The discovery portal is for prospective-fit scheduling and should not be used for emergencies, urgent clinical messages, full medical records, or detailed clinical intake unless the practice provides an approved patient workflow.
Overview
This Prospect Privacy Notice explains how information is handled when you request, pay for, check in for, or attend an informational discovery consultation through the CaelaraHealth discovery portal.
The participating practice controls its own prospect intake, scheduling decisions, communications, records, and legal obligations. CaelaraHealth provides the portal workflow that helps the practice receive and manage discovery requests.
Information Collected
| Category | Examples |
|---|---|
| Contact information | Name, email address, phone number, and practice-specific booking references. |
| Discovery request details | Selected time, requested provider or team member, general goals, acknowledgment records, and scheduling status. |
| Payment information | Checkout status, amount, currency, transaction references, and payment processor identifiers. Full card details are handled by the payment processor. |
| Video and portal activity | Secure join-link status, waiting-room activity, attendance events, device/browser details, logs, and security events. |
How Information Is Used
- Create and manage discovery requests.
- Send confirmation, payment, reminder, follow-up, and video join communications.
- Help the practice evaluate fit, availability, and next steps.
- Process payment status and support refund or payment-issue review where applicable.
- Protect the discovery portal, troubleshoot reliability, prevent misuse, and maintain audit and security records.
- Comply with applicable legal, professional, security, and contractual obligations.
How Information May Be Shared
- The participating practice and authorized practice workforce members who manage discovery requests.
- Service providers that support hosting, scheduling, payment processing, email, video, security, logging, support, or similar operational needs.
- Professional advisors, authorities, or counterparties where required by law, necessary to protect rights and safety, or needed for a business transaction.
- Approved patient workflows if you later become a patient and the practice moves appropriate discovery information into your patient record.
Health Privacy Context
Prospect information can be sensitive. Depending on the practice, the information provided, and the relationship between you and the practice, some information may be protected by healthcare privacy laws, professional obligations, contract terms, or consumer privacy rules.
If you later become a patient, additional practice notices, consents, portal terms, and privacy rights may apply. Questions about patient records or patient privacy rights should usually be directed to the healthcare practice that controls the patient relationship.
Your Choices And Retention
Use the practice's contact instructions to correct booking information, ask about a discovery request, request cancellation, or ask how the practice handles prospect information. Some requests may be limited by legal, security, payment, audit, or healthcare-record requirements.
Discovery information is kept for as long as reasonably needed for scheduling, payment, security, support, legal, audit, and practice operations. Retention may differ if you become a patient.
Security
CaelaraHealth uses administrative, technical, and operational safeguards intended to protect discovery information. No online service can guarantee absolute security, so prospects should avoid sending full medical records, urgent clinical details, card numbers, passwords, or unrelated sensitive information through discovery forms or ordinary email.
References And Related Policies
Questions about this page?
Send non-PHI questions through the private beta request path or your established CaelaraHealth contact.
Request early access