Web Site Guidance for Messaging Compliance

Introduction

There are two key steps to ensuring your website is compliant in order to enable SMS/texting via Archy:

  • You must have a privacy policy on your website:
    1. Practice Privacy Policy & SMS Terms and Conditions Guidance
  • You must adhere to strict opt-in language if you have a Contact Us form:
    1. Contact us forms instruction

Practice Privacy Policy & SMS Terms and Conditions Guidance

To secure approval from wireless service providers for sending SMS messages to your patients, your practice must publish a privacy policy that includes SMS terms and conditions on your website.

We offer a template for a practice’s privacy policy and SMS terms and conditions that you can use on your website.

To implement this:

  1. Create a dedicated “Privacy Policy” page on your
  2. Copy and paste the subsequent sections of this document onto that
  3. Replace all bracketed placeholder text (e.g., [Practice Name]) with your actual business information.

Privacy Policy & SMS Terms and Conditions Template

1.  Information Collection and Use

At [Practice Name], we are committed to protecting your privacy. We collect personal information, such as your name, email address, and phone number, only when voluntarily submitted by you through our website forms or during patient registration. This information is used solely to provide dental services, manage appointments, and communicate clinical updates.

2.  SMS/Text Messaging Communication

By providing your mobile number and opting in, you consent to receive text messages from [Practice Name]. These messages may include appointment reminders, follow-up care instructions, or office updates.

  • Opt-In: You may opt-in via our website forms or by texting START to [Insert Practice Phone Number].
  • Opt-Out: You can cancel the SMS service at any time. Just text STOP to [Insert Practice Phone Number]. After you send the SMS message STOP to us, we will send you an SMS message to confirm that you have been After this, you will no longer receive SMS messages from us.
  • Help: If you are experiencing issues with the messaging program you can reply with the keyword HELP for more assistance, or you can get help directly at [Insert Email Address or Phone Number].
  • Frequency: Message frequency varies based on your appointment schedule and
  • Rates: Carriers are not liable for delayed or undelivered As always, message and data rates may apply for any messages sent to you from us and to us from you.

3.  Data Privacy and Sharing

We value your privacy and do not sell or rent your personal information to third parties.

All the above categories exclude text messaging originator opt-in data and consent; this information won’t be shared with any third parties.

Personal information is used exclusively by our staff for the purpose of patient care and practice management. We do not share your information for marketing purposes with any external entities.

4.  Security

We implement a variety of security measures to maintain the safety of your personal information. Your data is stored in secure networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential.

Contact Us Forms

Please ensure that you include this language on the form if your practice displays a form to “contact us” or “book with us” on your website. Note that this is not necessary if you use the Book with Google form.

Recommended Opt-In language:

‘I agree to receive information text messages from [business Name] regarding my dental care and appointments’.

A user must explicitly select YES or NO to the opt-in disclosure if they are asked to enter a phone number. This must be a separate check box on the form.

Please see example