Privacy policy

This Privacy Policy applies to information collected through this Site and related communications, workflows, integrations, and vendor-supported systems used by the Clinic.

• What information we collect from you and automatically from your device.
• How we use information and with whom we may share it.
• How vendors, automation systems, AI-assisted tools, and third-party platforms may support clinic operations.
• Your choices and how to request access, correction, deletion, or communication preferences where applicable.
• Security practices and limitations of internet, cellular, platform, and automation-based communications.

This policy does not replace any clinic-specific notices you may receive during intake, including medical privacy notices, consent forms, treatment agreements, financial policies, or billing disclosures. If there is a conflict, signed clinic documents and applicable law control.

We collect information you provide voluntarily, information generated through clinic communications, and information collected automatically when you use the Site or related digital tools.

We use information for legitimate clinic, operational, administrative, communication, and website purposes, including to:

• Respond to your requests and messages, including scheduling, rescheduling, cancellations, reminders, confirmations, and administrative communications.
• Operate, maintain, secure, and improve the Site, forms, scheduling workflows, phone/SMS/email systems, analytics, and backend automations.
• Coordinate clinic operations, staff tasks, patient communication, customer service, billing support, and internal administration.
• Publish, organize, measure, and manage clinic-approved educational content and social media/video workflows.
• Protect the safety, security, and integrity of the Site, clinic systems, patients, staff, vendors, and the public.
• Troubleshoot errors, monitor workflow reliability, detect abuse, investigate technical issues, and maintain system logs.
• Communicate about services, clinic updates, policies, appointment-related notices, and marketing where permitted by law.
• Comply with legal obligations, enforce our Terms, prevent fraud or misuse, respond to lawful requests, and protect our rights.

We share information only as reasonably needed for clinic operations, patient communication, website functionality, vendor support, legal compliance, safety, security, and business administration.

• Clinic staff and authorized personnel: information may be available to staff, contractors, or representatives who need it for scheduling, billing coordination, patient communication, website operations, customer service, or internal administration.
• Service providers and vendors: we may share information with vendors that help us operate the Site, scheduling tools, forms, communications, hosting, analytics, security, automation, content publishing, email, SMS, phone, and related backend services.
• Axis backend support: the Clinic may use Axis Operating Systems LLC to host, maintain, configure, automate, monitor, troubleshoot, and support backend systems used by the Clinic.
• Communications providers: phone, SMS, voicemail, email, and AI voice tools may process contact details, appointment details, message content, delivery statuses, call metadata, transcripts if enabled, and related logs.
• Advertising and analytics partners: limited device, browser, event, and usage data may be shared with analytics or advertising tools to measure performance, improve outreach, and understand website use.
• Legal and safety: information may be disclosed to comply with law, respond to lawful requests, protect rights, investigate abuse, enforce our Terms, prevent fraud, or protect patients, staff, systems, or the public.
• Business transfers: if we are involved in a merger, acquisition, restructuring, financing, or asset sale, information may be transferred as part of that transaction, subject to appropriate protections.

The Clinic may use Axis Operating Systems LLC and other vendors to provide backend infrastructure, hosting, automation, monitoring, workflow configuration, content publishing, scheduling support, form routing, logging, troubleshooting, and related operational support.

• Clinic control: the Clinic remains the owner/controller of its underlying business, patient, scheduling, communication, website, and content data.
• Limited vendor processing: Axis and similar vendors may process information only as needed to provide services to the Clinic, including operating workflows, routing data, troubleshooting errors, improving reliability, maintaining security, and supporting Clinic-directed systems.
• Workflow data: backend automations may read, transform, route, and write data between Clinic-approved services such as Google Workspace, Google Calendar, Google Sheets, Gmail, Twilio, Retell, OpenAI, Gemini, n8n, Meta, YouTube, analytics tools, and other APIs selected by the Clinic.
• Logs and diagnostics: systems may temporarily store execution logs, timestamps, API responses, delivery statuses, webhook payloads, error traces, metadata, and troubleshooting records for reliability, support, audit, and security purposes.
• No ownership by Axis: Axis does not claim ownership of Clinic data, patient records, appointment information, messages, website submissions, videos, social content, or operational data processed through Clinic-approved workflows.
• No sale or general AI training: Axis does not sell Clinic data and does not intentionally use Clinic data to train general-purpose machine learning models.
• Sub-processors and infrastructure: backend systems may rely on reputable third-party providers for hosting, databases, automation, monitoring, email, SMS, voice, AI, analytics, social media publishing, security, and related infrastructure.

The Clinic may use automated or AI-assisted systems to support scheduling, appointment reminders, confirmations, follow-up messages, website inquiries, missed-call handling, voicemail workflows, email workflows, and internal administrative tasks.

• SMS and phone: if you provide your phone number, we may contact you by phone, voicemail, or text message for appointment-related, administrative, service-related, or clinic-related purposes. Message and data rates may apply.
• Opt out: you may opt out of SMS by replying STOP. Reply HELP for help.
• Email: we may use email for confirmations, administrative messages, clinic updates, reminders, and other communications. Promotional email opt-out options may be provided where applicable.
• AI limitations: AI, voice, SMS, and automation outputs may be incomplete, delayed, or inaccurate. They do not replace clinician review, professional judgment, or direct communication with the Clinic.
• No emergency use: do not use website forms, SMS, AI voice tools, voicemail, email, or social media messages for emergencies. Call 911 or go to the nearest emergency facility for urgent or emergency symptoms.
• Human oversight: the Clinic may review, correct, approve, reject, or override automated outputs, scheduling decisions, messages, and workflow results.
• Recordings and transcripts: calls, voicemails, or AI-assisted interactions may create metadata, summaries, transcripts, or recordings only where enabled and permitted by applicable law and provider settings.

The Site and related backend systems may rely on third-party platforms and APIs. These providers may process information under their own terms, privacy policies, security practices, quotas, rate limits, content policies, and account rules.

• Google services: we may use Google Workspace, Google Calendar, Google Sheets, Gmail, Google Cloud, YouTube, and related APIs for scheduling, internal operations, content publishing, analytics, and communication workflows.
• Telephony and messaging: we may use Twilio or similar providers for calls, SMS, delivery statuses, phone number routing, and related communication logs.
• AI and voice vendors: we may use Retell, OpenAI, Gemini, or similar tools to assist with voice, text, summarization, routing, scheduling, and administrative workflows.
• Automation tools: we may use n8n or similar workflow tools to connect Clinic-approved systems and automate repetitive administrative processes.
• Meta and social platforms: if you interact with Facebook, Instagram, Threads, Pinterest, LinkedIn, YouTube, or similar platforms, those platforms may process your activity according to their own settings and policies.
• Content publishing: we may use third-party APIs and workflow tools to publish or manage Clinic-approved educational content, videos, posts, captions, metadata, and related performance information.
• Platform limits: third-party providers may delay, reject, throttle, suspend, fail, or change services without notice. We do not guarantee uninterrupted operation, message delivery, upload success, API availability, search ranking, ad approval, social media reach, or platform approval.

We use cookies, pixels, scripts, tags, local storage, and similar technologies to operate the Site, improve performance, measure traffic, remember preferences, secure systems, and understand how visitors interact with our content.

• Essential cookies: required for basic Site functionality, security, routing, and performance.
• Preference cookies: remember settings and improve usability.
• Analytics cookies: help us understand usage patterns, pages visited, approximate location, device/browser type, referring pages, and performance issues.
• Advertising and measurement pixels: help us measure marketing performance and understand whether outreach is working, including tools from platforms such as Meta, Google, or similar providers.
• Embedded tools: maps, videos, social embeds, forms, chat, or scheduling widgets may set their own cookies or collect usage data under their own policies.

You can control cookies through your browser settings. Disabling cookies may affect certain Site features.

We may use advertising and social media technologies to measure the performance of our marketing, understand website activity, improve outreach, and help people find our services.

• What these tools may collect: device identifiers, IP address, pages visited, referring pages, browser/device data, approximate location, and events such as page views, button clicks, calls, or form activity.
• What we do not intend to send: we do not intentionally share the contents of medical messages, detailed injury descriptions, medical records, Social Security numbers, government IDs, full payment card numbers, or highly sensitive data with advertising platforms.
• Social platforms: if you interact with us on social media, click through to our profiles, view embedded content, or engage with our videos/posts, your activity may be processed under that platform’s privacy practices, settings, and terms.
• Platform data: social platforms may provide us with limited analytics, ad performance, engagement, profile, comment, message, lead, or form data depending on your settings and the platform’s rules.

We may use analytics and embedded tools to understand Site performance, improve usability, measure marketing, monitor content performance, and maintain system reliability.

• Analytics may collect device and usage data such as IP address, browser type, pages visited, referring/exit pages, timestamps, and approximate location such as city/state.
• Embedded tools such as maps, videos, social embeds, forms, scheduling widgets, analytics tools, or chat tools may set their own cookies or collect usage data under their own privacy policies.
• Content platforms may provide aggregate or account-level metrics such as views, clicks, watch time, impressions, engagement, or referral information.
• You can control cookies through your browser settings. Disabling cookies may affect certain Site features.

You can opt out of certain communications and request access, correction, or deletion of certain information, subject to legal, clinical, billing, security, operational, and recordkeeping limits.

• SMS opt out: reply STOP to opt out of text messages. Reply HELP for help.
• Email opt out: if you receive promotional emails, you may unsubscribe using the link in the message where available or contact us.
• Phone communications: you may ask us not to call you for certain non-essential purposes, but we may still contact you for appointments, treatment, billing, safety, legal, or operational reasons where allowed.
• Access and correction: you may request to see, correct, or update contact information we maintain about you.
• Deletion requests: you may request deletion of certain information, but we may retain records as needed for legal compliance, clinical documentation, billing, dispute resolution, fraud prevention, security, backups, and legitimate business purposes.
• Cookies: you can block or delete cookies through your browser settings.
• Interest-based ads: you can limit interest-based advertising through platform ad preferences, browser cookie controls, and mobile device privacy settings. You may still see non-targeted ads.

To make a request, contact support@stxaccidentinjury.com or call (956) 591-8589. We may need to verify your identity before fulfilling certain requests.

We take reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, misuse, alteration, loss, or disclosure.

• Access controls so only authorized personnel can access information needed for their job.
• Vendor security controls for hosting, monitoring, automation, logging, and threat detection.
• Encryption in transit where supported by your browser/device and third-party providers, such as HTTPS.
• Procedures to help prevent unauthorized use and investigate suspicious activity.
• Workflow monitoring and diagnostic logs to identify failures, errors, abuse, or security issues.

We keep information only as long as reasonably necessary for the purposes described in this policy, including scheduling, clinical administration, billing, operations, communication, content publishing, analytics, security, troubleshooting, compliance, dispute resolution, and enforcement of agreements.

Retention periods vary depending on the type of information, legal requirements, clinic policies, vendor settings, backup schedules, platform requirements, and operational needs.

• Appointment, communication, and administrative records may be retained as needed for clinic operations and legal compliance.
• Workflow logs, API responses, delivery statuses, timestamps, webhook payloads, and error traces may be retained temporarily for troubleshooting, security, and reliability.
• Analytics and advertising data may be retained by us or third-party platforms according to their settings and policies.
• Social media, video, and content-publishing data may remain on third-party platforms according to those platforms’ retention and account settings.
• We may retain information as needed to comply with law, resolve disputes, prevent fraud, maintain security, and protect our rights.

This Site is not a secure portal for medical records. Please do not submit medical records, detailed injury descriptions, Social Security numbers, government IDs, full insurance claim files, full payment card numbers, or other highly sensitive information through public forms, public comments, reviews, social media messages, email, or non-secure communication channels.

If you provide limited health-related information for scheduling or administrative purposes, we use it only to support your request, coordinate communication, and operate Clinic-approved workflows.

• Clinical records: clinic intake documents, signed consents, medical privacy notices, and applicable law govern clinical records and disclosures.
• Use secure channels: sensitive medical, billing, insurance, legal, or payment information should be provided only through Clinic-approved secure intake, clinical, or billing channels.
• Vendor role: Axis is not acting as a HIPAA Business Associate unless there is a separate, fully executed Business Associate Agreement or other written agreement that expressly states that role.
• No compliance guarantee: use of the Site, vendors, automations, AI tools, pixels, or communication workflows does not guarantee HIPAA, billing, legal, carrier, advertising, or regulatory compliance.

The Site is not directed to children under 13 and we do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, contact us so we can take appropriate steps.

Some browsers offer “Do Not Track” signals. At this time, our Site does not respond to browser-initiated Do Not Track signals. You can still control cookies through your browser settings and platform privacy controls.

We may update this Privacy Policy from time to time. The “Last updated” date reflects the most recent revision. Your continued use of the Site after changes are posted means you accept the updated policy.

If you have questions, concerns, or requests regarding this policy, contact support@stxaccidentinjury.com or call (956) 591-8589.