SMS Notification Policy

Run The Board ("we", "us") provides an operating-room scheduling and staffing board for anesthesia teams. This policy describes the SMS notification program operated through the Service, how consent for those messages is obtained, and how recipients can stop them.

1. Program description

Run The Board is an operational shift-scheduling platform for hospital anesthesia departments. This SMS program delivers transactional, employer-to-employee operational notifications only: break assignments and relief or room-reassignment notices delivered to clinical staff during their working shift. An administrator setting up notifications may also send a single test message to confirm delivery. No marketing, promotional, political, or third-party content is sent under this program.

2. Who receives messages

Messages are sent only to clinical staff members who appear on a subscribing hospital department's own staff roster and whose mobile number is recorded there. A number is recorded in one of two ways:

• the department's scheduling administrator enters it after obtaining verbal consent, as described below; or
• the staff member enters it themselves — when joining the department's board through an invitation or signup code, or later in their account settings — after being shown this policy.

Mobile numbers are used only to notify that department's own staff. Mobile numbers are never sold or rented, are shared only with our SMS delivery provider (Twilio) for the purpose of sending these messages, and are never used for any purpose outside this program.

3. How consent is obtained

Numbers entered by an administrator. Consent is obtained verbally, in person or by phone, by the department's scheduling administrator during staff onboarding — before the mobile number is entered into the Service. The administrator delivers the disclosure below and asks for explicit affirmative agreement. If the staff member consents, the administrator enters the number. If the staff member declines, no mobile number is recorded.

Numbers entered by the staff member. A staff member joining through an invitation or signup code enters their own mobile number on the joining form, is shown how the department uses text messages with a link to this policy, and must acknowledge it before joining. A staff member who enters or changes a number in their account settings is shown the same information beside the field. In either case they can remove the number at any time, which stops all text messages (see Opt-out below).

A staff member without a recorded mobile number receives notifications through other available channels — an in-app push notification, or the department's pager system.

4. Verbal disclosure

The following disclosure is delivered when an administrator requests consent:

"Our department uses Run The Board to send operational scheduling notifications. If you provide your mobile number, you'll receive text messages about your break assignments and your relief or room reassignments during your shift — typically a few messages per working day, and only on days you're on the schedule. Message and data rates may apply. You can stop the messages at any time by removing your number in your Run The Board account settings, or by asking me to remove it. Do you agree to receive these text messages at this number?"

A mobile number is entered only on an explicit affirmative response.

5. Record of consent

For numbers entered by an administrator, consent is obtained and documented by the hospital department that operates the board. The department's scheduling administrator obtains verbal consent before entering a staff member's mobile number and is responsible for keeping that record in line with the department's own onboarding and personnel practices.

For staff who join through an invitation or signup code, the Service records that this policy was acknowledged, which version was shown, when, and from what IP address.

A staff member with no recorded mobile number receives no text messages.

6. Message frequency

Message frequency is variable and event-driven, not scheduled. Messages are sent only when the department's scheduling staff send a notification about a break or relief period that involves the recipient — typically 0–6 messages per working day, and none on days the staff member is not on the schedule. Depending on the department's settings, a text may be sent only when another channel (such as a push notification to the mobile app) is unavailable.

Representative messages:

• Breaks LUNCH: give breaks in OR 3, OR 7
• Relief 1500: relieve OR 5, OR 7; supervising Smith (OR 5)
• Relief 1500: remain in OR 5; now solo

7. Opt-out

Recipients may stop messages at any time by either method below. Opt-out is honored regardless of method and requires no explanation.

• Remove your mobile number yourself in your Run The Board account settings (Settings → Account → Contact numbers). Texts stop as soon as the number is removed.
• Ask your scheduling administrator to remove your number from the department roster, which ends all messages to that number.

8. Help

For help with these messages, contact your department's scheduling administrator. You can also reach us through the contact form on our homepage.

9. Message and data rates

Message and data rates may apply. Run The Board does not charge recipients for these messages; any charges are determined by the recipient's own mobile carrier and plan.

10. Privacy

Mobile numbers collected under this program are used solely to deliver the operational notifications described above. Handling is governed by our Privacy Policy. No mobile information is shared with third parties or affiliates for marketing or promotional purposes.