Privacy Policy

Effective Date: January 28, 2025

Entity: POLYGON HQ LLC

Website: polygonpt.com

This HIPAA Privacy Policy explains how POLYGON HQ LLC (“Polygon Physical Therapy,” “we,” “our,” “us”) collects, uses, discloses, safeguards, and protects personal information and Protected Health Information (“PHI”) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), applicable U.S. federal laws, and applicable Texas privacy regulations.

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Table of Contents

1. Who We Are
2. What Information We Collect
3. Facebook Lead Ads and Online Inquiries
4. How We Use Information
5. HIPAA & Protected Health Information (PHI)
6. Business Associates
7. Marketing, Emails & SMS
8. Patient Rights Under HIPAA
9. Security of Information
10. Data Retention
11. Changes to this HIPAA Policy
12. Contact

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1. Who We Are

Polygon Physical Therapy is a physical therapy practice located in Texas. We provide physical therapy services and receive medical inquiries through our website and online advertising channels, including Facebook Lead Ads.

2. What Information We Collect

• Name
• Email Address
• Phone Number

We may also collect additional information during intake calls or during treatment, which may constitute Protected Health Information under HIPAA.

3. Facebook Lead Ads and Online Inquiries

Submitting a lead form does not create a patient relationship immediately but is treated as a “patient inquiry” under HIPAA as soon as the information relates to evaluation or treatment.

4. How We Use Information

• Appointment requests
• Scheduling
• Consultation follow-up
• Pre-screening
• Medical record documentation where required

5. HIPAA & Protected Health Information (PHI)

We do not disclose PHI without authorization unless permitted under HIPAA for treatment, payment, healthcare operations, or legal purposes.

6. Business Associates

• TruPortals (CRM)
• Prompt EMR (EMR System)

Each Business Associate is required to follow HIPAA requirements.

7. Marketing, Emails & SMS

By submitting your information online, you consent to follow-up communications including SMS, email, and calls related to your inquiry. You may opt-out of non-clinical communications.

8. Patient Rights Under HIPAA

• Access medical information
• Request corrections
• Request confidential communication methods
• Limit certain uses
• Request an accounting of disclosures

9. Security of Information

We use reasonable administrative, technical, and physical safeguards to protect PHI.

10. Data Retention

Medical records are retained according to HIPAA, federal law, and Texas requirements.

11. Changes to This HIPAA Policy

We may update this policy periodically. Continued use of the website after updates constitutes consent to the revised policy.

12. Contact

POLYGON HQ LLC
Houston, Texas
Phone: (832) 532-0144
Email: desk@polygonhq.com

© POLYGON HQ LLC. All rights reserved.