The ESA Vacation App is used to administer the ESA physician vacation lottery and related vacation-selection activities. This policy describes the information used by the ESA Vacation App, how that information is used and protected, and the limited circumstances in which third-party service providers process information on behalf of the ESA Vacation Lottery.
The ESA Vacation App is intended for authorized participants in the ESA Vacation program. Participant accounts are created administratively by ESA and are not available for general public registration.
The ESA Vacation App collects and maintains only information reasonably necessary to administer the vacation program, including:
Participant name
Work email address
Cellphone number
Account and authentication information
Vacation lottery pick order
Vacation week selections, exchanges, and related lottery activity
Passwords are not stored in readable form and are protected using secure password hashing.
The ESA Vacation App does not collect location information, contacts, photographs, health information, payment information, or information for advertising purposes. The app does not use third-party advertising or analytics services to track participants for advertising or marketing purposes.
Participant information is used solely to operate and administer the ESA Vacation program, including:
Authenticating authorized participants
Administering vacation lotteries
Establishing and enforcing selection order and applicable vacation-selection rules
Recording and displaying vacation selections and lottery status
Allowing authorized participants to view information necessary to participate in the vacation lottery
Sending administrative email notifications
Sending optional SMS notifications
Maintaining appropriate administrative records related to the vacation program
Vacation selections and relevant lottery status information may be visible to other authorized participants as necessary for operation of the vacation lottery.
ESA uses third-party service providers solely as necessary to operate and support the ESA Vacation App and Vacation Lottery. Limited participant information may be processed by these providers as necessary to perform their respective functions.
These providers currently include:
PlanetScale — database hosting and storage
Render — hosting of the backend application programming interface (API) and related application services
Resend — delivery of automated email notifications
IONOS — domain and email infrastructure
Twilio — delivery of optional SMS notifications
These service providers process information only as necessary to provide services supporting the ESA Vacation App and Vacation Lottery.
Personal information is not sold, rented, or shared with third parties for their own advertising or marketing purposes.
ESA uses reasonable administrative and technical measures to protect participant information against unauthorized access, disclosure, alteration, or loss.
Participant passwords are not stored in readable form, and access to the ESA Vacation App is restricted to authorized participants and administrators.
No method of electronic transmission or storage can be guaranteed to be completely secure, but reasonable safeguards are used to protect information maintained by the ESA Vacation App.
Personal information is retained for as long as reasonably necessary to administer the ESA Vacation program, maintain appropriate administrative records, comply with applicable obligations, and resolve questions or disputes.
When a participant's employment or affiliation with ESA ends, personal contact and account information will be removed when it is no longer necessary for these purposes. Limited historical lottery records may be retained when reasonably necessary for legitimate administrative or recordkeeping purposes.
Data Deletion Requests
Participants may request deletion of their personal information by contacting the ESA Vacation administrators at esavacationlottery@gmail.com. Information that is no longer reasonably necessary for legitimate administrative, legal, security, or recordkeeping purposes will be deleted.
Work email addresses are used to send administrative communications related to the vacation lottery, including account information, notification of upcoming or active selection opportunities, reminders, selection results, and other information necessary to administer the vacation lottery.
Email addresses are not used for advertising or marketing purposes.
The ESA Vacation Lottery Notification System provides automated text message notifications to participating physicians regarding vacation selection opportunities, reminders, and related administrative communications. SMS notifications are limited to vacation lottery administration and scheduling activities and are not used for marketing or promotional purposes.
Receipt of these SMS messages is optional and not required to participate and select vacation weeks. To begin receiving messages, the physician must text “START” to the number 1-855-752-5284. You may opt out at any time as noted below.
Message frequency varies depending on the stage of the vacation lottery process and the participant's position in the selection order. Most messages will be received when you are eligible to select a vacation week.
Participants may opt out of SMS communications at any time by replying STOP. After opting out, no additional SMS notifications will be sent unless participation is reauthorized by again texting “START”.
Other ways to opt out include replying with STOPALL, CANCEL, UNSUBSCRIBE, END, QUIT, or REVOKE.
Participants may contact the ESA Vacation administrators for help or further information.
Mike Muro: (770) 206-4356
Joy Patel: (706) 496-8950
For less urgent help, participants may email the administrators at esavacationlottery@gmail.com.
Mobile phone numbers collected for the ESA Vacation Lottery are used solely for vacation lottery communications and related administrative notifications.
Phone numbers are not sold, rented, or shared with third parties for their own marketing or promotional purposes. Limited information, including mobile phone numbers, may be processed by service providers such as Twilio solely as necessary to deliver ESA Vacation Lottery communications.
No information collected by the ESA Vacation App will be sold or used for advertising or marketing purposes.
Message and data rates may apply.
Participants may contact the ESA Vacation Lottery administrators with questions about this policy or to request correction or deletion of personal information.
Email: esavacationlottery@gmail.com
Last Updated: August 2026
ESA Vacation Lottery SMS Consent Policy
The ESA Vacation Lottery Notification System provides automated text message notifications to participating physicians regarding vacation selection opportunities, reminders, and related administrative communications. SMS notifications are limited to vacation lottery administration and scheduling activities and are not used for marketing or promotional purposes.
Consent to Receive Messages
Receipt of these SMS messages is optional and not required to participate and select vacation weeks. To begin receiving messages, the physician must text “START” to the number 1-855-752-5284. You may opt out at any time as noted below.
Message Frequency
Message frequency varies depending on the stage of the vacation lottery process and the participant's position in the selection order. Most messages will be received when you are eligible to select a vacation week.
Opt-Out
Participants may opt out of SMS communications at any time by replying STOP. After opting out, no additional SMS notifications will be sent unless participation is reauthorized by again texting “START”. Other ways to opt out include replying with STOPALL, CANCEL, UNSUBSCRIBE, END, QUIT, or REVOKE.
Support
Participants may contact the ESA vacation administrators for help or further information. Mike Muro (770) 206-4356 or Joy Patel (706) 496-8950. For less urgent help, you may email the administrators at esavacationlottery@gmail.com
Privacy
Mobile phone numbers collected for the ESA Vacation Lottery are used solely for vacation lottery communications and related administrative notifications. Phone numbers are not sold or shared with third parties for marketing purposes. Likewise, no information collected by the ESA VACATION app will be used for any purpose outside of the vacation selection process and will not be shared with anyone other than the administrators of the ESA VACATION LOTTERY.
Message and data rates may apply.