1. Scope of This Privacy Policy

This Privacy Policy applies to information collected by ChiroFusion LLC (“ChiroFusion,” “we,” “us,” or “our”) through:

• Our websites, including chirofusionsoftware.com and other websites that link to this Privacy Policy;
• Our hosted software, electronic health record, practice-management, communications, support, and related services;
• Email, telephone, SMS, MMS, chat, social media, and other communications with us;
• Product demonstrations, events, surveys, promotions, and marketing activities; and
• Other interactions in which this Privacy Policy is displayed or referenced.

Our websites, software, products, communications, and related offerings are collectively referred to as the “Services.”

This Privacy Policy does not replace a business associate agreement, subscription agreement, order form, or other agreement between ChiroFusion and a healthcare practice or other customer. Where ChiroFusion processes information on behalf of a customer, the customer’s instructions and the applicable agreement may control that processing.

2. Our Role When Processing Information

2.1 Information collected for ChiroFusion’s own purposes

ChiroFusion determines how and why information is processed when you visit our public websites, request a demonstration, create a business account, communicate with our sales or support teams, subscribe to ChiroFusion communications, or otherwise interact directly with us.

2.2 Information processed for healthcare practices

Healthcare practices and other ChiroFusion customers may use the Services to collect, store, manage, or transmit information about their patients, employees, or other individuals. In those situations, the customer generally determines why and how the information is used, and ChiroFusion processes it on the customer’s behalf.

If you are a patient seeking access to, correction of, or information about your medical records, please contact the healthcare practice that collected the information. ChiroFusion will assist its customer as required by the applicable agreement and law.

3. Information We Collect

The information we collect depends on how you interact with the Services. It may include the following categories.

3.1 Contact and identifying information

• Name;
• Business or practice name;
• Professional title or role;
• Postal address;
• Email address;
• Telephone or mobile number; and
• Account identifiers and login information.

3.2 Account and subscription information

• Services purchased or requested;
• Subscription plan and account status;
• Authorized users and account permissions;
• Billing history and transaction records; and
• Customer-service and support history.

Payment card information may be collected and processed directly by our payment processors. ChiroFusion may receive transaction confirmations and limited payment information but may not receive complete payment-card credentials.

3.3 Communications

We may collect emails, text messages, chat messages, call information, support requests, survey responses, feedback, and other communications you send to us. Where permitted by law, telephone calls or support sessions may be monitored or recorded for training, security, quality assurance, and documentation.

3.4 Device and usage information

• Internet Protocol address;
• Browser type, version, and language;
• Device type and operating system;
• Approximate location derived from an IP address;
• Referring and exit pages;
• Pages, features, and links accessed;
• Dates, times, and duration of activity;
• Application and system logs;
• Cookie and similar technology identifiers; and
• Information about how the Services perform and are used.

3.5 Marketing and event information

We may collect information when you request a demonstration, download content, attend an event, enter a promotion, complete a survey, interact with an advertisement, or communicate with us at a trade show or other event.

3.6 Customer Data and health information

Customers may submit patient, clinical, scheduling, billing, insurance, employment, communications, and other information to the Services. This information may include protected health information governed by the Health Insurance Portability and Accountability Act and its implementing regulations (“HIPAA”).

ChiroFusion processes this information for the customer in accordance with the applicable agreement, business associate agreement, customer instructions, and law.

3.7 Information from other sources

We may receive information from customers, authorized users, business partners, service providers, integration providers, public sources, social networks, marketing partners, event organizers, and other lawful sources.

4. How We Use Information

We may use information to:

• Provide, operate, maintain, support, and improve the Services;
• Create and administer accounts;
• Process subscriptions, transactions, invoices, and payments;
• Authenticate users and protect accounts;
• Respond to questions, requests, and support inquiries;
• Provide product notices, service updates, and administrative communications;
• Deliver SMS, MMS, email, and other communications requested or authorized by you;
• Personalize content and user experiences;
• Analyze usage, performance, and product trends;
• Develop new products and improve existing products;
• Detect, investigate, and prevent fraud, misuse, security incidents, and unlawful activity;
• Enforce our agreements and protect our rights, users, customers, and Services;
• Comply with legal, regulatory, tax, accounting, and reporting obligations;
• Send marketing communications where permitted by law;
• Measure and improve marketing campaigns; and
• Carry out another purpose disclosed when the information is collected or with your consent.

5. HIPAA and Patient Information

When ChiroFusion creates, receives, maintains, or transmits protected health information on behalf of a healthcare provider or another HIPAA-regulated customer, ChiroFusion acts as a business associate and processes that information under an applicable business associate agreement.

The business associate agreement describes the permitted and required uses and disclosures of protected health information and the safeguards applicable to that information.

A healthcare practice remains responsible for its own privacy practices, patient notices, medical records, treatment decisions, and responses to patient requests involving access, amendment, restriction, or accounting of disclosures.

Patients should direct questions about their medical information to the healthcare practice that collected or maintains the information.

6. SMS and Mobile Messaging Privacy

When you separately consent to receive text messages from ChiroFusion, we may collect and use your mobile number, messaging preferences, consent records, opt-out records, message content, delivery information, and related communications data.

We use mobile information to send and administer account notifications, service updates, customer-support messages, requested information, product communications, and marketing or promotional messages where you have provided the required consent.

We may disclose mobile information to telecommunications carriers, messaging-platform providers, and other service providers solely as necessary to deliver, administer, secure, and support the messaging program. These providers may process the information only for the services they perform for us and may not use it for their own marketing or promotional purposes.

SMS consent is not transferred between ChiroFusion, healthcare practices, affiliates, or other businesses. Consent provided to one sender does not authorize messages from another sender.

Consent to receive marketing text messages is optional and is not a condition of purchasing or using our products or services.

Additional information appears in our Terms of Service and SMS Messaging Terms.

7. Cookies and Similar Technologies

We and our service providers may use cookies, pixels, software-development kits, local storage, web beacons, and similar technologies to operate the Services, remember preferences, maintain sessions, understand usage, measure performance, prevent fraud, and support marketing activities.

These technologies may include:

• Essential technologies needed for security, authentication, account access, and core site functionality;
• Preference technologies that remember settings and choices;
• Analytics technologies that help us understand site and product usage; and
• Advertising technologies that help measure campaigns or present relevant advertising where permitted.

You may control cookies through available cookie-preference tools and your browser settings. Blocking some technologies may affect the availability or operation of the Services.

Where required by applicable law, we recognize supported browser-based opt-out preference signals, such as the Global Privacy Control, as a request to opt out of qualifying sales or sharing associated with that browser or device.

8. How We Disclose Information

We may disclose information in the following circumstances:

8.1 Service providers

We may disclose information to vendors that provide hosting, security, analytics, communications, payment processing, customer support, professional services, marketing support, and other services on our behalf.

These providers are authorized to process information only as necessary to perform services for us and are subject to contractual or legal obligations.

8.2 ChiroFusion customers and authorized users

Information submitted through a customer’s account may be available to the customer and its Authorized Users in accordance with account permissions and the customer’s instructions.

8.3 Affiliates

We may disclose information to a parent company, subsidiary, or other affiliate for internal administration, security, compliance, and provision of the Services, subject to this Privacy Policy and applicable law.

8.4 Integrations and customer-directed disclosures

We may disclose information to an integration, application, clearinghouse, payment processor, or other third party when a customer or user enables the integration or instructs us to make the disclosure.

8.5 Business transactions

Information may be disclosed as part of a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar transaction, including due diligence relating to a proposed transaction.

8.6 Legal, safety, and compliance purposes

We may disclose information when we reasonably believe it is necessary to comply with law, regulation, court order, subpoena, or legal process; enforce an agreement; detect or prevent fraud or security threats; protect legal rights; or protect the safety of individuals.

8.7 With your consent

We may disclose information for another purpose disclosed to you when the information is collected or with your direction or consent.

8.8 De-identified information

We may use and disclose information that has been aggregated or de-identified so that it cannot reasonably identify an individual. We do not attempt to re-identify information that we maintain as de-identified.

9. Advertising and Sales or Sharing of Personal Information

ChiroFusion does not sell personal information in exchange for money.

We may use analytics and advertising technologies that disclose identifiers, device information, or internet activity to advertising or analytics providers. Depending on applicable law, some of these disclosures may be considered a “sale,” “sharing,” or use for targeted advertising even when no money is exchanged.

Where applicable, you may opt out using our cookie-preference controls, a supported browser-based opt-out preference signal, or by contacting us using the information below.

We do not knowingly sell or share personal information belonging to individuals under 18 years of age.

Mobile telephone numbers, SMS opt-in information, and SMS consent are never included in advertising-related disclosures to third parties or affiliates for their marketing or promotional purposes.

10. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including providing the Services, maintaining business and transaction records, preserving consent and opt-out records, resolving disputes, enforcing agreements, protecting security, and complying with legal obligations.

Retention periods depend on the type of information, the nature of our relationship with you, customer instructions, contractual commitments, sensitivity, legal requirements, applicable limitation periods, and the technical feasibility of deletion.

Customer Data may be retained and deleted according to the applicable subscription agreement, business associate agreement, customer instructions, backup practices, and legal requirements.

When information is no longer required, we may delete it, de-identify it, or securely isolate it until deletion is reasonably possible.

11. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or unauthorized access.

Our safeguards may include access controls, authentication measures, monitoring, encryption where appropriate, workforce training, vendor-management practices, incident-response procedures, and other security measures appropriate to the nature of the information.

No security system, internet transmission, or electronic storage method can be guaranteed to be completely secure. You are responsible for maintaining the confidentiality of your account credentials and promptly notifying us of suspected unauthorized access.

12. Your Choices

12.1 Account information

You may review or update certain account information through your account settings or by contacting us.

12.2 Marketing email

You may opt out of marketing emails by using the unsubscribe link in the email or contacting us. You may continue to receive non-marketing communications relating to your account, transactions, security, support, or the Services.

12.3 Text messages

You may opt out of a messaging program by replying STOP to the applicable message thread. Reply HELP for assistance.

12.4 Cookies and advertising

You may manage cookies through available cookie-preference controls and your browser settings. Where required, you may opt out of targeted advertising or qualifying sales or sharing through those controls or a supported opt-out preference signal.

13. Privacy Rights

Depending on where you live and subject to applicable exceptions, you may have the right to:

• Confirm whether we process your personal information;
• Request access to personal information;
• Request correction of inaccurate personal information;
• Request deletion of personal information;
• Obtain a portable copy of certain personal information;
• Opt out of qualifying sales, sharing, targeted advertising, or profiling;
• Limit certain uses or disclosures of sensitive personal information;
• Withdraw consent where processing is based on consent; and
• Appeal the denial of a privacy request.

To submit a request, email help@mychirofusion.com or write to the address in the Contact Us section.

Please describe your request and identify the state or country in which you reside. We may ask for information reasonably necessary to verify your identity and authority to make the request.

An authorized agent may submit a request where permitted by law. We may require proof of the agent’s authority and may verify the request directly with the individual.

We will not unlawfully discriminate against you for exercising a privacy right.

If we process your information on behalf of a healthcare practice or another customer, we may direct your request to that customer.

14. California Privacy Notice

California residents may have additional rights under the California Consumer Privacy Act, as amended.

During the preceding 12 months, we may have collected the following categories of personal information:

• Identifiers and contact information;
• Customer-record and account information;
• Commercial and transaction information;
• Internet, device, and electronic-network activity;
• Approximate geolocation information;
• Professional or employment-related information;
• Audio, electronic, or communications information;
• Sensitive personal information when necessary to provide the Services; and
• Inferences derived from other information.

We collect these categories from individuals, customers, authorized users, devices, service providers, integrations, public sources, and business partners. We use them for the business and commercial purposes described in this Privacy Policy.

We may disclose these categories to service providers, contractors, customers, authorized users, affiliates, integrations, professional advisers, government authorities, and parties to business transactions for the purposes described above.

We do not sell personal information for money. Certain advertising-related disclosures of identifiers or internet activity may be considered “sharing” or a “sale” under California law. California residents may request to opt out as described in this Privacy Policy.

We use and disclose sensitive personal information only for purposes permitted by law, including providing requested Services, maintaining security, preventing fraud, processing transactions, and complying with legal obligations.

Protected health information governed by HIPAA and certain other information may be exempt from some California privacy-law requirements.

Mobile telephone numbers, SMS opt-in information, and SMS consent are not sold or shared for cross-context behavioral advertising, marketing, or promotional purposes.

15. International Users

If you are located outside the United States, your information may be transferred to, processed in, and stored in the United States and other countries where ChiroFusion or its service providers operate.

Where required, we rely on appropriate legal mechanisms for international transfers, which may include contractual protections approved by relevant authorities.

Where European or United Kingdom data-protection law applies, our legal bases may include performance of a contract, compliance with legal obligations, protection of vital interests, consent, and legitimate interests such as operating, securing, supporting, and improving the Services.

Individuals in applicable jurisdictions may have rights to access, correct, erase, restrict, object to, or obtain a portable copy of their information and may lodge a complaint with their local data-protection authority.

16. Children’s Privacy

ChiroFusion’s public websites and business Services are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through our public websites.

Healthcare practices may use the Services to process information relating to minor patients. In those circumstances, ChiroFusion processes the information on behalf of the healthcare practice under the applicable agreement and law.

If you believe a child submitted personal information directly to ChiroFusion without appropriate authorization, please contact us.

17. Third-Party Websites and Services

The Services may contain links to third-party websites, applications, social networks, or services. ChiroFusion does not control and is not responsible for the privacy, security, or content practices of those third parties.

We encourage you to review the privacy policies of third-party services before providing information to them.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our Services, practices, technology, or legal obligations.

The updated version will be posted with a revised effective date. If a change is material, we may provide additional notice through the Services, by email, or by another appropriate method.

19. Contact Us

To ask a question, submit a privacy request, or raise a concern about this Privacy Policy or our privacy practices, contact: