Privacy Policy

1. General Information

1.1 Who We Are

Physical Therapy Doc, LLC (“Physical Therapy Doc,” “we,” “our,” or “us”) is a performance-first, self-pay physical therapy and sports rehabilitation clinic located in Boca Raton, FL. We provide one-on-one physical therapy, injury rehabilitation, performance care, and wellness services to athletes and active adults. Our website is located at physicaltherapydoc.com.

1.2 Definitions

• • • “Client” means any individual who schedules, receives, or has received physical therapy, evaluation, or wellness services from us.
    • “Visitor” means any person who visits our Website, contacts us through marketing channels, or engages with us at events without necessarily becoming a Client.
    • “Service” means our physical therapy and rehabilitation services, scheduling tools, communications, and any related digital interactions.
    • “Website” means our website at physicaltherapydoc.com.
    • “Personal Information” means any information that identifies or can be used to identify an individual, including name, email address, phone number, health information, and online identifiers.

1.3 Scope & Consent

This Privacy Policy applies to all Clients, Visitors, and anyone who interacts with our Website or services. By using our Website or engaging with our services, you acknowledge that you have read and understood this Privacy Policy and consent to our collection, storage, use, and disclosure of your Personal Information as described herein.

This policy is organized into sections for Clients (Section 2) and Visitors (Section 3). Sections 4 through 13 apply to everyone.

2. Privacy for Clients

This section applies to information we collect and process from current and prospective clients through the delivery of our services.

2.1 Information We Collect

2.1.1 Information You Provide to Us

• • • • Personal & contact information: name, email address, phone number, date of birth, and mailing address.
      • Health & injury information: medical history, injury details, pain levels, movement limitations, sport or activity background, and other health-related information relevant to your care.
      • Goals & performance information: athletic goals, training history, return-to-sport objectives, and performance benchmarks you share during consultations or evaluations.
      • Payment information: credit or debit card information processed securely through our payment processor. We do not store full card numbers on our servers.
      • Scheduling information: appointment history, cancellations, and preferences captured through our scheduling tools.
      • Communications: content of emails, text messages, phone calls, or other messages you exchange with our team.

2.1.2 Information We Collect Automatically

• • • • Usage information: how you interact with our Website, scheduling pages, and digital forms.
      • Device information: browser type, operating system, IP address, and device identifiers when you access our Website.

2.2 How We Use Your Information

We use the information we collect to:

• • • Schedule, coordinate, and deliver physical therapy and wellness services.
    • Develop and manage your personalized care plan and track your progress.
    • Communicate with you about appointments, care updates, and billing.
    • Process payments and manage your account.
    • Follow up after sessions and provide ongoing support.
    • Improve our clinical processes and service quality.
    • Comply with applicable healthcare laws, including HIPAA.
    • Respond to inquiries and provide customer support.

We do not sell your Personal Information to third parties.

2.3 How We Share Your Information

We only share your Personal Information for legitimate purposes and as permitted by law. We may share information with:

• • • Service providers: third-party vendors who support our operations, such as scheduling platforms (Calendly), practice management software (Zanda), email and communication tools, and payment processors. These providers are contractually required to maintain confidentiality.
    • Referring healthcare providers: with your consent, we may communicate with referring physicians, coaches, or other providers involved in your care.
    • Legal requirements: when required by law, court order, or legal process, or when we reasonably believe disclosure is necessary to prevent harm or fraud.
    • Business transfers: in connection with a merger, acquisition, or sale of assets, with reasonable efforts to preserve the protections in this policy.

We do not share your Personal Information with third parties for marketing purposes.

3. Privacy for Website Visitors

This section applies to information we collect when you visit our Website, engage with our marketing materials, or contact us before becoming a Client.

3.1 Information We Collect

• • • Information you provide: when you request a free consultation, fill out a contact form, or subscribe to our email list, we may collect your name, email address, phone number, and any other details you choose to share.
    • Automatically collected information: when you visit our Website, we use cookies and similar technologies to collect your IP address, browser type, pages visited, referring URL, and device information.
    • Information from third parties: we may receive information from advertising platforms, analytics providers, or publicly available sources.

3.2 How We Use Visitor Information

• • • Respond to inquiries and follow up on consultation requests.
    • Send marketing communications about our services and offers (per your preferences).
    • Analyze Website usage and improve our content and experience.
    • Serve relevant advertising to prospective clients.
    • Maintain the security and performance of our Website.
    • Comply with applicable legal requirements.

3.3 How We Share Visitor Information

We do not sell your Personal Information. We may share Visitor information with third-party advertising and analytics platforms to manage and measure our marketing. We may also share information with service providers, with your consent, or as required by law. We do not share your information with third parties for their own direct marketing.

4. Protecting Your Health Information

As a healthcare provider, we take the privacy of your health information seriously. We comply with the Health Insurance Portability and Accountability Act (HIPAA) and applicable Florida state law — not because of insurance requirements, but because it’s the right way to treat the people we care for.

In plain terms, here’s what that means for you:

• Your injury history, treatment notes, and health details are kept private and secure.
• We only share your health information when it’s necessary to provide your care, or when required by law.
• Only our clinical team has access to your records — your information is never sold or shared for advertising purposes.
• We use secure software for scheduling, intake, and communication.

You have the right to access your health records, request corrections, and know how your information is used. Just reach out to us directly.

5. Cookies & Tracking Technologies

We and our third-party partners may use cookies, pixels, web beacons, and similar tracking technologies to automatically collect certain device and usage information when you interact with our Website or emails. This may include your IP address, browser type, pages visited, and interaction data.

We use tracking technologies to:

• Remember your preferences and improve your browsing experience
• Monitor the performance and effectiveness of our Website
• Analyze aggregate metrics such as total visitors and traffic patterns
• Serve relevant advertisements to prospective clients
• Diagnose and fix technical issues

Most browsers allow you to manage cookie settings — including disabling or blocking cookies. Note that doing so may affect certain features of our Website.

6. Third-Party Advertising & Analytics

We may share, or permit third-party advertising and analytics providers to collect, information about your use of our Website in order to serve relevant advertisements and measure campaign performance. The third-party services we may use include:

You may opt out of interest-based advertising by visiting www.aboutads.info/choices or www.networkadvertising.org/choices.

7. Data Retention

We retain your Personal Information only as long as necessary to fulfill the purposes for which it was collected, including contractual, legal, regulatory, and accounting requirements.

• Client records: retained for a minimum of 7 years following your last appointment, or longer as required by Florida state law and applicable healthcare regulations.
• Scheduling and communication data: retained for the duration of our relationship and for a reasonable period thereafter.
• Visitor and marketing data: retained as needed for the purpose collected, typically no more than 2 years.
• Anonymized or aggregated data: may be retained indefinitely for analytics and service improvement purposes.

8. Data Security

Physical Therapy Doc takes appropriate technical and administrative measures to protect your Personal Information from unauthorized access, disclosure, alteration, and destruction. Our measures include:

• Encryption of data at rest and in transit
• Secure, HIPAA-compliant software and cloud infrastructure
• Role-based access controls and least-privilege principles
• Regular security reviews and vulnerability assessments
• Staff training on data privacy and security practices

No system is completely impenetrable, and we cannot guarantee absolute security. In the event of a data breach, we will take reasonable steps to investigate and notify affected individuals and authorities as required by applicable law.

9. Your Rights & Choices

Depending on your location and applicable law, 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 retention requirements.
• Portability: request your data in a structured, machine-readable format.
• Opt-out of marketing: unsubscribe from marketing emails by clicking the “unsubscribe” link or contacting us directly.

To exercise any of these rights, please contact us at info@physicaltherapydoc.com. We may require proof of your identity before processing your request.

For requests related to your Protected Health Information under HIPAA, please refer to our Notice of Privacy Practices.

10. SMS / Text Messaging

Physical Therapy Doc, LLC may send SMS and MMS text messages to phone numbers you provide through our website, scheduling tools, or during interactions with our team. By providing your phone number and opting in, you consent to receive text messages from us.

Types of Messages

• Transactional / Informational: appointment confirmations and reminders, scheduling updates, intake instructions, and care-related communications.
• Promotional / Marketing: offers, clinic updates, and re-engagement messages. You will only receive marketing messages if you have explicitly opted in.

Message Frequency

Message frequency varies. Transactional messages are sent as needed based on your appointments and account activity. Marketing messages are typically sent no more than 1–4 times per month.

Costs

Message and data rates may apply depending on your mobile carrier and plan. Physical Therapy Doc does not charge for sending text messages.

Opt-Out

You may opt out of receiving text messages at any time by replying STOP to any message from us. You will receive a single confirmation message and no further texts will be sent. To re-subscribe, reply START.

Help

For help, reply HELP to any message or contact us at info@physicaltherapydoc.com.

Consent

Consent to receive text messages is not a condition of receiving our services. Marketing message consent is always separate and optional.

11. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. When we make material changes, we will update the “last updated” date at the top of this page. For significant changes, we will provide notice as appropriate — for example, by posting a notice on our Website or sending an email. Your continued use of our Website or services after any changes constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please reach out: