Privacy Policy

Effective Date: 5/19/2025

Website: https://patientwin.com

Company: Patient Win, LLC

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1. Introduction

At Patient Win, your privacy is important to us. This Privacy Policy explains how we collect, use, and protect your personal information across our website, platforms, and marketing channels. By using our services, you consent to the practices described in this policy.

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2. Information We Collect

We may collect and store the following types of personal and technical information:

• Name, phone number, and email address

• Information submitted via forms, scheduling tools, surveys, or chat

• Communication preferences

• Comments or media uploads

• IP address, browser type, and other technical identifiers

• Social media identifiers (via lead forms or engagement)

We collect this data to fulfill service requests, respond to inquiries, schedule consultations, and improve user experience.

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3. How We Use Your Information

Your data is used for the following purposes:

• To provide and manage services you request

• To respond to contact forms, calls, or messages

• To send informational emails or texts (with consent)

• To retarget your device using cookies or pixels

• To comply with legal and regulatory requirements

We do not sell or license your personal information. Information may be shared with trusted service providers and subcontractors only when necessary to support operations (e.g., scheduling software, CRM, SMS delivery tools, hosting services).

All use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with third parties, except for aggregators and service providers who enable message delivery.

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4. Text Messaging Compliance

We comply with all applicable rules regarding SMS communication. Any phone numbers submitted via forms or ad platforms may receive automated messages related to appointment reminders, confirmations, or updates.

• You may opt out at any time by replying STOP to any SMS.

• Your opt-in data and consent for text messaging will not be shared with third parties beyond service providers who power the messaging infrastructure.

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5. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to:

• Save login/session preferences

• Analyze site usage (via Google Analytics)

• Deliver retargeted ads through platforms like Facebook, Instagram, and Google

You can manage cookie preferences through your browser settings.

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6. Comments & Media

If you leave a comment on our website, we collect your comment, IP address, and browser information to detect spam. Approved comments may display your Gravatar profile picture (if applicable).

If you upload images, avoid including embedded location data (EXIF GPS) as visitors may download and extract that data.

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7. Advertising & Lookalike Audiences

We occasionally use your information to generate lookalike audiences on Facebook and Google. These audiences are built by:

• Uploading encrypted (hashed) contact lists to advertising platforms

• Matching them against internal platform data

• Serving ads to similar users

We do not see or access the identity of individuals in these lookalike audiences. You may opt out of Google’s use of your data for ads via Google Ads Settings.

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8. Embedded Content & Third-Party Tools

Our website may include embedded content (e.g., YouTube videos, articles) that behaves as if you visited the original source. These sites may collect data or use additional tracking cookies.

We may also use third-party software (e.g., GoHighLevel, Meta Ads, Google Analytics) to:

• Automate communication

• Manage leads

• Improve service delivery

These tools have their own privacy policies and are required to handle data responsibly.

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9. Data Retention

• Contact form submissions may be stored in our email inboxes indefinitely.

• Comments and their metadata may be retained to approve future replies.

• Cookies used for logins and preferences vary in duration (from 1 day to 1 year).

If you register for an account (if applicable), you can view, edit, or delete your profile information at any time.

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10. Your Rights

You may request to:

• Receive an exported file of your personal data

• Have us delete your personal data (excluding data we’re required to keep for legal or administrative purposes)

To submit a request, email us using the contact information below.

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11. Children’s Privacy

Our services are not intended for children under 13. We do not knowingly collect information from anyone under this age.

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12. Data Protection & Security

We implement technical, administrative, and organizational safeguards to protect your information from unauthorized access, use, or disclosure. However, no digital transmission is 100% secure.

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13. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date. We encourage you to review it periodically.

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14. Contact Us

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

📧 Email: info@patientwin.com

📧 Alternate Contact: contact@patient.win

We aim to respond within 5 business days.

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15. HIPAA Compliance

Patient Win, LLC is not a healthcare provider and does not offer medical advice. However, in supporting healthcare providers with appointment scheduling, lead management, and communication tools, we may handle certain health-related data on behalf of our clients.

We use HIPAA-compliant platforms, including GoHighLevel (GHL), to process and manage data securely in accordance with the HIPAA Privacy Rule and Security Rule. As a Business Associate to covered entities (e.g., dental or medical practices), we:

• Maintain a Business Associate Agreement (BAA) with compliant software vendors.

• Follow best practices for storing, transmitting, and protecting Protected Health Information (PHI).

• Limit access to PHI to only those necessary for service delivery.

• Do not use PHI for marketing unless explicitly permitted by the covered entity and in compliance with HIPAA.

If you are a patient of one of our client practices, your healthcare provider remains responsible for your personal health data and should be your primary contact for HIPAA-related questions.

 

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If you have questions about this Privacy Policy, contact us at:

Email: info@patientwin.com