Privacy Policy

1. INFORMATION WE COLLECT

We collect information that you provide directly to us when you interact with our website, submit forms, or use our services. The types of information we collect include:

• Contact Information: Name, email address, phone number, mailing address
• Practice Information: Clinic name, location, professional details, and practice-related information
• Communication Preferences: Your explicit consent to receive SMS/text messages and emails, including consent timestamps and method of consent
• Form Data: Information submitted via consultation forms, appointment booking forms, lead generation forms, and other web forms
• Usage Data: Information about how you interact with our website, including pages visited, time spent on pages, click patterns, and communication engagement metrics
• Device Information: IP address, browser type, device type, operating system, and other technical information collected automatically

We collect this information to provide and improve our services, facilitate communications between you and participating clinics, and comply with legal obligations.

2. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

• Service Delivery: To communicate via SMS/text and email for service delivery, including sending appointment confirmations, reminders, scheduling notifications, intake questions, and follow-up service updates
• Marketing Communications: To send promotional messages, special offers, treatment promotions, news about services, educational content, and other marketing communications (with your consent)
• Service Coordination: To facilitate consultations, bookings, and service coordination with participating clinics
• Customer Support: To provide customer support, respond to inquiries, and address service-related issues
• Service Improvement: To analyze usage patterns, improve our services, enhance website functionality, and develop new features
• Legal Compliance: To comply with applicable laws, regulations, and legal processes, including TCPA, CAN-SPAM, GDPR, and other communications and privacy regulations
• Protection of Rights: To protect our rights, property, and safety, and that of our users and others

We process your personal information based on your consent, the necessity to perform contracts, compliance with legal obligations, and our legitimate business interests.

3. SMS/TEXT MESSAGING PRIVACY

Collection of Phone Numbers: We collect your phone number when you voluntarily provide it through our website forms, booking pages, embedded clinic forms, or other submission methods. We only collect phone numbers when you explicitly consent to receive SMS/text messages by checking the consent checkbox on our forms.

Storage and Security: Your phone number is stored securely in our systems using industry-standard security measures, including encryption and access controls. We maintain physical, technical, and administrative safeguards to protect your phone number and related information from unauthorized access, disclosure, alteration, or destruction.

Use of Phone Numbers: We use your phone number solely for the purpose of sending you SMS/text messages that you have consented to receive. This includes:

• Transactional SMS messages: appointment reminders, booking confirmations, scheduling notifications, follow-up service updates, and other service-related communications
• Promotional SMS messages: special offers, marketing messages, treatment promotions, news, and updates (only with your explicit consent)

Consent Logging and Retention: When you provide consent to receive SMS/text messages, we log and retain records of your consent, including the date and time of consent, the method by which consent was obtained (e.g., checkbox on web form), your phone number, and the IP address from which consent was provided. We retain these consent records for compliance purposes and to demonstrate compliance with TCPA and other applicable regulations. Consent records are maintained for a minimum period as required by law, typically for the duration of our relationship with you plus any applicable statutory retention periods.

Third-Party Sharing for SMS Delivery: Marketing My Clinic LLC does not sell, rent, or share your phone number with third parties for their own marketing purposes. However, we may share your phone number with trusted third-party service providers that are necessary for SMS delivery and service operations, such as Twilio or similar SMS gateway providers. These service providers are contractually obligated to use your phone number solely for the purpose of delivering SMS messages on our behalf and are prohibited from using your information for any other purpose. We do not share phone numbers with third parties except those necessary for SMS delivery and legal compliance.

Revoking Consent and Opt-Out: You may revoke your consent to receive SMS/text messages at any time by replying STOP to any SMS message. When you opt out, we will immediately stop sending you SMS/text messages and will log your opt-out request with a timestamp. Your opt-out will apply to all SMS communications from Marketing My Clinic LLC. Please note that opting out of SMS communications does not automatically opt you out of email communications or other forms of communication. You must separately manage your preferences for each communication channel.

Re-Consenting: If you have previously opted out of SMS/text messages, you may re-consent by submitting your phone number again through our website forms and checking the consent checkbox. Your new consent will be logged with a new timestamp, and you will begin receiving SMS/text messages again.

Help and Support: For assistance with SMS/text messages, you may reply HELP to any message, or contact us via email at support@marketingmyclinic.com for SMS support or privacy-related questions.

Message and Data Rates: Standard message and data rates may apply to SMS/text messages sent and received, as determined by your mobile carrier. Marketing My Clinic LLC is not responsible for any charges imposed by your carrier.

4. EMAIL COMMUNICATIONS

We collect and use your email address to send you transactional emails (appointment confirmations, service updates) and promotional emails (marketing offers, newsletters). You may unsubscribe from promotional emails at any time using the unsubscribe link in the email footer or by contacting us at support@marketingmyclinic.com.

We comply with the CAN-SPAM Act and other applicable email marketing laws. Transactional emails related to your appointments or services may continue even if you unsubscribe from promotional emails, as these are necessary for service delivery.

5. LEGAL COMPLIANCE

We collect and process personal information in accordance with applicable laws and regulations, including:

• TCPA (Telephone Consumer Protection Act): For SMS/text communications in the United States, we obtain explicit written consent, maintain consent records, honor opt-out requests, and comply with all TCPA requirements
• CAN-SPAM Act: For commercial email in the United States, we include clear sender identification, provide opt-out mechanisms, and honor unsubscribe requests promptly
• GDPR (General Data Protection Regulation): For individuals in the European Union and United Kingdom, we process personal data lawfully, provide transparency about data processing, honor data subject rights, and implement appropriate security measures
• State Privacy Laws: We comply with applicable state privacy laws, including California Consumer Privacy Act (CCPA) and other state-specific regulations

Consent is documented, stored, and retained for compliance purposes. We regularly review and update our practices to ensure ongoing compliance with evolving legal requirements.

6. SHARING INFORMATION

We may share your information with the following categories of recipients:

• Participating Clinics: We share your information with participating medical and dental clinics for scheduling, service execution, and appointment coordination purposes
• Service Providers: We share information with trusted third-party service providers that support our operations, including SMS gateway providers (such as Twilio), email service providers, website hosting services, analytics providers, and customer support platforms. These service providers are contractually obligated to use your information solely for the purpose of providing services to us and are prohibited from using your information for their own purposes
• Legal Authorities: We may disclose information when required by law, court order, or government regulation, or when we believe disclosure is necessary to protect our rights, property, or safety, or that of others
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections

We do not sell or rent your personal information to third parties for their own marketing purposes. We do not share phone numbers with third parties except those necessary for SMS delivery (such as Twilio) and legal compliance.

7. DATA SECURITY

We implement administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, disclosure, alteration, and destruction. Our security measures include:

• Encryption of data in transit and at rest
• Access controls and authentication mechanisms
• Regular security assessments and vulnerability testing
• Employee training on data protection and privacy
• Secure data storage and backup systems

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. By using our services, you acknowledge and accept the inherent risks of electronic communications and data transmission.

8. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• We retain active user information for the duration of our relationship with you and for a reasonable period thereafter
• We retain consent records for SMS/text messaging for compliance purposes, typically for the duration required by applicable laws (e.g., TCPA requires retention of consent records)
• We retain opt-out records to ensure we do not send communications to individuals who have opted out
• We may retain certain information for longer periods when required by law, for legal proceedings, or to protect our legal rights

Upon opting out of communications, we will stop sending you messages but may retain your information for record-keeping and legal compliance purposes. When information is no longer needed, we will securely delete or anonymize it in accordance with our data retention policies.

9. YOUR RIGHTS

Depending on your location and applicable laws, you may have the following rights regarding your personal information:

• Right to Access: You have the right to request access to the personal information we hold about you
• Right to Correction: You have the right to request correction of inaccurate or incomplete personal information
• Right to Deletion: You have the right to request deletion of your personal information, subject to certain exceptions (e.g., when retention is required by law)
• Right to Withdraw Consent: You have the right to withdraw your consent to receive SMS/text messages or emails at any time by replying STOP or using unsubscribe mechanisms
• Right to Data Portability: In certain jurisdictions, you may have the right to receive your personal information in a structured, commonly used format
• Right to Object: You may have the right to object to certain processing of your personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise these rights, please contact us at support@marketingmyclinic.com. We will respond to your request within a reasonable timeframe and in accordance with applicable laws. We may need to verify your identity before processing certain requests.

10. COOKIES AND TRACKING TECHNOLOGIES

Our website may use cookies, web beacons, and similar tracking technologies to collect information about your browsing behavior and preferences. Cookies are small text files stored on your device that help us improve your experience, analyze website usage, and deliver personalized content.

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website. For more information about our use of cookies, please contact us.

11. CHILDREN'S PRIVACY

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately at support@marketingmyclinic.com.

If we become aware that we have collected personal information from a child under 18 without parental consent, we will take steps to delete that information promptly.

12. INTERNATIONAL DATA TRANSFERS

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. By using our services, you consent to the transfer of your information to the United States and other countries where we operate. We take appropriate measures to ensure that your information receives adequate protection in accordance with this Privacy Policy.

13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on our website with a new "Last Updated" date and, where appropriate, by sending you an email or SMS notification.

Your continued use of our website or services after such modifications constitutes your acceptance of the updated Privacy Policy. If you do not agree to the modified policy, you must stop using our services and may opt out of communications as described in this policy.

14. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: