Privacy Policy

1) Information We Collect

A. Information you provide to us

• Contact details (e.g., name, email, phone number, business/clinic name, location).
• Inquiry and form data (e.g., what you submit through lead forms, booking forms, or website chat).
• Communications (e.g., emails, calls, SMS messages, and support requests).

B. Information collected automatically

• Device and usage data (e.g., IP address, browser type, pages viewed, timestamps, referring URLs).
• Approximate location (derived from IP address).
• Cookie / pixel identifiers (used for analytics and advertising measurement).

C. Information from third parties

• Ad platforms (e.g., Meta) may provide aggregated ad performance and conversion data.
• Scheduling/CRM tools we use to manage leads and appointments (see “How We Share Information”).

2) How We Use Information

We use personal information to operate our business, including to:

• Respond to inquiries and provide information about our services.
• Schedule calls/consultations and manage communications.
• Provide and improve our marketing services (e.g., lead management, funnel troubleshooting, performance reporting).
• Send operational messages (e.g., confirmations, reminders, status updates).
• Send marketing messages where permitted by law and based on your preferences (you can opt out at any time).
• Maintain security, prevent fraud, and enforce our policies.
• Comply with legal obligations.

3) How We Share Information

We may share personal information in the following ways:

A. Service providers (processors)

We use trusted vendors to help us run our business (for example: website hosting, analytics, advertising measurement, form builders, scheduling, CRM, email/SMS delivery, call tracking, and automation tools). These vendors process information on our behalf under contractual obligations to protect it.

B. Clients (where applicable)

Clinic Hero is a marketing agency. If you submit your information through a campaign, landing page, form, or booking flow that is operated for one of our clinic clients, we may share your information with that clinic so they can contact you about your inquiry and appointment.

C. Business transfers

If we’re involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction.

D. Legal and safety

We may disclose information if required by law or if we believe disclosure is necessary to protect rights, safety, or to investigate fraud or security issues.

4) SMS & Messaging (A2P-Friendly Disclosure)

A. Consent to receive messages

If you provide your phone number and opt in (for example, by checking a consent box on a form or requesting updates), you may receive SMS/text messages from Clinic Hero related to your inquiry, scheduling, reminders, and service updates. If you separately opt in to promotional messages, you may also receive marketing texts.

B. Opt-out and help

• You can opt out of SMS messages at any time by replying STOP.
• For help, reply HELP or contact us using the details in the “Contact Us” section.
• Message and data rates may apply. Message frequency may vary.

C. Mobile information sharing

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. We may share information with service providers who assist us in delivering messages (e.g., SMS platform/telephony providers), strictly to provide the messaging service.

5) Cookies, Pixels, and Tracking

We use cookies and similar technologies (including pixels) to operate our site, understand usage, and measure advertising performance. For example, we may use analytics tools and advertising pixels to understand which ads lead to form submissions or bookings.

6) Data Retention

We keep personal information only as long as reasonably necessary for the purposes described in this policy, including to provide services, maintain records, resolve disputes, enforce agreements, and comply with legal obligations.

7) Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. However, no method of transmission or storage is 100% secure, so we can’t guarantee absolute security.

8) International Transfers

If you access our services from outside the country where our servers or service providers are located, your information may be transferred across borders and processed in other jurisdictions. We take steps to help ensure an appropriate level of protection where required by applicable law.

9) Your Privacy Rights and Choices

Depending on your location, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing.

• Email marketing: You can unsubscribe using the link in our emails.
• SMS: Reply STOP to opt out (see SMS section above).
• Access/Deletion requests: Contact us using the details below. We may need to verify your identity.

10) Children’s Privacy

Our services are not directed to children under 13 (or under 16 where required by law), and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps to delete it.

11) Changes to This Policy

We may update this Privacy Policy from time to time. The “Last Updated” date above reflects the most recent version. If changes are material, we may provide additional notice as required by law.

12) Contact Us

If you have questions or requests related to privacy, contact:

• Business Name: Clinic Hero
• Email: [email protected]
• Phone: +1 646-880-9406