Privacy

Privacy Policy

Effective date: October 19, 2026

Open-Book Locums is built on showing people the numbers. We apply the same standard to your information: this page says plainly what we collect, why, and who sees it.

1. Who we are

This website, openbooklocums.com, is operated by Open Book Locums LLC, a locum tenens staffing company based in Texas (“Open-Book Locums”, “we”, “us”). This policy covers the website and the Open-Book portal. If you have a question about it, section 15 says how to reach us.

2. The short version

• We collect what you send us through our contact forms, what physicians record in their timesheets on our portal, and basic technical information any website receives.
• We use it to reply to you and to run our staffing services.
• We do not sell your information, and we do not use advertising trackers.
• We use no advertising or tracking cookies. The only cookie we set keeps you logged in to the portal, if you have an account.
• You can ask us to show you, correct or delete what we hold about you.

3. Information we collect through the website

What you send us. Our contact forms ask for:

• Facilities: your name, organization, email address, phone number, the specialty or need, the location, the coverage dates, and your message.
• Physicians: your name, email address, phone number, specialty, the states where you hold a license, your availability, and your message.

Some of these are optional and are marked so on the form. If you email or call us, we receive whatever you choose to tell us.

Portal accounts. The Open-Book portal is for the physicians and facilities we work with. If we invite you to it, we hold your name, your email address, whether you are a physician, a facility contact or a member of our staff, the date you accepted our terms, and, if we close your account, the date we closed it. You log in with your email address and a password. We never see your password: it is stored only in scrambled form by the service that handles log-in, and a forgotten one is replaced through a link sent to your email address rather than retrieved.

Assignments and timesheets. The portal shows each assignment’s facility, specialty, location, dates and hourly rates to the physician and the facility contact on it. A physician on an assignment records the shifts they work there: the date, the start and end times, any unpaid break, the kind of time (such as regular or call), and any note they add. When a physician submits a week, we record that they certified it complete and accurate. The portal keeps a history of every change to a timesheet and every step taken on it, such as submitting, returning with a note, approving and closing, with the name of the person who took it and when. From the shifts and the rates it works out the hours worked and the amounts paid and billed.

We arrange placements in our customer relationship system, and the portal copies each confirmed placement from there as an assignment: the physician, the facility and its location, the specialty, the dates and the regular hourly rates. When we change these there, the portal follows, and it keeps a record of each change it copies, which only our staff can see. In return, after every shift, step and rate change the portal writes the placement’s running totals onto it there: the hours, and the amounts paid and billed, logged so far, approved and closed. Our staff can also see the placement’s weekly timesheets from within that system; the portal shows them only to staff with a portal account. We invoice facilities from the approved timesheets in our accounting system.

What every website receives. When you visit, our hosting provider processes your IP address, your browser and device type, and the pages you request, in order to deliver the site, keep it secure and limit abuse. We use privacy-friendly analytics that count visits without cookies and without identifying you. Our forms use an automated check to tell people from bots; it examines your browser and connection for that purpose only.

4. Information we handle outside the website

If you work with us on an assignment, we handle further information under our agreement with you, such as a physician’s credentials, licenses and work history, a facility’s staffing needs, and the details of the assignment itself. Documents are exchanged through a secure file-sharing service, not through this website. When we ask you for documents, our portal emails you a link to upload them to that service. It records what we asked for and when, and the name, size and date of each file you send and the name you give with it, but not the files themselves. Our staff see these records, and a note of each in our customer relationship system. When an agreement needs signing, we send it through an electronic signature service, which emails you a link to sign it and keeps a record of the signing, including your name, email address, IP address and when you signed. Our portal records who it was sent to and when, and files the signed copy with your other documents.

Our model is open-book. When we arrange an assignment, the physician and the facility involved each see the rates and costs for that assignment, including the physician’s pay rate and the facility’s bill rate. That is what we mean by transparency, and we tell you here so it is not a surprise.

5. Cookies and similar technologies

We do not use advertising, analytics or social media cookies, and the public pages of our website set no cookies at all.

If a form cannot be sent, your browser keeps what you typed in that tab so you do not have to enter it again. That information stays on your device and is cleared when the form is sent or the tab is closed.

If you have a portal account, we set a cookie when you log in so that you stay logged in on that device and do not have to enter your password on every visit. It is strictly necessary for the portal to work, it is used for nothing else, and it is removed when you log out. On a shared or public device, log out when you are done.

Because we do not track you across other websites, our site does not change its behavior in response to a browser’s “Do Not Track” signal. We do not allow other parties to collect information about your activity over time and across websites when you use ours.

6. How we use information

We use the information described above to:

• reply to your inquiry and talk with you about staffing needs or opportunities;
• match physicians with facilities, and arrange and manage assignments;
• record the time physicians work, and pay physicians and invoice facilities from it;
• create and secure portal accounts;
• keep our website working, secure and free of abuse;
• meet our legal, tax and contractual obligations.

We do not use your information for automated decisions about you, and we do not send marketing email to people who have not asked to hear from us.

7. Who we share it with

We do not sell your personal information, and we do not share it for advertising.

We share it only as follows:

• With the other party to an assignment. To propose or arrange an assignment we share relevant information about a physician with the facility, and about the facility with the physician, including the rate information described in section 4. A facility contact with a portal account can also see the physician’s timesheets for the assignments they are named on, with the shifts, hours and amounts.
• With companies that provide services to us, which may use it only to provide that service:

  Service	What it does for us
  Website hosting and security	Hosts and protects the website, runs the spam check and the cookieless analytics
  Email delivery	Delivers the email our forms and portal send
  Business email	Provides our own email accounts
  Customer relationship system	Where we keep contact records and the placements we arrange, with each placement’s hours, pay and bill, and note whether you have a portal account
  Accounting system	Where we keep our books and invoice facilities
  File sharing	Secure exchange of documents
  Electronic signature	Signing agreements
  Database and log-in	Stores portal accounts, passwords, assignments and timesheets, and handles log-in

  We will tell you which companies these are if you ask.
• When the law requires it, or when it is necessary to protect our rights, your safety or the safety of others.
• If our business changes hands. If Open-Book Locums is merged, sold or reorganized, your information may pass to the successor, which must honor this policy or tell you of any change.

8. How long we keep it

We keep an inquiry, and the contact record that goes with it, for one year after our last contact with you, unless you ask us to delete it sooner.

If you go on to work with us, we keep records of assignments, including timesheets and their history, for as long as the law and our contracts require. A portal account is kept until you delete it or ask us to, except that the account of a physician with assignments is closed rather than deleted, so that those records keep their owner: you can no longer log in, and we keep the account only as long as we keep the records. Technical logs are kept for a few days.

9. Your choices and rights

You can ask us at any time to:

• tell you what information we hold about you and give you a copy;
• correct anything that is wrong;
• delete your information;
• stop contacting you.

Portal users can change their name and email address from the account page, and delete their account there unless they are a physician with assignments; in that case, ask us and we will close it as section 8 describes.

To make a request, write to us using the details in section 15. We will confirm it is you before acting, and we will reply within 45 days. We will not treat you differently for making a request. Sometimes we must keep certain information, for example records of an assignment that the law requires us to retain; if so, we will tell you.

Depending on where you live, the law may give you additional rights. We apply the rights above to everyone, wherever you live.

10. How we protect it

We limit access to your information to the people who need it, use providers that encrypt information in transit and at rest, and store portal passwords only in scrambled form. No system is perfectly secure. If a breach affects your information, we will notify you as the law requires.

11. Patient information

We do not collect patient information through this website or the portal. Please do not include any information about patients in a form, a timesheet note, an email or a message to us.

12. Children

Our website and services are for professionals and organizations. They are not directed to anyone under 18, and we do not knowingly collect information from children.

13. Where your information is processed

We are based in the United States, and our providers process information in the United States. If you contact us from elsewhere, your information will be processed here.

14. Changes to this policy

If we change this policy, we will post the new version on this page and change the effective date at the top. If a change is significant, we will also tell portal users by email.

15. How to reach us

You can also use the contact forms on our Contact page.