Privacy Policy | Optimized Health

Privacy Policy

Effective: 09/11/2025

Optimized Health (“we,” “us,” “our”) respects your privacy. This policy explains what we collect, how we use it, and the choices you have when you interact with our website, ads (including Facebook/Instagram lead forms), SMS, and services.

HIPAA note: Do not submit sensitive medical information through general website forms or social lead ads. Use our patient portal (Optimantra) or speak with our staff for protected health information (PHI).
Quick links

1) Information We Collect

  • Contact data: name, email, phone, location, form responses (e.g., treatment interest) from our site or Meta lead ads.
  • Communications: messages, call notes, and support requests.
  • Device & usage: IP address, browser, pages viewed, referring URLs, and interactions captured via cookies, pixels, or similar tech.
  • Scheduling & intake: appointment preferences and non-sensitive intake data you provide through our site or GoHighLevel (GHL).
  • Patient records: PHI you share inside the Optimantra patient portal (managed under HIPAA; see section 6).

2) How We Use Information

  • Respond to inquiries, schedule consultations, and provide services.
  • Send service messages, reminders, and—if you opt in—marketing texts/emails.
  • Improve our site, ads, and patient experience; prevent fraud and abuse.
  • Comply with legal/insurance/healthcare obligations and protect our rights.

3) How We Share Information

We do not sell personal data. We may share limited information with:

  • Service providers/processors: website & CRM (GoHighLevel), patient portal/EHR (Optimantra), email/SMS, analytics, and payment vendors—only to operate our services and only under contracts that restrict use.
  • Advertising platforms: Meta (Facebook/Instagram), Google, and similar—to deliver and measure ads (see section 4).
  • Legal & safety: when required by law or to protect you, us, or others.
  • Business transfers: if we merge, acquire, or restructure.

4) Advertising, Analytics & Cookies

We use cookies, pixels, and device identifiers to understand performance and deliver relevant ads.

  • Analytics: site usage (e.g., Google Analytics).
  • Ad pixels: Meta Pixel and similar measure conversions from our ads (including lead forms).
  • Your choices: You can adjust cookie settings in your browser, use “Limit Ad Tracking” on devices, or set ad preferences within Meta and Google accounts.

5) Text Messages (TCPA Compliance)

By providing your phone number and opting in, you agree to receive texts/calls from Optimized Health about appointments, reminders, and promotions. Consent is not a condition of purchase.

  • Message & data rates may apply. Frequency varies.
  • Opt out any time by replying STOP. For help, reply HELP.
  • We use reputable SMS providers; they may process your number solely to deliver messages.

6) HIPAA & Patient Portal

Protected Health Information (PHI) is handled in the Optimantra patient portal and associated systems, subject to HIPAA. Public website forms and social lead ads are not intended for PHI. Do not include diagnoses, lab results, or detailed medical histories in those forms.

7) Your Privacy Rights

Depending on your location, you may have rights to access, correct, delete, or limit use of your personal information, and to opt out of certain processing or marketing.

  • Email/SMS marketing: use unsubscribe links or reply STOP.
  • Access/Deletion requests: contact us (see section 12). We will verify your request and respond as required by law.
  • California & similar state laws: We honor applicable rights under CPRA and analogous state statutes. We do not sell personal information as defined by those laws.
  • GDPR (EEA/UK): Our lawful bases include consent, contract, legitimate interests, and legal obligations.

8) Data Security & Retention

We apply administrative, technical, and physical safeguards appropriate to the data we process. No system is 100% secure. We retain information only as long as needed for the purposes described, to comply with law, or until you request deletion where applicable.

9) Children’s Privacy

Our website and marketing are not directed to children under 13, and we do not knowingly collect personal information from them online. If we learn we have, we will delete it.

10) International Visitors

We primarily serve patients in the United States. If you access our services from outside the U.S., you understand your data may be processed in the U.S., where laws may differ from those in your country.

11) Changes to This Policy

We may update this policy from time to time. The “Effective” date at the top reflects the latest version.

12) Contact Us

Questions or requests? We’re here to help.

© Optimized Health. All rights reserved. | Missouri law governs this policy and any disputes.