Terms and Conditions

Last updated: July 15, 2026

Signup Consent

When you create an account on Sync2, you provide your informed and explicit consent to the following:

  • Account Creation: You authorize us to create a workspace in your facility's name using the details you provide at registration (facility name, workspace slug, contact information)
  • Data Processing Agreement: You acknowledge that your account data will be processed in accordance with our Privacy Policy and applicable HIPAA regulations
  • Service Communications: You consent to receiving transactional and service-related emails at the address provided during signup, including account confirmations, security alerts, and platform updates
  • Platform Use: You confirm you are authorized to represent the healthcare facility or organization you are registering on behalf of
  • Legal Age & Capacity: You confirm you are at least 18 years of age and have the legal authority to enter into this agreement

Your consent is captured at the time of account creation by checking the consent checkbox and submitting the signup form. This constitutes a binding acknowledgment of these Terms and Conditions and our Privacy Policy. If you do not consent, you must not proceed with account creation. You may withdraw consent at any time by contacting support@sync2.com.

1. Acceptance of Terms

By accessing or using Sync2 ("we", "our", or "us") services, including our AI-powered healthcare communication platform, you agree to be bound by these Terms and Conditions. If you do not agree with any part of these terms, you must not use our services.

2. Description of Services

Sync2 provides AI-powered communication and receptionist services designed for healthcare practices. Our services include:

  • AI-powered phone and messaging receptionist services
  • Appointment scheduling and management
  • Patient communication tools
  • Integration with third-party platforms (Instagram, Facebook, etc.)
  • Practice management features

3. HIPAA Compliance

Sync2 is committed to complying with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable healthcare privacy regulations. As part of this commitment:

  • We implement administrative, physical, and technical safeguards to protect Protected Health Information (PHI)
  • We will enter into a Business Associate Agreement (BAA) with covered entities as required by HIPAA
  • We restrict access to PHI to authorized personnel only, on a need-to-know basis
  • We maintain audit logs of all access to PHI
  • We train our personnel on HIPAA requirements and data privacy obligations
  • We promptly notify affected parties in the event of a data breach involving PHI, in accordance with HIPAA Breach Notification Rules

4. Data Security

We take the security of your data seriously. Our platform employs the following measures to protect your information:

  • End-to-end encryption for data in transit using TLS/SSL protocols
  • AES-256 encryption for data at rest
  • Multi-factor authentication for account access
  • Regular security audits and vulnerability assessments
  • Role-based access controls to limit data access to authorized users
  • Secure, SOC 2-compliant cloud infrastructure
  • Automated threat detection and monitoring

5. Data Ownership and Access

Your data belongs to you. We do not sell, rent, or share your personal or patient data with third parties for marketing or advertising purposes. Specifically:

  • You retain full ownership of all data you input into the platform
  • No unauthorized third party can access your data
  • We only access your data as necessary to provide and improve our services
  • Our employees and contractors are bound by strict confidentiality agreements
  • We do not use your data to train AI models without your explicit written consent

6. Your Rights Over Your Data

You have full control over your data. At any time, you may exercise the following rights:

  • Right to Access: Request a copy of all personal data we hold about you
  • Right to Rectification: Request correction of any inaccurate or incomplete data
  • Right to Deletion: Request permanent deletion of your data from our systems, including all backups, within 30 days of your request
  • Right to Data Portability: Receive your data in a structured, commonly used, machine-readable format
  • Right to Restrict Processing: Request that we limit how we use your data
  • Right to Withdraw Consent: Withdraw your consent for data processing at any time

To exercise any of these rights, contact us at support@sync2.com. We will respond to your request within 30 days.

7. Account Termination and Data Deletion

Upon termination of your account, whether initiated by you or by us:

  • You may request a full export of your data before account closure
  • We will permanently delete all your data, including PHI, within 30 days of account termination unless retention is required by law
  • Backup copies will be purged within 90 days of account termination
  • We will provide written confirmation of data deletion upon request

8. User Responsibilities

As a user of our services, you agree to:

  • Maintain the confidentiality of your account credentials
  • Notify us immediately of any unauthorized access to your account
  • Use the services in compliance with all applicable laws and regulations
  • Obtain appropriate patient consent before using our services to process patient communications
  • Not use the services for any unlawful or prohibited purpose

9. SMS Messaging Terms

Sync2 sends transactional SMS messages to users who have provided their phone number and consented during account registration at sync2.ai/signup. These terms govern all SMS communications sent by or through our platform.

  • Program name: Sync2 Appointment Notifications
  • Message types: Appointment confirmations, reschedule notifications, cancellation alerts, appointment reminders, and account security alerts
  • Message frequency: Varies based on appointment activity and account usage
  • Msg & Data rates may apply — standard messaging and data rates from your mobile carrier may apply; Sync2 does not charge separately for SMS delivery
  • To opt out: Reply STOP to any message. You will receive one final confirmation SMS. Reply START to re-subscribe at any time.
  • For help: Reply HELP or contact support@sync2.com
  • We do not share your phone number with third parties for marketing purposes

SMS messages are only sent to users and contacts who have explicitly opted in by providing their phone number at signup or through account settings. For patient-facing SMS flows, it is your responsibility as the healthcare provider to obtain appropriate patient consent before initiating SMS communications through our platform.

Opting out of SMS will not affect your ability to use the Sync2 platform. Some critical security messages (e.g. account breach alerts) may still be sent where required by law or necessary to protect your account.

10. Third-Party Integrations

Our platform may integrate with third-party services such as Instagram, Facebook, and other communication platforms. When you connect these accounts, you acknowledge that the respective third-party privacy policies and terms of service also apply. We only access the minimum data necessary to provide our services and do not store third-party credentials beyond what is required for the integration to function.

11. Google Calendar Integration

Sync2 offers an optional Google Calendar integration for two-way appointment synchronization. Connecting it is entirely at your discretion. When you connect your Google account from Settings → Integrations → Connect Google Calendar, Google displays a consent screen identifying the application as "Sync2 Oauth" and listing the specific permissions requested. By granting these permissions you authorize Sync2 to:

  • View and edit events on your calendars — to create, update, and cancel Google Calendar events that mirror appointments booked in Sync2 (including those booked by the AI phone agent).
  • See and download calendars you can access — to read events created or edited directly in Google Calendar and reflect them back into Sync2.
  • See your primary Google Account email address — to show which Google account is connected.

Sync2 accesses only the connected account's calendar and uses that data solely to synchronize appointments. Google calendar data is never sold or shared with third parties and is never used for advertising. OAuth access tokens are stored encrypted at rest. You may disconnect the integration at any time from Settings → Integrations, which immediately stops all synchronization and removes the stored Google connection.

Sync2's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

12. Limitation of Liability

Sync2 provides its services on an "as is" and "as available" basis. While we strive to maintain the highest standards of security and reliability, we are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of our services. Our total liability shall not exceed the amount you paid for the services during the twelve (12) months preceding the claim.

13. Indemnification

You agree to indemnify and hold harmless Sync2, its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising from your use of the services, your violation of these terms, or your violation of any applicable laws or regulations.

14. Changes to These Terms

We reserve the right to modify these Terms and Conditions at any time. We will notify you of any material changes by posting the updated terms on this page and updating the "Last updated" date. Your continued use of the services after such changes constitutes your acceptance of the new terms. For material changes affecting your data rights or HIPAA-related provisions, we will provide at least 30 days' advance notice via email.

15. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of the United States, including applicable federal healthcare privacy laws (HIPAA, HITECH Act). Any disputes arising from these terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.

16. Contact Us

If you have questions about these Terms and Conditions, your data rights, or our HIPAA compliance practices, please contact us at:

Email: support@sync2.com
Website: sync2.ai