operate SalesSystem.io services
- Build and manage CRM, automation, AI, and booking workflows
- Route leads, calls, messages, and appointment requests
- Send automated responses, reminders, confirmations, and follow-ups
- Support AI voice agent and AI chatbot functionality
- Monitor system performance and usage
- Generate reports and analytics for clients
- Provide customer support
- Process payments and manage billing
- Improve our website, services, workflows, and user experience
- Detect, prevent, and address security or technical issues
- Comply with legal, regulatory, contractual, and compliance obligations
We do not use patient information or PHI for unrelated advertising purposes.
4. AI Voice, AI Chat, Calls, and Messaging
SalesSystem.io may include AI-powered communication features, including AI voice agents, AI chatbots, automated SMS, missed-call responses, appointment follow-ups, and lead qualification workflows.
These systems may process:
- Call audio
- Call transcripts
- Chat messages
- SMS conversations
- Appointment details
- Lead qualification responses
- Booking outcomes
AI-powered systems are used to support administrative and sales-related workflows such as lead response, appointment scheduling, missed-call recovery, follow-up, and routing.
AI systems should not be used for:
- Medical diagnosis
- Emergency care
- Clinical treatment decisions
- Replacing licensed medical professionals
- Handling urgent medical situations
Clients are responsible for reviewing AI workflows and ensuring that communications are appropriate for their practice and regulatory obligations.
6. We Do Not Sell Patient Information
We do not sell patient information or PHI. We do not use patient information or PHI for third-party advertising.
We may use aggregated, anonymized, or de-identified information to understand service performance, improve our systems, and develop internal business insights, provided such information does not identify an individual or client-specific patient record.
7. Data Security
We use administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure.
These safeguards may include:
- Access controls
- Secure authentication
- Role-based permissions
- Data encryption where appropriate
- Vendor controls
- Monitoring and logging
- Secure workflow configuration
- Internal confidentiality practices
No system can be guaranteed to be completely secure. Clients and users are responsible for maintaining secure passwords, controlling staff access, and using the system appropriately.
8. Data Retention
We retain information for as long as necessary to provide our services, comply with legal and contractual obligations, resolve disputes, enforce agreements, maintain security, and support business operations.
Retention periods may vary depending on:
- Client contract terms
- HIPAA or BAA requirements
- Legal obligations
- System backup schedules
- Operational needs
- Client deletion or export requests
Clients may request data deletion or export subject to legal, contractual, technical, and compliance limitations.
9. Client Responsibilities
Our clients are responsible for how they use SalesSystem.io within their business.
Clients must ensure that:
- Their use of the platform complies with applicable laws
- Staff are properly trained
- Patient communications are accurate and appropriate
- Calendar availability is kept updated
- Sensitive information is only collected when necessary
- They have proper consents, notices, and agreements in place
- They do not use SalesSystem.io for emergency medical situations or clinical diagnosis
SalesSystem.io provides administrative, automation, and communication infrastructure. It does not provide medical advice or clinical services.
11. Payments
Payments may be processed through third-party payment processors. We do not store full payment card numbers on our own servers unless explicitly stated.
Payment processors may collect and process billing information according to their own privacy policies and security practices.
12. Your Privacy Choices
Depending on your location and relationship with us, you may have rights to:
- Request access to personal information
- Request correction of inaccurate information
- Request deletion of certain information
- Opt out of certain communications
- Ask questions about how your information is used
For patient-related information processed on behalf of a medical practice, requests should generally be directed to the medical practice that controls the patient relationship. We may assist our clients in responding to those requests where required by law or contract.
13. Children's Privacy
SalesSystem.io is intended for use by businesses and is not directed to children under 13.
We do not knowingly collect personal information directly from children under 13 through our website. If we learn that we have collected such information, we will take appropriate steps to delete it.
14. International Users
SalesSystem.io is operated from the United States. If you access our website or services from outside the United States, your information may be processed in the United States or other countries where our service providers operate.
By using our website or services, you understand that your information may be transferred to and processed in locations outside your country of residence.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make changes, we will update the effective date at the top of this page.
Continued use of our website or services after changes are posted means you accept the updated policy.
16. Contact Us
For privacy, security, HIPAA, or data-related questions, contact us at:
Systemapic LLC / SalesSystem.io
St. Petersburg, Florida, United States
Email: [email protected]