Privacy Policy

Last updated: August 25, 2026

This Privacy Policy explains how MyRoomBoard ("MyRoomBoard," "we," "us," or "our") collects, uses, retains, and protects information when you visit myroomboard.com or use the MyRoomBoard room-status and clinic workflow service (the "Services").

By using the Services, you acknowledge this Privacy Policy. If you do not agree with it, please do not use the Services.

1. Information We Collect

Account and clinic information

When a clinic creates an account or workspace, we may collect the account holder's name, email address, password or authentication information, clinic name, room information, practitioner details, subscription information, and support communications.

Temporary patient and session information

Depending on how your clinic uses the Services, staff may enter patient names, visit or session details, room status, session activity, and related temporary logs. This information is intended to support room flow and coordination. It is not intended to replace an electronic medical-record system.

Payment information

Subscriptions are processed through Stripe. MyRoomBoard does not store your full payment-card number. Stripe may collect and process payment information under its own privacy policy and terms.

Technical information

We may receive information needed to operate and secure the Services, such as device, browser, approximate usage, log, and error information.

2. How We Use Information

• Provide, operate, and maintain the Services.
• Create and administer clinic accounts, rooms, practitioners, and access permissions.
• Synchronize room status and workflow information across authorized screens and devices.
• Process subscriptions and payments through Stripe.
• Respond to support requests and communicate about accounts or service changes.
• Protect the Services, investigate misuse, and comply with applicable law.
• Improve reliability, usability, and features using information that is reasonably necessary for those purposes.

3. Clinic Responsibilities

MyRoomBoard is used by clinics and their authorized team members. The clinic is responsible for deciding what information staff enter, configuring access, protecting credentials, and ensuring its use of the Services follows applicable privacy and healthcare requirements.

Each clinic account is intended to be isolated from other clinic accounts. Users should access only the information authorized by their clinic.

4. Temporary Data Deletion

Clinic setup information, such as the clinic name, room names, and practitioner details, is retained to operate the clinic workspace.

Patient names, session activity, visit history, and temporary board records are temporary. When an authorized staff member completes a session by selecting Done, the associated temporary patient and session information is deleted according to the application's deletion workflow. Some limited technical or billing records may be retained where reasonably necessary for security, accounting, dispute resolution, or legal obligations.

5. How We Share Information

We may share information only as reasonably necessary to operate the Services, including with service providers that support hosting, security, infrastructure, communications, or payment processing. Stripe processes subscription payments and related billing information.

We may also disclose information when required by law, to protect rights and safety, prevent fraud or abuse, or in connection with a merger, financing, acquisition, or sale of business assets. We do not sell personal information.

6. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. Data is protected using encrypted connections, and access is intended to be limited to authorized clinic team members and personnel or providers who need access to operate the Services. No method of transmission or storage is completely secure.

7. Retention

We retain information for as long as reasonably necessary to provide the Services, maintain clinic configuration, process billing, resolve disputes, enforce agreements, protect the Services, and meet legal obligations. When information is no longer needed, we may delete or anonymize it, subject to backups and lawful retention requirements.

8. Your Choices and Rights

Subject to applicable law, you may request access to, correction of, or deletion of personal information associated with your account. Clinic administrators may manage clinic configuration and authorized team access through available account settings. To submit a request, contact support@myroomboard.com. We may need to verify your identity and may coordinate requests involving clinic-controlled data with the relevant clinic administrator.

9. Children

The Services are intended only for people aged 18 or older. We do not knowingly permit anyone under 18 to register for or use the Services. If we learn that a person under 18 has created an account, we may suspend it and delete associated information.

10. Cookies and Similar Technologies

We may use essential cookies or similar technologies required for authentication, security, preferences, and operation of the Services. If non-essential analytics or similar technologies are introduced, we will update this Privacy Policy and provide any choices required by applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The revised version will be posted on this page with a new “Last updated” date. If changes are material, we may provide additional notice where required. Your continued use of the Services after an update means the revised policy applies to your use.

12. Contact Us