SMS Messaging Program

1. Program description

Harbor is a practice-management platform, including an AI receptionist, used by independent therapy practices in the United States. The platform is operated by Harbor Office, Inc.

Practice-number messaging. Participating practices use their own registered A2P 10DLC brand and approved number for practice-specific messaging. Harbor assists with registration using the practice's legal business information. Two-way administrative conversations, including supported scheduling and rescheduling, use the practice's own number and are subject to feature availability and applicable jurisdiction restrictions.

Messages are transactional and sent to patients of the participating practice. They include appointment confirmations, appointment reminders, intake form delivery links, waitlist offers, and basic scheduling correspondence.

Dedicated practice numbers operated by Harbor Office (toll-free)

For practices that do not hold their own A2P 10DLC registration, Harbor Office, Inc. is the registered sender. Each such practice is assigned one dedicated toll-free number, verified under Harbor Office, Inc.'s business identity and used only for that practice's patients. Numbers are never shared between practices, and no messages are sent from a number until its toll-free verification is approved.

Messages on a dedicated practice number are the same transactional messages described in this program — appointment confirmations and reminders, intake-form and consent-signature links, telehealth links, payment and invoice notices, and replies to a patient's scheduling questions — and every message names the practice. These numbers carry no marketing, no lead generation, no open-ended chatbot, and no psychotherapy or therapeutic advice.

How patients opt in on a dedicated practice number. When a patient completes the practice's Harbor intake form, the form contains an explicit, optional checkbox labeled “SMS consent (optional),” unchecked by default, which the patient must affirmatively check. On a practice that texts from a dedicated toll-free number, it names both the practice and Harbor Office, Inc. as the sender and reads: “I agree to receive text messages from [practice name] about my care — including appointment reminders, confirmations, cancellations, intake forms, consent documents to review and sign, and scheduling follow-ups. These messages are sent on [practice name]’s behalf by Harbor Office, Inc., [practice name]’s practice-management software provider, from a toll-free number used only for [practice name], and every message names [practice name]. Messages may include limited identifying details such as my name, my therapist’s name, and my appointment date/time. Consent to texts is not a condition of receiving care. I understand that standard SMS is not end-to-end encrypted and could potentially be seen by someone with access to my phone or mobile carrier. I accept this risk. Message frequency varies based on my appointments, up to 6 messages per week. Message and data rates may apply. Reply STOP to opt out at any time. Reply HELP for help. See Harbor Office’s Privacy Policy and SMS Terms.” Those links go to this page and to harboroffice.ai/privacy. The same wording is used when a patient signs intake paperwork in person. The form records the consent timestamp, IP address, and the exact wording version the patient saw. A phone number, treatment consent, or acceptance of a privacy notice alone is not enrollment. Message frequency varies with appointments, up to 6 messages a week; message and data rates may apply; consent is not a condition of receiving or purchasing care.

Reply STOP to a dedicated practice number to stop messages from that practice; opt-out is per number, so stopping one practice never affects another. Reply HELP for the practice's contact details. STOP does not cancel an appointment. Neither messaging service is an emergency service or a guarantee of immediate human response.

Harbor Office, Inc. also holds a separate toll-free number, +1 (833) 435-3889, that is not used for patient messaging under this program.

2. How patients opt in to practice-number messaging

Patients opt in by affirmatively agreeing to appointment-related SMS. Merely providing a phone number is not itself that agreement. A practice can record the choice through the following channels:

• Phone call: When a patient calls a Harbor practice and schedules an appointment with the practice's AI receptionist, the receptionist verbally collects the patient's mobile number and asks, naming the practice: “Would you like [practice name] to send you appointment confirmations and reminders by text? Message frequency varies, up to 6 messages a week. Standard message and data rates may apply, you can text STOP at any time to opt out or HELP for help, and [practice name]’s texting terms and privacy policy are on [the practice’s website].” The practice’s own website address is spoken because the patient is on a phone call.
• Intake form: When a patient completes a Harbor intake form, the form contains an explicit, optional checkbox labeled “SMS consent (optional).” The patient must affirmatively check it to opt in. The checkbox names the practice as the sender and reads: “I agree to receive text messages from [practice name] about my care — including appointment reminders, confirmations, cancellations, intake forms, consent documents to review and sign, and scheduling follow-ups. [Practice name] sends these messages through its practice-management software, and every message names [practice name]. Messages may include limited identifying details such as my name, my therapist’s name, and my appointment date/time. I understand that standard SMS is not end-to-end encrypted and could potentially be seen by someone with access to my phone or mobile carrier. I accept this risk. Message frequency varies based on my appointments, up to 6 messages per week. Message and data rates may apply. Reply STOP to opt out at any time. Reply HELP for help. See [practice name]’s Privacy Policy and SMS Terms.” The links go to the practice’s own Privacy Policy and SMS Terms on the practice’s website. The form records the consent timestamp, IP address, and the exact wording version the patient saw.
• In person at the practice: When a patient gives the practice their phone number and signs the practice's standard intake paperwork, which includes the SMS consent language above.

The participating practice is responsible for obtaining and recording the patient’s choice, including the number, scope, method, and date. Harbor uses recorded communication preferences and suppression controls. Agreeing to treatment or receiving a privacy notice does not automatically opt a patient into texts. Consent to texts is not a condition of purchasing services; ask the practice for another communication method.

3. Message types and samples

Examples for enabled practice-number messaging:

• Confirmation: “Hi Alex, your appointment with Dr. Smith is confirmed for Tue Apr 14 at 2:00pm. Reply STOP to opt out.”
• Reminder: “Reminder: appointment with Dr. Smith tomorrow at 2:00pm. Reply C to confirm or R to reschedule. Reply STOP to opt out.”
• Intake delivery: “Hi Alex, please complete your intake forms before your appointment: https://harboroffice.ai/intake/abc123 . Reply STOP to opt out.”

4. Message frequency

Message frequency varies by practice and patient activity, up to 6 messages per week per patient. An appointment cycle may include a confirmation, reminder, intake link, and follow-up. Patients on a waitlist may receive additional offer messages.

5. Cost

Standard message and data rates may apply.

6. How to opt out of practice-number messaging

Reply STOP to any message to immediately opt out of further program SMS messages from that practice. You may receive a final confirmation message. Contact the practice directly to cancel or reschedule an appointment; STOP changes messaging preferences and does not itself cancel an appointment. Further program messages require that you opt back in.

Reply HELP at any time to receive help. You may also email chance@harboroffice.ai for assistance.

7. Privacy and data sharing

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors that support customer service or security is permitted. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

See our Privacy Policy and Terms of Service for full details.

8. Contact

Harbor Office, Inc.
Email: chance@harboroffice.ai
Website: harboroffice.ai