Privacy Policy

Medical Massage of Tulsa LLC
Website: medicalmassageoftulsa.com
Business Address: 6910 East 7th Street, Tulsa, Oklahoma 74112
Email: info@medicalmassageoftulsa.com
Effective Date: [INSERT EFFECTIVE DATE]

1. Purpose of This Privacy Policy

Medical Massage of Tulsa LLC (“Medical Massage of Tulsa,” “MMoT,” “we,” “our,” or “us”) respects the privacy of our clients and website visitors.

This Privacy Policy explains how we collect, use, disclose, protect, and retain personal information in connection with:

  • medicalmassageoftulsa.com;

  • website forms;

  • online booking and client accounts;

  • appointment requests;

  • identity verification;

  • intake processes;

  • payment processing;

  • telephone communications;

  • answering-service communications;

  • email and text-message communications;

  • participating massage therapists;

  • website analytics;

  • advertising technologies; and

  • other business operations associated with Medical Massage of Tulsa.

This Policy applies to information provided directly to MMoT and information collected through systems we use to operate our business.

Some third-party services used by MMoT have their own privacy policies and terms. Those policies may also apply when you use those services.

2. Important Notice About Health Information and HIPAA

Medical Massage of Tulsa provides professional massage therapy and may receive information relating to a client’s health, physical condition, massage goals, or contraindications.

However, not every MMoT website, communication method, or technology is designed for the transmission of sensitive health information.

In particular, clients should not send detailed medical or health information through:

  • the general website contact form;

  • ordinary email;

  • ordinary SMS or text messaging;

  • social-media direct messages; or

  • other general communication channels unless specifically instructed to do so through an appropriate process.

The general website, general contact form, Google Analytics, Meta Pixel, marketing tools, and ordinary email and text-message systems should not be treated as secure medical-record transmission systems.

MMoT may use designated booking or intake systems for information reasonably necessary to provide massage services.

The fact that MMoT collects health-related information does not necessarily mean that every MMoT service, system, Therapist, vendor, or communication is subject to the Health Insurance Portability and Accountability Act (“HIPAA”).

MMoT does not represent that its entire Website or all of its systems are HIPAA compliant.

Where HIPAA or another privacy law applies to particular information or activities, MMoT intends to comply with applicable legal requirements.

3. Information We Collect

Depending on how you interact with MMoT, we may collect the following categories of information.

A. Contact Information

We may collect:

  • name;

  • legal name;

  • preferred name;

  • email address;

  • telephone number;

  • billing address;

  • service address;

  • mailing address when applicable;

  • preferred contact method; and

  • other contact information voluntarily provided to us.

B. Website Contact-Form Information

The general Website contact form may collect information such as:

  • name;

  • phone number;

  • email address;

  • reason for contacting us;

  • preferred contact information;

  • appointment-related questions; and

  • a general message.

The general contact form is intended for routine administrative and informational communication.

It is not intended for detailed medical information, diagnoses, medical records, medication lists, treatment histories, insurance records, or other sensitive health information.

C. Client Account and Booking Information

Clients who book online create a client account through MMoT’s approved booking system.

Booking and account information may include:

  • legal name;

  • account credentials;

  • phone number;

  • email address;

  • billing address;

  • service location;

  • selected session length;

  • selected Therapist;

  • requested appointment date and time;

  • appointment status;

  • booking history;

  • appointment notes;

  • deposit status;

  • payment status;

  • cancellation or rescheduling information;

  • travel-fee information;

  • communications relating to an appointment; and

  • other information reasonably necessary to schedule and administer the service.

MMoT currently uses Amelia or an integrated booking system for client accounts, scheduling, and appointment administration.

D. Information When Booking for Another Adult

A Client may book an appointment for another adult.

In that situation, we may collect personal information about both:

  • the person making the booking; and

  • the adult who will actually receive the massage.

The person making the booking is responsible for having permission to provide the Service Recipient’s information to MMoT.

The identification submitted for the appointment must belong to the adult who will actually receive the massage.

4. Government-Issued Identification

Because MMoT Therapists travel to private homes and other private locations, MMoT uses identity verification as part of its client and Therapist safety process.

Clients are required to provide an image of the front and back of the Service Recipient’s current government-issued photo identification during the booking process.

The legal name associated with the appointment should match the identification submitted.

MMoT may use the identification to:

  • confirm the Service Recipient’s identity;

  • confirm that the Service Recipient is an adult;

  • reduce fraudulent or deceptive bookings;

  • protect Therapist safety;

  • investigate a safety incident;

  • address disputes or suspected misconduct; and

  • comply with legal obligations.

MMoT does not collect identification images for marketing purposes.

5. Who May Access Government ID Images

Access to government-issued identification images is intended to be limited to:

  • authorized MMoT administration; and

  • the Therapist assigned to the applicable appointment when access is reasonably necessary for identity or safety verification.

MMoT Therapists are not authorized by MMoT to download, screenshot, photograph, print, independently store, or retain a Client’s identification image merely because the Therapist has access to view the identification through an approved MMoT system.

MMoT may restrict access further when operationally appropriate.

6. Retention of Government ID Images

MMoT intends to delete its active operational copy of the Client’s government-issued identification image after the applicable appointment has been completed and immediate identity-verification and safety needs have ended.

An identification image may be retained longer when reasonably necessary because of:

  • a reported safety incident;

  • suspected fraud;

  • a Client or Therapist complaint;

  • a payment dispute or chargeback;

  • threatened or pending litigation;

  • an insurance matter;

  • a law-enforcement inquiry;

  • a legal hold;

  • a regulatory requirement;

  • another legal obligation; or

  • temporary persistence in ordinary system backups before those backups are overwritten or deleted through the normal backup cycle.

Deletion of an identification image does not necessarily require deletion of separate booking, accounting, communication, or transaction records associated with the appointment.

7. Intake and Health-Related Information

A Therapist may need certain information about a Client’s health or physical condition to determine whether and how massage can be provided safely.

Depending on the appointment, MMoT or the Therapist may collect information relating to:

  • current areas of discomfort;

  • massage goals;

  • recent injuries;

  • recent surgery;

  • pregnancy;

  • contagious illness;

  • skin conditions;

  • contraindications;

  • allergies or sensitivities relevant to massage;

  • physical limitations;

  • prior reactions to massage; and

  • other information reasonably relevant to massage safety.

Clients should provide such information through the designated intake process or directly to the Therapist rather than through public-facing Website forms.

MMoT does not require Clients to submit more health information than is reasonably necessary for the applicable purpose.

8. Therapist Access to Client Information

Participating MMoT Therapists are independent licensed massage professionals.

To perform an accepted appointment, the assigned Therapist may receive information reasonably necessary to provide and coordinate the service, including:

  • Client name;

  • telephone number;

  • email address when appropriate;

  • appointment location;

  • appointment date and time;

  • booking information;

  • relevant appointment notes;

  • identity-verification information;

  • intake information reasonably related to the service;

  • access and parking instructions; and

  • other information necessary to communicate with the Client and safely provide the appointment.

Therapists are expected to maintain the confidentiality of Client information and use MMoT-provided Client information only for legitimate service, safety, administrative, professional, or legal purposes.

Therapists may communicate directly with Clients after an appointment has been assigned or confirmed.

Those communications may occur by telephone, text message, email, or another mutually accepted method.

9. Therapist-Maintained Information

Participating Therapists may have independent professional, insurance, recordkeeping, or legal obligations that require them to maintain certain information separately from MMoT.

Information independently maintained by a Therapist may be subject to that Therapist’s own privacy, recordkeeping, and professional obligations.

MMoT does not necessarily control every record lawfully maintained by an independently practicing Therapist.

10. Payment Information

MMoT collects the required booking deposit through approved online payment-processing systems.

MMoT currently expects to use WooCommerce and Stripe, or integrated payment-processing services, to process booking deposits.

Payment processors may receive information such as:

  • cardholder name;

  • billing address;

  • card information;

  • transaction amount;

  • transaction date;

  • device or fraud-prevention data; and

  • other information needed to process and secure a transaction.

MMoT does not intentionally store full payment-card numbers or card security codes on its own general Website systems.

Payment-card information is processed through third-party payment providers using their systems and is subject to their privacy and security practices.

Unless otherwise arranged, the remaining appointment balance, applicable travel fees, and optional gratuities are paid directly to the Therapist using payment methods offered by that Therapist.

Payments made directly to a Therapist or through a Therapist’s payment provider may be subject to separate privacy practices that are not controlled by MMoT.

11. Telephone and Answering-Service Information

MMoT may use an answering service or similar provider to assist with Client communications and booking-related inquiries.

When you call or request a callback, information may be collected such as:

  • your name;

  • telephone number;

  • reason for calling;

  • appointment-related information;

  • callback instructions; and

  • other information you voluntarily provide.

Clients should avoid providing unnecessary sensitive health information to an answering service.

MMoT may receive information from the answering service so that MMoT or an assigned Therapist can respond appropriately.

12. Email, SMS, and Other Communications

MMoT may collect and retain information contained in communications with Clients, prospective Clients, and Website visitors.

This may include communications concerning:

  • appointment requests;

  • confirmations;

  • reminders;

  • scheduling;

  • arrival information;

  • cancellations;

  • rescheduling;

  • refunds;

  • invoices;

  • complaints;

  • safety issues;

  • Client-service questions;

  • account matters; and

  • other administrative communications.

Ordinary email and SMS may not be secure methods for sending sensitive information.

Clients should avoid sending detailed medical information, medical records, identification images, or other sensitive information by ordinary email or SMS unless specifically instructed through an appropriate process.

13. Transactional Communications

By creating an account or requesting an appointment, Clients may receive communications reasonably necessary to administer the requested service.

These may include:

  • appointment confirmations;

  • Therapist communications;

  • reminders;

  • changes to appointment status;

  • arrival or access communications;

  • payment or invoice notices;

  • cancellation information;

  • account notices; and

  • safety or administrative communications.

These communications may be sent by:

  • phone;

  • email;

  • SMS/text message; or

  • the booking system.

Message and data rates may apply.

Transactional communications are separate from promotional marketing communications.

14. Marketing Communications

MMoT does not intend to automatically enroll a Client in promotional marketing merely because the Client books an appointment.

Promotional email or text-message marketing will be based on a separate marketing opt-in or another legally appropriate basis.

Marketing communications may include:

  • business updates;

  • service information;

  • educational content;

  • re-engagement communications;

  • promotions; and

  • other MMoT marketing.

Recipients may opt out of marketing emails by using the unsubscribe mechanism included in the communication, when available, or by contacting MMoT.

Where applicable, Clients may opt out of promotional text messages by following the instructions provided in those messages.

Opting out of marketing does not prevent MMoT or a Therapist from sending communications reasonably necessary to administer a requested appointment or existing business relationship.

15. Website Usage Information

When you visit medicalmassageoftulsa.com, MMoT and its technology providers may automatically collect technical and usage information.

This may include:

  • IP address or information derived from it;

  • browser type;

  • device type;

  • operating system;

  • pages viewed;

  • referring website or source;

  • approximate geographic information;

  • date and time of visit;

  • navigation patterns;

  • interactions with Website features;

  • cookie identifiers;

  • advertising identifiers; and

  • similar technical information.

This information may be collected through cookies, pixels, tags, scripts, logs, and similar technologies.

16. Google Analytics

MMoT uses Google Analytics to understand how visitors interact with the Website.

Google Analytics may collect information such as:

  • Website visits;

  • pages viewed;

  • session statistics;

  • approximate location;

  • browser and device information;

  • referral information; and

  • pseudonymous identifiers.

Google Analytics uses cookies and similar technologies to distinguish visitors and sessions.

MMoT uses this information to understand Website performance, identify popular content, improve navigation, evaluate marketing activity, and better understand how visitors use the Website.

MMoT does not intentionally use Google Analytics to collect government-issued identification images, full payment-card numbers, or detailed Client health information.

Clients may use browser settings and Google-provided privacy controls to limit certain analytics collection where available.

17. Meta Pixel

MMoT uses the Meta Pixel on portions of the Website for advertising measurement, audience development, and retargeting.

The Meta Pixel may allow Meta to receive information about Website activity, which may include:

  • device and browser information;

  • cookie or advertising identifiers;

  • IP-related information;

  • pages visited;

  • Website events;

  • interactions with Website content; and

  • information about how a visitor reached or used the Website.

This information may allow MMoT to measure advertising performance or show MMoT advertising to people who previously interacted with the Website.

Meta processes information it receives according to its own terms and privacy practices.

MMoT does not intentionally use the Meta Pixel to transmit government-issued identification images, full payment-card information, or detailed Client health information.

Because advertising technology can create privacy risks when used on health-related websites, MMoT intends to limit tracking technologies on pages and fields intended to collect sensitive Client information.

18. Cookies and Similar Technologies

MMoT may use cookies and similar technologies for purposes such as:

  • essential Website operation;

  • Client login and account functions;

  • booking functionality;

  • security;

  • fraud prevention;

  • Website analytics;

  • advertising measurement;

  • retargeting; and

  • improving Website performance.

Some cookies may be placed by third-party providers.

Website visitors may be able to restrict, block, or delete cookies using browser or device settings.

Blocking certain cookies may affect Website, login, booking, payment, or account functionality.

Where applicable law requires additional consent or opt-out choices for particular tracking activities, MMoT intends to provide those choices as appropriate.

19. Advertising and Retargeting

MMoT may use Meta Pixel data to measure advertising activity and conduct retargeting.

As a result, a Website visitor may later see an advertisement for Medical Massage of Tulsa on Facebook, Instagram, or another Meta service after visiting the MMoT Website.

MMoT does not sell mailing lists or Client records to advertisers.

MMoT does not intentionally provide detailed Client health information, government-ID images, or full payment-card information to Meta for advertising purposes.

Some privacy laws use broad definitions of terms such as “share,” “targeted advertising,” or similar concepts that may include certain disclosures made through advertising technologies even when no money is paid for the information.

Where applicable law gives a visitor rights concerning such processing, MMoT intends to honor valid requests as required.

20. We Do Not Sell Client Information for Money

Medical Massage of Tulsa does not sell Client personal information, rent Client mailing lists, or exchange Client personal information for monetary payment.

As described above, MMoT does use Meta Pixel and other service providers to operate, analyze, secure, and advertise the business.

Those disclosures are described in this Privacy Policy so Website visitors can understand how the technologies work.

21. How We Use Personal Information

MMoT may use personal information to:

  • respond to inquiries;

  • create and manage Client accounts;

  • process Appointment Requests;

  • verify Client identity;

  • connect Clients with Therapists;

  • allow Therapists to evaluate and confirm appointment requests;

  • coordinate in-home appointments;

  • communicate about appointments;

  • process booking deposits;

  • support billing and invoicing;

  • manage cancellations and refunds;

  • communicate applicable travel arrangements;

  • support Client and Therapist safety;

  • administer intake and consent processes;

  • investigate incidents and complaints;

  • prevent fraud and misuse;

  • administer Client-service requests;

  • improve Website usability;

  • measure Website traffic;

  • measure advertising performance;

  • conduct permitted advertising and retargeting;

  • send marketing communications where the recipient has appropriately opted in;

  • maintain accounting and business records;

  • comply with licensing, insurance, tax, regulatory, and legal obligations;

  • establish, exercise, or defend legal claims; and

  • operate and protect MMoT’s business.

22. How We Share Information

MMoT may disclose information when reasonably necessary to operate the business, provide requested services, protect Clients and Therapists, or comply with legal requirements.

Recipients may include:

Assigned Therapists.
For appointment coordination, identity verification, safety, communication, intake, and service delivery.

Booking and client-account providers.
Including Amelia and related integrated systems used for scheduling, accounts, reminders, and appointment administration.

Payment processors.
Including WooCommerce integrations, Stripe, and related providers used to process booking deposits, refunds, or related transactions.

Answering-service providers.
To receive calls, collect callback information, and facilitate booking communications.

Email and SMS providers.
To send appointment communications, reminders, administrative notices, and separately authorized marketing.

Website hosting, security, and technology providers.
To host, maintain, secure, monitor, and operate the Website.

Analytics providers.
Including Google Analytics.

Advertising providers.
Including Meta through the Meta Pixel.

Professional advisors.
Including attorneys, accountants, insurance providers, consultants, and other professional advisors with a legitimate business reason for receiving relevant information.

Government, regulatory, legal, or law-enforcement authorities.
When disclosure is required by law or reasonably necessary to respond to lawful legal process, protect safety, investigate fraud, or protect legal rights.

Business successors.
Personal information may be transferred as part of a merger, sale, restructuring, financing, acquisition, or transfer of all or part of the business, subject to applicable law.

MMoT does not authorize service providers or Therapists to use MMoT Client information for unrelated purposes merely because they have access to it.

23. Data Security

MMoT uses reasonable administrative, technical, and physical safeguards appropriate to the nature of the information and the size and operation of the business.

These measures may include:

  • limiting access based on business need;

  • account controls;

  • passwords and authentication;

  • use of established third-party platforms;

  • restricting Therapist access;

  • confidentiality requirements;

  • payment processing through established payment providers;

  • policies against unauthorized downloading or storage of Client information;

  • security monitoring and updates; and

  • procedures for responding to suspected privacy or security incidents.

However, no Website, booking platform, email system, SMS service, Internet connection, payment processor, electronic storage system, or data transmission can be guaranteed completely secure.

Clients should use caution when transmitting sensitive information electronically.

24. Privacy and Security Incidents

MMoT takes suspected unauthorized access, disclosure, loss, misuse, or acquisition of personal information seriously.

When MMoT becomes aware of a suspected privacy or data-security incident, it may:

  • investigate the incident;

  • restrict or terminate access;

  • preserve relevant evidence;

  • notify affected service providers;

  • consult legal counsel or insurers;

  • take reasonable corrective measures; and

  • provide notifications required by applicable law.

MMoT may also cooperate with government authorities, regulators, insurers, law enforcement, or affected individuals when appropriate.

25. Data Retention

Except for government-issued identification images as separately described above, MMoT may retain personal information for as long as reasonably necessary for the purpose for which it was collected and for legitimate business, legal, regulatory, professional, insurance, tax, accounting, safety, or dispute-resolution purposes.

Retention periods may vary depending on the type of information.

For example, MMoT may retain information as reasonably necessary to:

  • maintain account and appointment history;

  • administer Client relationships;

  • maintain accounting and transaction records;

  • document payments and refunds;

  • comply with tax obligations;

  • comply with legal or regulatory requirements;

  • document consent;

  • investigate complaints;

  • address insurance claims;

  • resolve chargebacks;

  • respond to legal claims;

  • maintain fraud-prevention records;

  • preserve safety incident documentation; and

  • maintain marketing preferences and opt-out records.

When information is no longer reasonably necessary, MMoT may delete, anonymize, or otherwise dispose of it consistent with its operational practices and applicable law.

26. Client Accounts and Deletion Requests

Closing or deleting an online Client account does not necessarily require MMoT to erase every record associated with that person.

For example, MMoT may need to retain information relating to:

  • completed transactions;

  • tax and accounting records;

  • appointment history;

  • refunds;

  • complaints;

  • insurance matters;

  • consent;

  • legal disputes;

  • safety incidents;

  • fraud prevention; or

  • other legally or operationally necessary records.

Where deletion is appropriate, MMoT will make reasonable efforts to delete or de-identify information under its control.

Information maintained independently by a third party or Therapist may require a separate request to that party.

27. Access, Correction, and Deletion Requests

MMoT voluntarily permits individuals to request:

  • access to personal information maintained by MMoT;

  • correction of inaccurate personal information; and

  • deletion of personal information.

Requests may be submitted to:

info@medicalmassageoftulsa.com

MMoT may request information reasonably necessary to verify the identity of the person making the request before providing access, making a correction, or deleting information.

A request may be denied or limited when MMoT reasonably needs to retain information for:

  • legal requirements;

  • accounting or tax records;

  • insurance purposes;

  • fraud prevention;

  • safety;

  • contract administration;

  • regulatory compliance;

  • dispute resolution;

  • exercise or defense of legal claims;

  • protection of other individuals’ privacy; or

  • another legitimate reason permitted by law.

MMoT may also decline requests that are fraudulent, abusive, impossible to verify, or otherwise legally exempt.

Where applicable law provides additional privacy rights, MMoT will address valid requests as required by that law.

28. Advertising and Cookie Choices

Website visitors may have several ways to limit tracking or advertising activity, depending on their browser, device, geographic location, and the applicable third-party provider.

These may include:

  • deleting or blocking browser cookies;

  • changing browser privacy settings;

  • changing device advertising settings;

  • using Google privacy or advertising controls;

  • using Meta advertising controls; and

  • using other platform-specific opt-out mechanisms.

Restricting cookies may reduce certain Website or booking functionality.

A request to stop promotional marketing does not necessarily disable Website analytics or advertising cookies.

29. Marketing Choices

Clients may opt out of promotional email communications by:

Clients may opt out of promotional SMS messages using the opt-out instructions provided with those messages where applicable.

MMoT may retain sufficient information to document the opt-out and prevent the person from being unintentionally re-added to a marketing list.

Opting out of promotional marketing does not prevent transactional appointment, account, safety, billing, or administrative communications.

30. Children and Minors

Medical Massage of Tulsa currently provides massage appointments only to adults age eighteen (18) or older.

MMoT does not knowingly accept massage bookings for minors.

The Website is not intended to solicit personal information from children under thirteen (13).

If MMoT learns that it has collected personal information directly from a child in a manner prohibited by applicable law, MMoT may delete that information as appropriate.

A parent or guardian who believes a child has improperly submitted personal information to MMoT may contact:

info@medicalmassageoftulsa.com

31. Third-Party Websites and Platforms

The MMoT Website may contain links to or integrations with third-party services.

These may include:

  • booking tools;

  • payment processors;

  • maps;

  • social-media services;

  • review platforms;

  • payment applications;

  • email or SMS providers; and

  • other technology services.

MMoT does not control every privacy, security, retention, or data-use practice of those third parties.

Visitors and Clients should review the privacy notices of third-party services when appropriate.

32. Reviews and Public Content

Clients may choose to post reviews about MMoT or a Therapist on third-party platforms such as Google, Yelp, Bing, or other public services.

Information a Client voluntarily posts publicly is generally controlled by the Client and the applicable platform rather than by MMoT.

Clients should avoid including sensitive personal, medical, financial, or identification information in public reviews.

If a Client voluntarily submits content directly to MMoT for potential marketing use, separate consent or authorization may be requested where appropriate before MMoT publishes personally identifying material.

33. Business Transfers

If MMoT is involved in a sale, merger, acquisition, financing, restructuring, reorganization, dissolution, or transfer of business assets, personal information may be transferred as part of that transaction.

Any successor receiving information will be expected to handle it subject to applicable law and any privacy obligations that continue to apply.

34. Required or Protective Disclosures

MMoT may preserve or disclose information when reasonably necessary to:

  • comply with applicable law;

  • respond to a subpoena, court order, warrant, or lawful government request;

  • cooperate with a licensing or regulatory authority;

  • investigate fraud;

  • address an insurance claim;

  • investigate a Client or Therapist safety incident;

  • prevent or respond to threats, violence, harassment, or sexual misconduct;

  • protect the rights or safety of MMoT, a Therapist, a Client, or another person;

  • establish or defend legal claims; or

  • enforce applicable agreements and policies.

MMoT may consult legal counsel before responding where appropriate.

35. International Visitors

Medical Massage of Tulsa is an Oklahoma business providing local in-home services primarily in Tulsa and surrounding areas.

MMoT systems and service providers may process information in the United States or other locations where those providers operate.

Visitors accessing the Website from outside the United States understand that their information may be processed in jurisdictions with privacy laws different from those of their home country.

36. Changes to This Privacy Policy

MMoT may update this Privacy Policy from time to time to reflect changes in:

  • business operations;

  • service delivery;

  • technology;

  • booking systems;

  • payment systems;

  • Therapist operations;

  • advertising practices;

  • privacy practices;

  • laws or regulations; or

  • other legitimate business needs.

When this Policy is updated, MMoT will post the revised version on medicalmassageoftulsa.com and update the effective date.

Material changes may also be communicated through other reasonable means when appropriate or required by law.

37. Contact Information

Questions, concerns, complaints, access requests, correction requests, deletion requests, or other privacy-related inquiries may be directed to:

Medical Massage of Tulsa LLC
6910 East 7th Street
Tulsa, Oklahoma 74112

Website: medicalmassageoftulsa.com
Email: info@medicalmassageoftulsa.com