Last updated 16 October 2026
HB Medical ("we", "us") operates this website and the field software described on it. This policy explains what information we collect, why, and what you can do about it.
You can reach us about anything in this policy at support@hbmedicalapp.com, or by post at 436 Fetterbush Drive, Moncks Corner, SC 29461.
When you or your distributor creates your account: your name, work email address, the organization you belong to, and — only if you choose to provide it — your mobile phone number.
The records you create as part of your work: the accounts and clinicians you call on, visit notes you type or dictate, follow-up reminders, invoices, payments and commission terms.
Ordinary server and security logs — IP address, browser, pages requested, timestamps — kept to run the service and investigate abuse.
We do not collect patient information. The software is a sales tool and is not a medical record: notes attach to a clinician or a facility, and there is no way to attach one to a patient. Do not enter patient names, dates of birth, medical record numbers or any other patient detail. The software actively blocks notes that appear to contain them.
We send text messages only to people who have asked for them.
Inside your account settings you enter your mobile number and tick a box agreeing to receive text messages. Giving us a phone number on its own is not consent; the agreement is a separate, deliberate step, and we record the date and time you gave it.
Reminders about follow-ups you created, and notices about your own account. Message frequency depends entirely on how many follow-ups you set — typically a few messages a week. We do not send marketing or promotional text messages.
Reply STOP to any message and we stop immediately. You can also untick the box in your account settings. Reply HELP for help, or email us at support@hbmedicalapp.com. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
Mobile opt-in information and text message consent are never shared or sold to third parties or affiliates for marketing purposes. Your phone number is used to send you the messages described above and for nothing else.
To run the software and keep your records available to you; to send the reminders and account notices you asked for; to bill you; to investigate security problems and abuse; and to meet our legal obligations.
We do not sell your personal information, and we do not use your work records to advertise anything to you.
If your account belongs to a distributor, that distributor's owners and managers can read the work records you create — visits, follow-ups, invoices and commission. They cannot edit or delete your notes. No other distributor can see any part of your organization's data.
We use a small number of providers to deliver the service, each handling only what their job requires: database and authentication hosting, application hosting, text message delivery, email delivery, and an artificial intelligence provider that tidies dictated notes and identifies the follow-ups in them. Notes you dictate are sent to that provider to be processed and are not used to train its models.
We will disclose information if the law requires it, and to protect our rights, safety or property. If we are ever involved in a merger or sale, information may transfer as part of that transaction, subject to this policy.
While your account is open, and afterwards for as long as we need it to meet legal, accounting and tax obligations. Records of text messages we have sent, including the date your consent was given, are kept as proof that we had permission — this is required of us, and it is kept even after you opt out.
You can see and correct your account details in the software, stop text messages at any time as described above, stop non-essential email, and ask us for a copy of your personal information or for it to be deleted. Email support@hbmedicalapp.com and we will respond within 30 days. Depending on where you live you may have further rights, and we will honour them.
If your account belongs to a distributor, some records are theirs as well as yours and we may need to involve them before deleting work records.
Data is encrypted in transit and at rest. Access is restricted per organization at the database itself rather than only in the application, so one distributor's data cannot be read by another even if the application is wrong. No system is perfectly secure, and we will tell you promptly if something happens that affects you.
This is a tool for working professionals. It is not for anyone under 18, and we do not knowingly collect information from children.
If we change this policy we will update the date at the top and, for anything significant, tell you directly. Questions, requests or complaints: support@hbmedicalapp.com.