Privacy Policy

Information We Collect

Patient Health Information: We collect and store patient assessment data, diagnoses, treatment plans, appointment records, progress notes, and clinical documentation entered by clinics.

Clinic Information: This includes clinic name, address, contact details, staff information, roles, credentials, and billing or subscription details.

Account & Authentication Data: We store email addresses, encrypted passwords, login timestamps, and session-related data to secure user access.

Usage & Analytics: We may collect anonymized usage patterns and performance metrics to improve the platform. This data does not identify individual patients.

How We Use Your Information

Service Delivery: We use your data to provide clinic management, patient tracking, appointment scheduling, treatment planning, billing, and platform features.

Communication: We may use contact information to send account notifications, appointment reminders, billing statements, product updates, and support responses.

Platform Improvement: Anonymized analytics help us improve features, fix bugs, optimize performance, and develop new capabilities.

Legal Compliance: We may process information to comply with healthcare regulations, tax requirements, legal requests, and security obligations.

Data Sharing & Disclosure

We do not sell your data. MotionMate does not sell patient health information or clinic data to third parties.

Service Providers: We may share limited data with trusted providers such as hosting services, payment processors, or email delivery tools only when needed to operate MotionMate.

Legal Requirements: We may disclose information when required by law, court order, or to protect the rights and safety of MotionMate, users, or the public.

Business Transfers: If MotionMate is involved in a merger, acquisition, or sale of assets, data may be transferred under the same privacy commitments.

Data Security

We use security measures designed to protect clinic and patient data:

• Encryption: Data is protected in transit using secure connections.
• Access Controls: Role-based permissions limit access to relevant data.
• Authentication: Secure passwords, session management, and future two-factor options.
• Monitoring: Activity logging and security monitoring help detect suspicious behavior.
• Backups: Database backups support disaster recovery and continuity.

Your Rights & Choices

Access & Correction: Clinic administrators can access, update, and correct clinic and patient data through the platform.

Data Export: Clinics may request an export of their clinic data.

Account Deletion: Clinics may request deletion of their account and associated data, subject to legal, billing, audit, or healthcare retention requirements.

Communication Preferences: Users may opt out of marketing communication while still receiving essential service notices.

Patient Rights: Patients may request access, correction, or deletion of their health information through their clinic.

Data Retention

We retain data while the clinic account is active or as needed to provide services. After account closure, we retain data only where necessary for legal, billing, healthcare, security, or audit purposes.

• Patient Health Records: retained according to applicable healthcare requirements.
• Billing Records: retained for tax and audit purposes.
• Security Logs: retained for security and fraud prevention.
• Anonymized Analytics: may be retained because it cannot identify individuals.