To send text messages through ALOHA®, you must have a compliant Privacy Policy on your website. This guide explains the specific language required to protect patient data and get your 10DLC texting registration approved.
✨ When You Need This Guide
This guide is essential if you are setting up your texting features and need to:
Create a new Privacy Policy for your practice's website.
Update your current policy to meet 10DLC (10-Digit Long Code) requirements.
Understand why your texting registration might have been rejected regarding data sharing.
Find the exact "non-sharing" language required by mobile carriers.
What This Covers (And What It Doesn't)
✅ It covers the specific "Mobile Opt-in data" clause that must be in your policy.
❌ It does not provide legal advice; it provides a template for compliance purposes.
You'll Need:
Access to your website editor to create a new page or edit your existing Privacy Policy.
✅ Building Your Privacy Policy
✅ Building Your Privacy Policy
Your Privacy Policy is a promise to your patients about how you handle their personal information. For your texting registration to be approved, this document must be clear, easy to find, and contain specific protections.
Step 1: Include the "Golden Rule" of Texting
To get approved, your Privacy Policy must explicitly state that you will not share mobile data for marketing purposes. Without this exact sentiment, your registration will be denied.You must include a statement similar to this:
"We will not sell, share, or rent your Mobile Opt-in data to any third parties for marketing or promotional purposes."
Step 2: Cover the 4 Key Areas
In addition to the statement above, your policy must clearly explain:
Data Collection: What information you collect (e.g., names, phone numbers).
Usage: How you use that data (e.g., to send appointment reminders).
Sharing: Who you share it with (be very clear that you do not share mobile data for marketing).
Contact: How patients can reach you to ask questions or delete their data.
Our Recommended Privacy Policy Template
Our Recommended Privacy Policy Template
You can use the text below as a starting point. Important: Fill in the bracketed information (like [Your Website Name URL]) with your actual details.
Privacy Notice
This privacy notice explains how [Your Website Name URL] handles your privacy. This notice applies only to information collected by this website. It will tell you:
What personal information is collected from you through the website, how we use it, and who we might share it with.
What choices you have about how your data is used.
The security steps we take to protect your information from misuse.
How you can correct any wrong information we have about you.
Information Collection, Use, and Sharing
We are the only owners of the information collected on this site. We only get information that you freely give us through email or other direct contact.
We will not sell, share, or rent your Mobile Opt-in data to any third parties for marketing or promotional purposes.
We will use your information to reply to you about why you contacted us. We will not share your information with any company outside of our organization, unless it's necessary to fulfill your request (for example, to ship an order).
Your Access to and Control Over Information
You can choose to stop receiving contacts from us at any time. You can do the following at any time by contacting us using the email address or phone number on our website:
See what data we have about you, if any.
Change or fix any data we have about you.
Ask us to delete any data we have about you.
Share any concerns you have about how we use your data.
Security
We take steps to protect your information. When you send sensitive information through the website, your information is protected both online and offline.
While we use encryption to protect sensitive information sent online, we also protect your information offline. Only employees who need the information to do a specific job (like billing or customer service) are allowed to access personal information. The computers and servers where we store personal information are kept in a secure place.
Cookies
We use "cookies" on this site. A cookie is a small piece of data stored on a website visitor’s computer to help us make your visit better and identify repeat visitors. For example, if we use a cookie to identify you, you wouldn't have to log in with a password more than once, saving you time. Cookies can also help us track what our users are interested in to improve their experience on our site. Using a cookie is not connected to any personal information on our site.
Some of our business partners might use cookies on our site (for example, advertisers). However, we do not have access to or control over these cookies.
Links
This website may contain links to other websites. Please know that we are not responsible for the content or privacy practices of those other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personal information.
Surveys
Sometimes our site will ask for information through surveys or contests. Participating in these surveys or contests is completely voluntary, and you can choose whether or not to take part and share this information.
💡 Common Questions
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
My registration was rejected. | Your policy might be missing the specific clause about not sharing mobile opt-in data. | Add the sentence: "We will not sell, share, or rent your Mobile Opt-in data to any third parties for marketing or promotional purposes." |
I don't know what "Mobile Opt-in data" means. | This refers specifically to the phone numbers and consent you collect for texting. | Ensure your policy treats this data differently than general website analytics—it cannot be sold or shared for ads. |
🎉 You'll Know It's Right When
🎉 You'll Know It's Right When
Your Privacy Policy page is live on your website.
The policy includes the statement that you will not share mobile opt-in data for marketing.
Your Terms & Conditions page links directly to this Privacy Policy.
Your texting registration is approved.
💬 Need Help? We're Here!
💬 Need Help? We're Here!
If you need help placing this on your website or linking it to your registration, our support team is ready to assist.
Contact us at 800-563-0469 or support@getaloha.com.