Privacy Policy & Terms of Use

Last Updated: October 15, 2025

This Privacy Policy & Terms of Use describes how Patient Autopilot and its partner clinics ("we," "us," or "our") collect, use, and protect your personal information when you visit our websites, use our services, or interact with our marketing materials, and the terms and conditions that govern your use of these websites and services. By using any website or service powered by Patient Autopilot, you agree to the collection and use of information in accordance with this policy and accept these terms.

PART 1: PRIVACY POLICY

1. Information We Collect

We and our partner clinics may collect the following types of information:

• Personal Information: Name, email address, phone number, mailing address, and other contact details you provide when scheduling appointments, filling out forms, or contacting us.
• Health-Related Information: Information about your health condition, symptoms, treatment preferences, and medical history that you voluntarily provide for the purpose of receiving healthcare services. This information may be protected under HIPAA (see Section 6 below) and is subject to each partner clinic's separate Notice of Privacy Practices.
• Usage Data: Information about how you access and use our websites, including your IP address, browser type, device information, pages visited, time spent on pages, referring URLs, and other diagnostic data.
• Cookies and Tracking Technologies: We use cookies, pixels, and similar tracking technologies to track activity on our websites, store certain information, and provide personalized experiences. See Section 9 for detailed information about cookies.

2. How We Use Your Information

We and our partner clinics use the collected information for the following purposes:

• To Provide Services: To schedule appointments, provide healthcare services, process payments, and communicate with you about your care.
• To Improve Our Services: To understand how our websites are used and to improve our services, website functionality, and user experience.
• To Communicate: To send you appointment reminders, follow-up messages, newsletters, marketing materials, and other information that may be of interest to you via email, SMS/text, phone calls (including automated/AI-powered calls), and other communication channels. You can opt out of marketing communications at any time.
• For Advertising and Marketing: To show you relevant advertisements on third-party platforms (such as Google, Facebook, and other websites) and to measure the effectiveness of our advertising campaigns through remarketing and conversion tracking.
• To Comply with Legal Obligations: To comply with applicable laws, regulations, legal processes, or governmental requests.
• To Protect Rights: To protect and defend our rights, property, or safety, and that of our patients, employees, or others.

3. How We Share Your Information

We do not sell or rent your personal information to third parties. We may share your information in the following limited circumstances:

• Service Providers: We may share your information with third-party service providers who perform services on our behalf, such as payment processing, appointment scheduling, email delivery, SMS messaging, AI-powered communication tools, website hosting, data analysis, and advertising platforms (Google Ads, Facebook Ads). These providers are contractually obligated to protect your information and use it only for the purposes we specify.
• Partner Clinics: Information you submit through a partner clinic's website or form is shared with that specific clinic to provide you with healthcare services.
• Healthcare Providers: With your consent, we may share your health information with other healthcare providers involved in your care.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

4. Advertising, Remarketing, and Tracking

We use Google Ads, Meta (Facebook) Pixel, and other ad tracking/remarketing tools. These may collect data to show you ads on other sites and help us track conversions.

We use third-party advertising platforms and tracking technologies to deliver personalized advertisements and measure campaign performance:

• Google Ads: We use Google Ads remarketing to show you relevant ads across the web based on your visit to our websites. Google uses cookies to track your browsing activity.
• Facebook/Meta Pixel: We use Facebook Pixel to track conversions, build targeted audiences, and show you relevant ads on Facebook and Instagram.
• Conversion Tracking: We track conversions (such as form submissions and phone calls) to measure the effectiveness of our advertising campaigns.
• Analytics: We use Google Analytics and other analytics services to understand how visitors use our websites.

Opt-Out of Personalized Advertising: You may opt out of personalized advertising via:

• Google Ads: https://adssettings.google.com
• Facebook/Meta Ads: https://www.facebook.com/settings?tab=ads
• NAI Opt-Out: https://optout.networkadvertising.org
• DAA Opt-Out: https://optout.aboutads.info

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure Socket Layer (SSL) encryption for data transmission
• Secure servers and databases with restricted access
• Regular security assessments and updates
• Employee training on data privacy and security

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

6. Health Information Privacy (HIPAA)

If you are a patient and provide health information for the purpose of receiving healthcare services from one of our partner clinics, your health information may be protected under the Health Insurance Portability and Accountability Act (HIPAA). Each partner clinic that is a covered entity under HIPAA maintains its own Notice of Privacy Practices that describes in detail how they use and disclose your protected health information (PHI) in compliance with HIPAA.

What health information we collect: When you submit forms on our websites (e.g., appointment requests, health questionnaires), we may collect specific details about your symptoms, medical history, treatment preferences, and other information necessary to provide chiropractic or healthcare services. This information is captured via online forms and may be transmitted to the partner clinic.

How we protect it: PHI is encrypted during transmission and storage, accessed only by authorized personnel, and disclosed only as permitted by law or with your written authorization. Our forms are designed to be HIPAA-compliant, and we maintain administrative, physical, and technical safeguards.

You may request a copy of the applicable partner clinic's Notice of Privacy Practices at their office or by contacting them directly.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. We retain your personal data as long as needed to provide services or as required by law. When no longer needed, we delete or anonymize it.

• Patient Records: Health information is retained by partner clinics for a minimum of 7 years from the date of last treatment, or longer as required by state law.
• Marketing Data: Contact information and marketing preferences are retained until you opt out or request deletion.
• Website Usage Data: Analytics and cookie data are typically retained for 24-26 months.

You may request deletion of your personal information at any time, subject to legal and regulatory requirements.

8. Your Rights

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

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal information, subject to legal and regulatory requirements.
• Opt-Out: Opt out of marketing communications, advertising, or data sharing at any time.
• Data Portability: Request a copy of your data in a structured, machine-readable format.
• Restrict Processing: Request that we limit how we use your information.

To exercise any of these rights, please contact us using the information provided in Section 15. We will respond to your request within 30 days.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our websites. Cookies are small text files stored on your device that help us remember your preferences, analyze website traffic, and deliver personalized content.

Cookie Type	Purpose	Duration
Essential Cookies	Required for basic website functionality (e.g., session management, security)	Session or 1 year
Analytics Cookies	Track website usage and performance (e.g., Google Analytics)	24 months
Marketing Cookies	Deliver personalized ads and track conversions (e.g., Google Ads, Facebook Pixel)	6-12 months
Preference Cookies	Remember your settings and preferences (e.g., language, location)	1 year

How to Disable Cookies: You can disable cookies through your browser settings. However, disabling cookies may affect website functionality and your user experience. To opt out of advertising cookies specifically, visit the links provided in Section 4.

10. Children's Privacy

Our websites are not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take steps to delete that information promptly. If you believe we have collected information from a child under 13, please contact us immediately.

11. State Privacy Rights

Depending on your state of residence, you may have additional privacy rights:

• California (CCPA/CPRA): California residents have the right to know what personal information is collected, request deletion, opt out of the sale of personal information (we do not sell your information), and not be discriminated against for exercising these rights.
• Virginia (VCDPA): Virginia residents have the right to access, correct, delete, and obtain a copy of their personal data, as well as opt out of targeted advertising and profiling.
• Colorado (CPA): Colorado residents have similar rights to access, correct, delete, and port their data, and opt out of targeted advertising and profiling.
• Connecticut (CTDPA): Connecticut residents have rights to access, correct, delete, and port their data, and opt out of targeted advertising and profiling.
• Other States: If your state has additional privacy rights (e.g., Texas, Utah, Montana), contact us to exercise them.

To exercise your state privacy rights, please contact us using the information in Section 15.

12. International Users

If you are accessing our websites from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where our servers are located and our central database is operated. By using our websites, you consent to the transfer of your information to the United States.

13. SMS/Text Messaging and AI-Powered Communications

Consent to Receive Communications: By providing your phone number and/or email address and submitting a form on any of our websites, you expressly consent to receive communications from Patient Autopilot and/or the partner clinic via:

• SMS/Text Messages: Appointment reminders, follow-ups, marketing messages, and other service-related communications.
• Phone Calls: Including calls made using automated dialing systems, pre-recorded messages, or artificial intelligence (AI)-powered voice systems.
• Emails: Including automated emails, newsletters, and AI-generated follow-up messages.

AI-Powered Communications: We may use artificial intelligence (AI) and automated systems to communicate with you via text, voice, and email. These AI systems may:

• Send automated appointment reminders and follow-up messages
• Respond to common questions and provide information about services
• Personalize marketing messages based on your interactions with our websites
• Make outbound calls using AI-powered voice technology for appointment confirmations and reminders

TCPA Compliance: Your consent is not a condition of purchasing any goods or services. You may opt out of receiving text messages or automated calls at any time by:

• Replying "STOP" to any text message
• Calling the partner clinic directly to request removal from their calling/texting list
• Clicking "Unsubscribe" in any email
• Contacting us using the information in Section 15

Message and Data Rates: Standard message and data rates may apply for SMS/text messages. The frequency of messages will vary depending on your interactions with us and the services you request.

Disclosure: By consenting to receive communications, you acknowledge that:

• Some communications may be generated or delivered using automated systems or AI technology
• AI systems may analyze your information to personalize communications
• You can opt out at any time without penalty
• We will honor opt-out requests within 10 business days

14. Changes to This Policy

We may update this Privacy Policy & Terms of Use from time to time to reflect changes in our practices, services, or applicable laws. When we make changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our websites after changes are posted constitutes your acceptance of the updated policy.

By accessing or using any website powered by Patient Autopilot, you agree to comply with and be bound by the following terms and conditions of use ("Terms"). If you disagree with any part of these Terms, please do not use our websites or submit any personal information.

1. Use of Website

The information on our websites is provided for general informational and marketing purposes only. It does not constitute medical or professional advice. Always consult with a qualified healthcare provider regarding any medical concerns. You agree to use our websites only for lawful purposes and in a manner that does not infringe upon the rights or restrict the use and enjoyment of these sites by any third party.

2. Intellectual Property

All content, design, text, graphics, logos, and images are the property of Patient Autopilot, its partner clinics, or their licensors. You may not reproduce, distribute, or use any material from these sites without prior written consent.

3. Limitation of Liability

Patient Autopilot and its partner clinics are not liable for any direct, indirect, incidental, or consequential damages resulting from your use or inability to use our websites or the services offered herein. The content is provided "as is" without warranties of any kind, express or implied. We make no guarantees regarding the accuracy, completeness, or reliability of any information on these sites.

4. Medical Disclaimer

The information on these sites is for general informational purposes only and does not constitute medical advice. Always consult a healthcare provider before beginning any treatment or making health-related decisions. Healthcare results vary by individual, and we make no guarantees of specific outcomes.

5. Third-Party Links

Our websites may contain links to third-party websites for your convenience. We are not responsible for the content or privacy practices of those sites. You access them at your own risk.

6. User Conduct

You agree not to:

• Use our websites for any unlawful purpose or in violation of any applicable laws
• Attempt to gain unauthorized access to our systems or networks
• Interfere with or disrupt the operation of our websites
• Submit false, misleading, or fraudulent information
• Use automated systems (bots, scrapers) to access our websites without permission

7. Indemnification

You agree to indemnify and hold harmless Patient Autopilot, its partner clinics, owners, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from your use of our websites or violation of these Terms.

8. Modifications to Terms

We may update these Terms and this Privacy Policy periodically to reflect changes in our practices or applicable laws. Continued use of our websites after changes are posted constitutes your acceptance of the updated terms.

9. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of the United States and the state in which the applicable partner clinic is located, without regard to conflict of law principles. Any disputes arising from these Terms or your use of our websites shall be resolved in the courts of competent jurisdiction.

10. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

11. Entire Agreement

These Terms, together with the Privacy Policy above, constitute the entire agreement between you and Patient Autopilot regarding your use of our websites and supersede any prior agreements or understandings.

15. Contact Us

16. Consent and Acknowledgment

By using any website powered by Patient Autopilot and submitting any forms, you acknowledge that you have read, understood, and agree to this Privacy Policy & Terms of Use. For lead generation forms, we include an explicit checkbox: "I agree to the Privacy Policy & Terms of Use and allow my data to be used for marketing and contact, including via SMS/text, phone calls (including AI-powered calls), and email." This ensures affirmative consent for data collection, marketing use, and AI-powered communications.

© 2025 Patient Autopilot. All Rights Reserved.