Privacy Policy

Who We Are

Open Practice Solutions, Ltd. (OP) is committed to providing high-quality practice management solutions. OP also aims to meet the highest standards of Independence, Objectivity, and Professionalism that provide peace of mind to our customers and their customers. This Privacy Policy is a part of our commitment and explains how we use the personal data we receive from our customers.

Contents Of This Policy:

  • What Is The Purpose Of This Policy?

  • What Is The Scope Of This Policy?

  • What is our Lawful Basis for Processing Data?

  • What Data Do We Collect As Part Of Our Services?

  • How Do We Collect Data?

  • How Could We Use Data?

  • How Do We Store And Retain Data?

  • Why Might We Disclose Information?

  • What Are Your Data Protection Rights?

  • How Do We Use Cookies?

  • Privacy Policies Of Other Websites

  • How To Opt-out And Unsubscribe From Our Mailing List

  • Compliance With The Can-spam Act

  • Changes To Our Privacy Policy

  • Contacting OP

What Is The Purpose Of This Policy?

This Privacy Policy will inform you of how OP collects and processes data.

What Is The Scope Of This Policy?

This Policy applies to all personal data collected and maintained by OP including customer information, website visits, marketing and advertising, and mailing lists.

If you are reading this policy because you are concerned with a privacy issue that is not covered by this document, please contact us at privacy@openpractice.net.

What is our Lawful Basis for Processing Data?

OP processes your data and personal information on one of the following lawful bases:

  • Your consent to this Privacy Policy;

  • Compliance with a legal obligation; or

  • Our legitimate interests (e.g., improving our services).

What Data Do We Collect As Part Of Our Services?

Through our practice management solution software, OP obtains Protected Health Information (PHI) and Personally Identifiable Information (PII) from our customers. When you engage with our website, we may acquire information related to our services and our customers (and their customers) to fulfill business functions. Data are also collected when contact forms and demo request forms are completed.

Through your access of our website we collect the following personal information:

  • Email address;

  • IP address; and

  • Any other personal information that you provide to us through filling out a form or requesting that information be sent to you.

How Do We Collect Data?

Primarily, data collection by OP is securely supplied by our customers via integration or manual entry. OP may also collect data through your interaction with this website or outreach efforts. For instance, this website collects data via your browser’s cookies or any surveys that you fill out. The personal information we collect may include your name, address, email address, IP address, and any information that you yourself supply to us. OP’ collection of personal information is limited to only that information that is reasonably necessary to fulfill the purposes we identify to you and for which you have consented..

How Could We Use Data?

OP collects, uses, and discloses your data so that it can carry out one or more of the following purposes:

  • Provide you with sales and marketing materials for practice management solutions and service related solutions;

  • Insight into what solutions, services, or information you view or access through the website to assist with marketing and sales efforts.

  • Provide you with information that you request via forms, downloads, or other marketing materials including the sending of periodic emails regarding your order or other products and services or as directed by you;

  • Provide you with a better user experience on the website by analyzing your usage;

  • Establish and maintain an effective business relationship with those who interact with OP including customers, partners, and vendors.

Information provided to OP or collected by OP through this website will not be used for any other purposes outside of what is identified within this Privacy Policy. In the event OP develops any newly conceived purposes, such purposes will be identified in this section.

How Do We Store And Retain Data?

OP securely stores data in information systems and data centers that encrypt data at rest and data in transit using SSL, IPSec, and AES.

OP will retain any data for a reasonable and necessary amount of time to fulfill the purpose it was collected unless a longer retention period is required based on applicable law, regulation, and/or professional standards.

If you wish for OP to delete any or all of the data and personal information collected, please contact  privacy@openpractice.net. Such a request will be honored by OP, and all data or personal information requested to be deleted will be deleted within a commercially reasonable time, but at no time later than 45 days after the request. If OP needs more time to delete your personal information, Etactics will provide you with notice of such extension and will use commercially reasonable efforts to comply with the request without undue delay.

OP may retain personal information that is requested by you to be deleted if such information is reasonably necessary to:

  • Complete a transaction for which the personal information was collected;

  • Provide a service to you;

  • Perform a contract with you.

Where do we Process, Transfer, and Store Data

OP will store and process your data within the United States for the purposes described in this Privacy Policy. Wherever your personal information is transferred, stored, or processed by us, we will take reasonable steps to safeguard the privacy of your personal information. These steps may include implementing standard contractual clauses where recognized by law, obtaining your consent, or other lawful means of transferring personal information.

Under What Circumstances We May Disclose Information?

OP may share data and personal information with third-party service processors that are necessary for the provision of services and maintenance of this website. Additionally, OP sometimes shares some limited aspects of this data with third parties for advertising purposes. OP may also share online data collected through cookies with our advertising partners. This means when you visit another website, you may be shown advertising based on your browsing patterns on our website. OP may share data with partner companies for the quote, proposal, and invoicing of services along with the purpose of fulfilling revenue cycle legitimate business ends or if required by law.

What Are Your Data Protection Rights and How do you Contact OP?

OP wants you to be fully aware of your data protection rights for data that we collect from marketing and sales-related efforts via this website.

  • The right to access – You have the right to request OP for copies of your personal data. 

  • The right to rectification – You have the right to request that OP correct any information you believe is inaccurate. You also have the right to request OP to complete the information you believe is incomplete.

  • The right to be informed – You have the right to know how your data is being used and to whom it is being disclosed.

  • The right to erasure – You have the right to request that OP erase your personal data, under certain conditions.

  • The right to withdraw consent — You have the right to withdraw your consent to OP’ collection, use, or disclosure of your data, under certain conditions.

  • The right to limit use of personal information — You have the right to request that OP limit its use of your personal information to only what is necessary to perform it services, or provide its solutions  

  • The right to restrict processing – You have the right to request that OP restrict the processing of your personal data, under certain conditions.

  • The right to object to processing – You have the right to object to OP’ processing of your personal data, under certain conditions. 

  • The right to data portability – You have the right to request that OP transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond. If you would like to exercise any of these rights, contact us at  privacy@openpractice.net.  .

How Do We Use Cookies?

Cookies are text files stored on your computer to collect standard internet log information and visitor behavior information. When you visit our website, we may automatically collect information from you through cookies or similar technology. However, you may object to the use of cookies on this website by clicking reject on the cookie policy banner that appears at the bottom of the website. 

For further information, visit allaboutcookies.org.

OP uses cookies to improve your experience on our website, including:

  • Keeping you signed in

  • Learning how you use our website

While there are many types of cookies, the OP website uses:

  • Functionality – OP uses these cookies to recognize you on our website and remember your previously-selected preferences. These could include your language preference and location. We use a mix of first-party and third-party cookies.

  • Advertising – OP uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed, and information about your browser, device, and IP address. OP can share limited aspects of this data with third parties for advertising purposes. We may also share data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

You can set your browser to not accept cookies, and allaboutcookies.org tells you how to remove cookies from your browser. However, some OP website features may not function as a result.

Privacy Policies Of Other Websites

The OP website may contain links to other websites. Our Privacy Policy only applies to the OP website. If you click a link to another website, you should read their Privacy Policy, as well.

How To Opt-out And Unsubscribe From Our Mailing List

OP may send marketing communications. If you would like to opt-out of marketing messages, send an email to us at marketing@openpractice.net.

Users can set preferences for how Google advertises to you using the Google Ad Settings page. Alternatively, you can opt-out by visiting the Network Advertising Initiative Opt-Out page or by using the Google Analytics Opt-Out Browser add-on.

For the collection of personal information from children under 13 years of age, the Children’s Online Privacy Protection Act (COPPA) puts parents in control. The Federal Trade Commission, United States’ consumer protection agency, enforces the COPPA Rule, which spells out what operators of websites and online services must do to protect children’s privacy and safety online.

We do not specifically market to children under 13 years of age.

Compliance With The CAN-SPAM Act

OP complies with the CAN-SPAM ACT. To be in accordance with the CAN-SPAM Act, OP agrees to:

  • Not use false or misleading subjects or email addresses.

  • Identify the message as an advertisement in some reasonable way.

  • Include the physical address of our business or site headquarters.

  • Monitor third-party email marketing services for compliance, if one is used.

  • Quickly honor opt-out/unsubscribe requests.

  • Allow users to unsubscribe by using the link at the bottom of each email.

Changes To Our Privacy Policy

OP keeps its Privacy Policy under regular review and adds any updates to this web page. This privacy policy was last updated on July 2, 2024.

Contacting OP

If you have any questions about the OP Privacy Policy, any personal data we may have, or you would like to exercise your data protection rights, please contact us.

Email: privacy@openpractice.net

Corporate Mailing Address: 300 Executive Pkwy W. Suite 300, Hudson, OH 44236