Privacy Policy

Last updated November 11, 2026

This policy explains what information Medex Systems LLC collects, how we use it, and the choices you have. If you have questions, email [email protected].

1. Who we are and what this policy covers

Medex Systems LLC, a Texas limited liability company ("Medex," "we," "us"), provides a software platform for medical practices. This policy covers information we collect through medexsystems.com, the Medex app at app.medexsystems.com, and our emails, texts, calls and support.

Medical practices that use Medex ("customers") also store information about their own patients and contacts in the platform. We handle that information for our customers, under their instructions. Section 6 explains how that works. If you are a patient of a practice that uses Medex, the practice's own privacy notice applies to you, and you should contact the practice with questions about your information.

2. Information we collect

Information you give us

Contact and account details, such as your name, practice name, email address, phone number and login details.
Billing details. Payments are processed by our payment processor; we do not store full card numbers.
Anything you send us, such as support requests, form submissions and messages.

Information collected automatically

Device and usage information, such as IP address, browser type, pages viewed, links clicked and the date and time of your visit.
Information from cookies and similar technologies (see section 8).

Information from others

Our payment processor, which confirms payments and subscription status.
Partners and affiliates who refer you to us, so we can credit the referral.

3. How we use information

To provide, maintain and support the Medex platform and your account.
To process payments, manage subscriptions and bill for usage.
To communicate with you about your account, service updates, security and billing.
To send marketing messages, where permitted, which you can opt out of at any time.
To improve our website and platform, and to understand how they are used.
To prevent fraud and abuse, protect our users, and meet our legal obligations.
To pay commissions to affiliates for referrals.

4. Text messages

If you give us your mobile number and agree to receive texts from Medex, we may send you messages about your account, appointments with our team, support and, if you agree, marketing. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help.

We do not sell or share your mobile number or your text-messaging consent with third parties or affiliates for their marketing purposes. Text opt-in data is never shared with third parties, except with the service providers that deliver our messages.

5. How we share information

We do not sell your personal information. We share it only as described here:

Service providers that help us run Medex, including our software platform and hosting provider, payment processor, phone and text-message carriers, email delivery services, AI service providers and analytics tools. They may use the information only to provide services to us.
Partners, when you ask. For example, if you choose Lake Health Alliance or add Claire to your account, we share what they need to serve you.
Affiliates who referred you, limited to what is needed to confirm the referral and pay commissions.
Legal and safety reasons, when required by law or needed to protect the rights, property or safety of Medex, our users or others.
Business transfers, such as a merger, acquisition or sale of assets, subject to this policy.

6. Practice data and patient information

Information that practices store in Medex about their patients and contacts ("customer data") belongs to the practice. We process customer data only to provide the platform to that practice, under its instructions and our agreement with it. We do not sell customer data or use it to market to a practice's patients.

Each practice is responsible for having the right to collect its patients' information, and for getting any consent needed to contact them by phone, text or email.

Protected health information. A practice that is a covered entity under HIPAA must have a signed Business Associate Agreement (BAA) with Medex Systems LLC before storing protected health information in Medex. Practices should not store protected health information in the platform until a BAA is in place.

7. AI features

Some Medex features use artificial intelligence. When you or your patients use them, the content involved, such as a message or a prompt, is sent to our AI service providers to generate a response. AI responses can be inaccurate, are not medical advice, and should be reviewed by the practice.

8. Cookies and analytics

We use cookies and similar technologies to keep you signed in, remember your preferences, and understand how our website is used. You can block or delete cookies in your browser settings, though some parts of the site may not work properly without them.

9. How long we keep information

We keep personal information for as long as your account is active and as needed to provide the platform, meet legal, tax and accounting obligations, resolve disputes and enforce our agreements. When a practice cancels, we delete or de-identify its customer data within a reasonable period, unless the law requires us to keep it.

10. Security

We use reasonable administrative, technical and physical safeguards to protect information. No system is completely secure, so we cannot guarantee absolute security. Keep your login details private, and tell us right away at [email protected] if you think your account has been compromised.

11. Your choices and rights

Update your account details at any time in the Medex app.
Unsubscribe from marketing emails with the link in any email, or reply STOP to any text.
Depending on where you live, you may have the right to access, correct, delete or get a copy of your personal information, and to opt out of targeted advertising. Email us to make a request. We will verify your identity before acting on it and will not treat you differently for using these rights.

Patients who want to access or change their information should contact the practice that collected it.

12. Children

Medex is a service for businesses and is not directed to children. We do not knowingly collect personal information from children under 13 through our website. If you believe a child has given us information, contact us and we will delete it.

13. Where information is processed

Medex is based in the United States, and information is stored and processed in the United States.

14. Changes to this policy

We may update this policy from time to time. We will post the new version here with a new "last updated" date and, for significant changes, tell customers by email or in the app.

15. Contact us

Medex Systems LLC
5900 Lake Forest Dr, Suite 300 PMB MCK2088
McKinney, TX 75070-2238
888-643-8367
[email protected]