Privacy Policy

Simple Mailers Inc. operates Simple Mailers, a service that sends reminder mail, email and SMS on behalf of veterinary and dental practices. Our registered address is 2261 Placeholder St, Suite 100, San Francisco, CA 94114. You can reach us at hello@simple-mailers.com.

From the practice: the name and contact details of the person who signs up, billing details, and the settings for your reminder campaigns.

From your practice management system: the records needed to send a reminder. That is typically the client or patient name, postal address, email address, phone number, the pet or patient identifier, and the date that makes a reminder due. We do not need or want clinical notes, diagnoses, or payment history, and we ask you not to send them.

From this website: standard server logs and, if you book a call, whatever you enter in the scheduling form.

We use practice-supplied records for one purpose: producing and delivering the reminders you have asked us to send, and reporting back on what was sent and what came back. We do not sell records, we do not rent them, and we do not use one practice's list to market to another practice's clients.

For the records you supply, the practice is the controller and we act as a processor on your instructions. We handle the data only to deliver the service, and we return or delete it when you ask us to or when your account closes.

Sub-processors who are necessary to deliver the service: our print and mail provider, our address verification provider, our email and SMS providers, our payment processor, and our cloud hosting provider. Each is bound to use the data only to perform its function. We will tell you before adding a sub-processor that handles recipient records.

We also disclose data where the law requires it.

Recipient records are kept while your account is active and for 30 days after it closes, then deleted. Records of what was mailed, and when, are kept for seven years because postal and tax rules require it. Those records contain the recipient name and address but no clinical information.

People who receive our mail, email or SMS can opt out at any time. Post and email carry an opt-out route, and SMS accepts STOP. We pass every opt-out back to the practice and suppress that recipient across all channels.

Depending on where a recipient lives, they may have the right to access, correct, or delete their data, or to object to its use. Requests can come to us or to the practice; because the practice holds the underlying record, we will normally route the request there and help fulfil it.

Data is encrypted in transit and at rest. Access is limited to staff who need it to run the service. We will notify affected practices without undue delay if a breach affects their records.

If we change this policy in a way that materially affects how recipient data is handled, we will tell account holders by email before the change takes effect.