Last updated: July 2026
Ready.Doctor collects only the minimum information needed to operate the service: your office name, a billing email address, staff display names, PIN hashes (never plain-text PINs), chair status data, and board messages. We also collect usage logs (login times, IP addresses, chair actions) for operational and security purposes, including rate limiting and abuse prevention. If you subscribe to a paid plan, payment is processed by Stripe — we never see or store your card number.
Ready.Doctor is NOT a medical records system and is designed to operate without Protected Health Information (PHI). No field in the Service asks for patient names, medical records, diagnoses, treatment plans, insurance information, or any other patient-identifiable health data, and users must not enter it.
Be aware that free-text fields (chair/room notes and board messages) store whatever is typed into them: notes remain until changed or cleared, board messages are retained for up to 30 days, and an activity log that includes note and message text is retained for 90 days for the office's own audit trail. If staff enter patient information against policy, it will be stored for those periods — office administrators are responsible for ensuring staff keep patient identifiers out of the Service, and for correcting entries that include them.
Ready.Doctor is a team coordination tool, not a healthcare information system. This service is not HIPAA-compliant and is not intended to store, transmit, or process Protected Health Information (PHI). Users must not enter patient-identifiable information into any field including chair notes, board messages, or user display names.
If your practice requires HIPAA-compliant communication, please use a certified EHR or secure messaging platform for that purpose. Ready.Doctor handles only internal team workflow coordination.
All data is stored on servers located in the United States. PINs are hashed using bcrypt with a cost factor of 12 and are never stored in plain text. API communication is encrypted via TLS (HTTPS). Sessions are authenticated using time-limited JSON Web Tokens. Board messages auto-expire and are permanently deleted after 30 days.
Board messages are retained for 30 days. Activity logs are retained for 90 days. Login attempt records are retained for 24 hours. Session records expire after the configured session length (default 12 hours).
If you cancel your subscription, your office's data is retained so you can reactivate later with everything intact. You may request permanent deletion of your office's data at any time by emailingprivacy@ready.doctor; deletion requests are processed within 30 days of the request. Records we are required to keep (such as billing records and terms-acceptance records) are retained as required by law.
We do not sell, rent, or share your data with any third party for marketing, and we do not display advertising. We rely on the following service providers to operate Ready.Doctor, each of which may process limited data on our behalf:
Stripe — payment processing for paid subscriptions (billing email and card data, handled entirely by Stripe).
SendGrid (Twilio) — transactional email delivery (verification codes, billing and account notices).
Cloud hosting & DNS providers — server and database hosting within the United States.
Anthropic — powers the optional in-app help assistant. When you ask a question, we send the question you type along with basic technical information about your device to help answer troubleshooting questions: browser name and version, operating system, device type, screen size, and your notification and sound settings within the app. No patient data, board messages, chair statuses, names, or account credentials are sent, and Anthropic does not use this data to train its models.
All providers are bound by their own data protection commitments. We use only providers that store and process data in the United States.
Ready.Doctor does not use tracking or advertising cookies, and we do not use analytics or third-party tracking scripts. We store a small amount of data in your browser's local storage strictly to keep you signed in and to remember your preferences (such as your sound settings, board visibility, and compact view). If your office enables device approval, we also set one essential security cookie containing a random identifier that marks your browser as approved; it contains no personal information and is used only during sign-in. All of this storage is essential to operating the Service and requires no consent banner. Clearing your browser storage signs you out, resets preferences, and un-approves the browser.
If you enable push notifications, your browser generates a unique push subscription endpoint which is stored on our server. This is used solely to deliver notifications you have opted into (chair alerts, @mentions). You can disable push notifications at any time from within the app.
For questions about this privacy policy or to request data deletion, contact us atprivacy@ready.doctor.
Last updated: July 2026
Ready.Doctor ("the Service"), a service operated by Path Forward IT ("we," "us," or "our"), is a real-time team coordination platform designed for dental, orthodontic, and other outpatient healthcare offices. It provides room/chair status tracking, team messaging, and push notifications to help care teams communicate efficiently during patient care. The Service is an operational coordination tool only — it is not an electronic health record, does not hold clinical records, and must not be used to store patient information (see Acceptable Use).
You agree to:
Use the Service only for internal healthcare office team coordination. Not enter any patient-identifiable information, Protected Health Information, or personally identifiable patient data into any field of the Service. Keep your PIN confidential and not share login credentials. Ensure all users in your office are informed that the Service is not for storing patient health information.
The office administrator who creates the account is responsible for managing users, configuring settings, and ensuring the Service is used in accordance with these terms. Each office is a separate tenant with isolated data. You cannot access another office's data.
New accounts receive a 30-day free trial. After the trial period, access requires an active paid subscription or the free Starter plan. We will not charge you without explicit action to subscribe. There is also a free Starter plan available indefinitely, subject to its usage limits.
Paid plans are billed monthly in advance through our payment processor, Stripe. By subscribing, you authorize us to charge your payment method the then-current plan fee on a recurring monthly basis until you cancel. Prices are listed in U.S. dollars and are exclusive of any applicable taxes.
Your subscription renews automatically each billing period. You may cancel at any time from the Admin billing panel or by contacting us; cancellation takes effect at the end of the current paid period, and you retain access until then. We may change plan pricing with at least 30 days' notice; changes take effect on your next renewal.
Payments are non-refundable except where required by law. If a payment fails, we may retry the charge and, if it continues to fail, suspend or downgrade the account after notice. You are responsible for keeping your billing email and payment method current.
We aim for high availability but do not guarantee uninterrupted service. The Service is provided "as is" without warranty of any kind. We are not liable for any clinical decisions made based on or influenced by information displayed in the Service.
Ready.Doctor is a workflow convenience tool. It does not replace professional clinical judgment, patient charting systems, or emergency communication protocols. In no event shall Ready.Doctor be liable for any indirect, incidental, or consequential damages arising from use of the Service.
You may cancel your account at any time from the Admin billing panel or by contacting support. We may suspend or terminate accounts that violate these terms or that are used to store inappropriate content. After cancellation or termination, your office's data is retained so you can reactivate; you may request permanent deletion at any time via privacy@ready.doctor, and deletion requests are processed within 30 days of the request.
The Service is operated from the United States and is intended for customers located in the United States. These terms are governed by the applicable laws of the United States and the state in which Path Forward IT is established, without regard to conflict-of-laws rules. You agree that any dispute arising from these terms or your use of the Service shall be brought exclusively in the state or federal courts of that jurisdiction.
We may update these terms from time to time. Continued use of the Service after changes constitutes acceptance of the updated terms. Significant changes will be communicated via the Service or email.
For questions about these terms, contact us atlegal@ready.doctor.