Privacy Policy
Effective Date: May 15, 2026
This Privacy Policy explains how ClinicianSuite.com collects, uses, stores, processes, protects, and discloses information when users access or use the Clinician Suite platform, including provider registration, company registration, booking pages, appointment scheduling tools, calendar features, virtual session integrations, payment-related features, client-facing booking forms, administrative dashboards, support features, and related services.
ClinicianSuite.com is a Dot Coms, Inc. property. Clinician Suite is currently offered as a free practice-management and booking platform designed for clinicians, behavioral health professionals, private practices, therapists, counselors, psychologists, substance use counselors, psychiatric providers, consultants, coaches, supervisors, and related providers.
By accessing or using ClinicianSuite.com, creating an account, registering a practice, publishing a booking page, submitting a booking request, connecting integrations, or using any feature of the platform, you agree to this Privacy Policy. If you do not agree, you must not use ClinicianSuite.com.
Information We Collect
A. Account Information
Clinician Suite may collect information submitted during account creation or account use, including name, email address, password, username, role, account settings, profile details, language settings, and related registration information.
B. Provider and Practice Information
Clinician Suite may collect information submitted by providers or practice users, including practice name, company name, provider name, professional category, services offered, service descriptions, availability, appointment settings, staff information, business contact details, profile images, logos, practice descriptions, booking page content, smart URL selections, and public-facing practice information.
C. Booking and Appointment Information
Clinician Suite may collect information related to appointment requests, bookings, scheduling, service selection, appointment date and time, provider availability, appointment status, cancellation or rescheduling activity, booking notes, client-submitted information, and related scheduling records.
D. Client-Submitted Information
Clients or visitors who use a booking page may submit information such as name, email address, phone number, requested service, appointment preferences, booking details, and other information requested by the provider or practice through the booking process.
E. Payment-Related Information
Clinician Suite may allow providers to configure payment options through third-party payment processors or offline payment workflows. Clinician Suite may store payment settings, transaction references, payment status information, plan-related information, or payment configuration details where applicable. Full payment card information is generally handled by third-party payment processors and is subject to their own privacy and security practices.
F. Calendar, Video, and Integration Information
If users connect third-party services, such as Google Calendar, Zoom, payment processors, email tools, SMS tools, WhatsApp tools, or other integrations, Clinician Suite may collect and process information necessary to connect, authenticate, synchronize, display, manage, or support those integrations. This may include access tokens, calendar identifiers, event-related information, meeting-related information, integration settings, and synchronization records.
G. Communications and Support Information
Clinician Suite may collect information submitted through contact forms, support requests, emails, messages, tickets, reports, complaints, feedback, abuse reports, security reports, or other communications with ClinicianSuite.com or Dot Coms, Inc.
H. Technical and Usage Information
Clinician Suite may automatically collect technical and operational information, including IP address, browser type, device type, operating system, referring URLs, pages viewed, access times, login activity, click activity, error logs, security logs, session information, cookie information, approximate location derived from IP address, and other usage data needed to operate, secure, maintain, and improve the platform.
How We Use Information
A. Clinician Suite may use collected information to operate the platform, create and manage accounts, publish provider and practice pages, process booking requests, manage scheduling, support calendar features, support virtual session features, configure payment options, send notifications, provide support, troubleshoot errors, secure the platform, prevent abuse, and improve service functionality.
B. Clinician Suite may use provider and practice information to display public booking pages, service listings, professional profiles, smart URLs, availability, booking options, and practice-related content submitted by the provider or practice user.
C. Clinician Suite may use booking and appointment information to process appointment requests, show scheduling details, support provider dashboards, send confirmations or reminders where enabled, and maintain appointment-related platform records.
D. Clinician Suite may use technical and usage information to detect security issues, prevent fraud, investigate abuse, monitor service performance, fix bugs, maintain logs, enforce Terms and Conditions, and protect users, providers, clients, ClinicianSuite.com, and Dot Coms, Inc.
E. Clinician Suite may use contact and support information to respond to inquiries, investigate issues, resolve complaints, process abuse reports, address security concerns, and communicate about the platform.
Public Information
A. Provider pages, company pages, smart URLs, service descriptions, practice descriptions, logos, images, availability settings, booking options, and other information submitted for public display may be visible to visitors, clients, search engines, and other users.
B. Providers and practice users are responsible for deciding what information they publish and for ensuring that public-facing content is accurate, lawful, professional, authorized, and appropriate.
C. Users must not publish confidential client information, private health information, sensitive personal information, misleading claims, false credentials, or information they are not authorized to share.
Client Booking Information
A. When a client submits a booking request through a provider’s booking page, the information submitted may be made available to the provider or practice associated with that booking page.
B. Providers are responsible for determining what information they request from clients and for handling client information in accordance with applicable privacy laws, professional rules, consent requirements, confidentiality obligations, and practice policies.
C. Clients should avoid submitting unnecessary sensitive information through booking forms unless specifically requested by the provider and appropriate for the booking workflow.
Provider Responsibility for Privacy
A. Clinician Suite provides technology tools. Providers and practices remain responsible for their own privacy practices, professional obligations, consent forms, client communications, recordkeeping, legal disclosures, confidentiality policies, and handling of client information.
B. Providers are responsible for maintaining appropriate privacy notices, informed consent documents, telehealth consent documents, financial policies, communication policies, and any other disclosures required by law, licensing boards, payer rules, or professional standards.
C. Clinician Suite does not replace a provider’s obligation to comply with applicable privacy, confidentiality, documentation, advertising, professional, or healthcare regulations.
HIPAA and Healthcare Privacy
A. Clinician Suite may be used by healthcare, behavioral health, substance use, and related providers, but use of Clinician Suite alone does not make any provider, practice, communication, booking process, calendar integration, video session, payment process, or workflow compliant with HIPAA, 42 CFR Part 2, state privacy laws, licensing rules, payer requirements, or other legal obligations.
B. Users are responsible for determining whether their use of Clinician Suite involves protected health information, substance use treatment information, psychotherapy-related information, personally identifiable information, or other sensitive information.
C. Users are responsible for implementing appropriate administrative, technical, legal, professional, and operational safeguards for the information they collect, process, store, transmit, or access through the platform.
D. If a Business Associate Agreement or other privacy agreement is legally required for a user’s intended use of Clinician Suite, the user is responsible for determining that requirement before using the platform for regulated information.
E. Clinician Suite should not be used to collect, transmit, or store sensitive clinical details beyond what is necessary for booking and practice-management purposes unless the user has confirmed that such use is appropriate and legally permitted.
Third-Party Services
A. Clinician Suite may connect with or link to third-party services such as Google Calendar, Zoom, payment processors, email providers, SMS providers, WhatsApp tools, analytics providers, hosting providers, support tools, and other external platforms.
B. Third-party services may collect, process, store, or transmit information according to their own terms, privacy policies, security practices, and account settings.
C. Clinician Suite and Dot Coms, Inc. are not responsible for the privacy practices, security practices, outages, errors, policies, fees, restrictions, or data handling practices of third-party services.
D. Users are responsible for reviewing third-party privacy policies before connecting or using external services through Clinician Suite.
Google Calendar and Calendar Data
A. If a user connects Google Calendar or another calendar service, Clinician Suite may access calendar-related information necessary to create, display, synchronize, update, or manage appointment-related events.
B. Calendar access is used to support scheduling functionality and reduce scheduling conflicts. The exact scope of access may depend on the integration settings, user authorization, and third-party provider requirements.
C. Users are responsible for ensuring that connected calendars do not expose information that should not be used with Clinician Suite.
D. Users may disconnect calendar access through platform settings or through the connected third-party account settings where available.
Payment Information
A. Clinician Suite may support payment settings or payment workflows, but payment processing may be handled by third-party processors.
B. Payment processors may collect payer information, transaction information, payment method information, billing details, verification data, fraud-prevention data, and other information required to process payments.
C. Clinician Suite does not control third-party payment processors and is not responsible for their privacy practices, security practices, account restrictions, processing decisions, disputes, chargebacks, holds, or fees.
D. Providers are responsible for their own billing policies, refund policies, payment disclosures, tax obligations, and client financial communications.
Cookies and Similar Technologies
A. Clinician Suite may use cookies, session storage, local storage, pixels, analytics tools, and similar technologies to operate the platform, maintain login sessions, remember preferences, improve performance, support security, analyze usage, and provide platform functionality.
B. Users may be able to adjust browser settings to block or delete cookies. However, disabling cookies may affect login, booking, dashboard access, session stability, and other platform features.
C. Cookies may also be used by third-party services connected to or embedded within the platform.
Logs and Security Records
A. Clinician Suite may maintain technical logs, access logs, login logs, booking logs, error logs, security logs, audit records, integration logs, notification logs, and administrative records.
B. These logs may include IP addresses, timestamps, device information, browser information, account identifiers, actions performed, page requests, failed login attempts, security events, and other operational data.
C. Logs may be used to operate the platform, investigate errors, detect abuse, prevent fraud, respond to security incidents, enforce Terms and Conditions, comply with legal obligations, and protect users and the platform.
How Information Is Shared
A. Clinician Suite may share information with providers or practices when clients submit booking requests, appointment information, or client-facing form information through a provider’s booking page.
B. Clinician Suite may share information with service providers, vendors, contractors, hosting providers, infrastructure providers, email providers, SMS providers, payment processors, calendar providers, video providers, analytics providers, and other third parties that help operate, secure, maintain, or support the platform.
C. Clinician Suite may disclose information when required by law, subpoena, court order, legal process, government request, regulatory inquiry, or when disclosure is necessary to protect rights, safety, security, users, the platform, Dot Coms, Inc., or others.
D. Clinician Suite may disclose information to investigate abuse, fraud, security incidents, policy violations, intellectual property complaints, impersonation, unlawful conduct, or violations of the Terms and Conditions.
E. Clinician Suite may disclose or transfer information in connection with a merger, acquisition, restructuring, sale, transfer, assignment, bankruptcy, or other business transaction involving ClinicianSuite.com or Dot Coms, Inc.
Information We Do Not Sell
A. Clinician Suite does not sell client booking information, provider account information, or protected health information.
B. Clinician Suite does not use client booking information for unrelated advertising resale, data brokerage, or sale to third-party marketers.
C. Clinician Suite may use technical, operational, or aggregated information to improve, secure, analyze, and maintain the platform.
Data Retention
A. Clinician Suite may retain account information, provider information, practice information, booking information, integration records, technical logs, support records, payment configuration records, and operational records for as long as necessary to operate the platform, provide services, comply with legal obligations, resolve disputes, investigate abuse, prevent fraud, maintain security, and enforce Terms and Conditions.
B. Information deleted by users may remain temporarily in backups, logs, caches, security records, or residual systems until ordinary retention and deletion cycles are completed.
C. Clinician Suite may preserve information where necessary for legal compliance, security investigations, abuse prevention, dispute resolution, fraud prevention, rights protection, or enforcement.
Data Security
A. Clinician Suite uses reasonable technical, administrative, and operational safeguards intended to protect information handled through the platform.
B. No internet-based service, account system, booking platform, calendar integration, payment integration, communication system, or storage system can be guaranteed completely secure.
C. Users are responsible for protecting login credentials, using strong passwords, limiting account access, managing staff permissions, securing connected third-party accounts, avoiding phishing, and promptly reporting suspected unauthorized access.
D. Clinician Suite is not responsible for unauthorized access caused by weak passwords, shared credentials, compromised user devices, compromised email accounts, misconfigured integrations, phishing, malware, user error, or third-party service compromise.
User Choices and Controls
A. Users may update certain account information, provider information, practice information, service descriptions, availability settings, booking page details, and public-facing content through available account settings.
B. Users may disconnect certain integrations through Clinician Suite settings or through third-party account settings where available.
C. Users may request assistance with account access, correction, deletion, or privacy-related questions through the contact or support method provided on ClinicianSuite.com.
D. Some information may not be deleted immediately if retention is necessary for legal compliance, security, fraud prevention, dispute resolution, backup retention, or enforcement.
Children’s Privacy
A. Clinician Suite is not directed to children and is not intended for use by minors creating provider accounts or practice pages.
B. Providers are responsible for handling any minor-related appointment information or parent/guardian communication in accordance with applicable law, consent requirements, confidentiality rules, and professional standards.
C. Clinician Suite does not knowingly invite children to create provider accounts or operate practice pages.
International Users
A. Clinician Suite is operated by Dot Coms, Inc. and may use hosting, infrastructure, vendors, or service providers located in the United States or other jurisdictions.
B. By using the platform, users understand that information may be processed, stored, or transmitted in jurisdictions that may have privacy laws different from those in the user’s location.
C. Users are responsible for determining whether their use of Clinician Suite is lawful in their jurisdiction.
California and Other Privacy Rights
A. Depending on location and applicable law, users may have rights to request access, correction, deletion, portability, restriction, objection, or information about certain data practices.
B. Clinician Suite will respond to applicable privacy requests as required by law and may require verification of identity or authority before processing a request.
C. Certain information may be exempt from deletion or disclosure where retention is required or permitted for legal, security, operational, professional, fraud-prevention, dispute-resolution, or compliance reasons.
Email and Communications Preferences
A. Clinician Suite may send administrative, account-related, security-related, booking-related, integration-related, support-related, and service-related communications.
B. Users may be able to opt out of certain promotional communications, but may still receive important account, security, legal, operational, or transactional communications.
C. Providers are responsible for ensuring that client communications sent through or connected to the platform comply with applicable consent, privacy, anti-spam, professional, and communication rules.
Accuracy of Information
A. Users are responsible for providing accurate, complete, and current information.
B. Providers and practices are responsible for keeping public-facing information, availability, service descriptions, contact details, booking settings, and professional information up to date.
C. Clinician Suite is not responsible for harm, missed appointments, confusion, incorrect bookings, client disputes, or business issues caused by inaccurate, outdated, or misleading user-submitted information.
No Guarantee of Confidentiality for Public Content
A. Information published on public booking pages, provider pages, company pages, service pages, or smart URLs may be visible to the public.
B. Users must not publish private client information, confidential information, sensitive clinical details, or information they do not want visible to others.
C. Clinician Suite is not responsible for disclosure caused by a user choosing to publish information publicly.
Business Transfers
A. If ClinicianSuite.com, Dot Coms, Inc., or related assets are involved in a merger, acquisition, financing, reorganization, sale, transfer, assignment, bankruptcy, or similar transaction, information may be transferred as part of that transaction.
B. Any acquiring or successor entity may continue to use information consistent with this Privacy Policy unless otherwise stated.
Updates to This Privacy Policy
A. Clinician Suite may update this Privacy Policy at any time.
B. Updated versions may be posted on ClinicianSuite.com with a revised effective date.
C. Continued use of ClinicianSuite.com after an updated Privacy Policy is posted means you accept the updated Privacy Policy.
Contact
A. Questions, privacy requests, account concerns, security concerns, provider-page issues, data requests, or legal notices may be submitted through the contact or support method provided on ClinicianSuite.com.
B. Clinician Suite may require sufficient information to verify the request, identify the relevant account, locate the relevant data, and confirm the requester’s authority before taking action.