Last updated November 1, 2024

This privacy notice for PTKC, Inc. (doing business as PTKC, PTKC.clinic) (“we,” “us,” or “our“), describes how and why we might collect, store, use, and/or share (“process“) your information when you use our services (“Services“), such as when you:

• Visit our website at PTKC.clinic, or any website of ours that links to this privacy notice
• Engage with us in other related ways, including any healthcare services, sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at privacy@ptkc.clinic.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register, sign up, or otherwise express an interest in obtaining information about us or our Services when participating in the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services. The personal information we collect may include the following:

• names
• phone numbers
• email addresses
• mailing addresses
• job titles
• usernames
• passwords
• contact preferences
• contact or authentication data
• billing addresses
• debit/credit card numbers
• patient information
• ip addresses

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

• health data
• financial data
• social security numbers or other government identifiers
• information revealing race or ethnic origin (as it relates to family health history)
• information revealing religious or philosophical beliefs (as it relates to healthcare decision)
• information revealing trade union membership (as it relates to work-related injuries)

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

The information we collect includes:

• Log and Usage Data.Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).
• Device Data.We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
• Location Data.We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.

Information collected from other sources

In Short: We may collect limited data from public databases, marketing partners, and other outside sources.

In order to enhance our ability to provide relevant marketing, offers, and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, and from other third parties. This information includes mailing addresses, job titles, email addresses, phone numbers, intent data (or user behavior data), Internet Protocol (IP) addresses, social media profiles, social media URLs, and custom profiles, for purposes of targeted advertising and event promotion.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We adhere to the Health Insurance Portability and Accountability Act (HIPAA) regulations to ensure the privacy and security of your health information. Specific measures include encrypted storage, restricted access, and regular audits.

We process your sensitive personal information only when we have explicit consent from you, which you can withdraw at any time, or when the processing is necessary to comply with legal obligations or for the establishment, exercise, or defense of legal claims.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time.
• Appointment Scheduling and Management.To book, reschedule, or cancel appointments and manage ongoing treatment schedules.
• Treatment Provision.To provide, coordinate, or manage healthcare and related services, including sharing information with other healthcare professionals involved in a patient’s care, such as doctors, nurses, and other physical therapists.
• Billing and Payments.To process payments or billing for health services provided, including sharing necessary information with insurance companies, third-party payers, or healthcare benefit programs.
• Patient Communication.To communicate with patients about their treatment plans, health status updates, and any changes to clinic policies or services.
• Healthcare Operations.To support essential healthcare operations such as quality assessment and improvement, training medical and non-medical staff, licensing, accreditation, and credentialing activities.
• Legal Requirements and Compliance.To comply with legal and regulatory requirements, including disclosures to government entities for health oversight activities such as audits and inspections, or in response to a court or administrative order.
• Marketing and Outreach.To provide patients with promotional materials and information about additional services offered by the clinic that may be of interest, based on the patient’s history or treatment profile.
• Feedback and Surveys.To request feedback or participation in surveys to improve current services and experiences at the clinic.
• Website Navigation and User Experience.To enhance, customize, and personalize the user experiences by using data about how you navigate and interact with the site, including the use of cookies to track behavior for website optimization.
• Security Measures.To protect against fraud, abuse, or harm and ensure the security and integrity of the clinic’s services and patient information.

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (“third parties“) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct.

We share your non-health-related information, such as contact details, with marketing partners under strict confidentiality agreements. All sharing of health-related information strictly follows HIPAA guidelines.

The categories of third parties we may share personal information with are as follows:

• Ad Networks
• Affiliate Marketing Programs
• Cloud Computing Services
• Finance & Accounting Tools
• Payment Processors
• Communication & Collaboration Tools
• Data Analytics Services
• Data Storage Service Providers
• Government Entities
• User Account Registration & Authentication Services
• Website Hosting Service Providers
• Performance Monitoring Tools

We also may need to share your personal information in the following situations:

• Business Transfers.We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• When we use Google Analytics.We may share your information with Google Analytics to track and analyze the use of the Services. The Google Analytics Advertising Features that we may use include: Remarketing with Google Analytics, Google Display Network Impressions Reporting and Google Analytics Demographics and Interests Reporting. To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. You can opt out of Google Analytics Advertising Features through Ads Settings and Ad Settings for mobile apps. Other opt out means include http://optout.networkadvertising.org/ and http://www.networkadvertising.org/mobile-choice. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page.
• When we use Google Maps Platform APIs.We may share your information with certain Google Maps Platform APIs (e.g., Google Maps API, Places API).

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

5. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law. We retain your health information for a minimum of six years from the date of your last service with us, in compliance with Kansas state law regarding medical records.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us to keep your personal information for longer than the period of time in which users have an account with us. We retain your health information for a minimum of six years from the date of your last service with us, in compliance with Kansas state law regarding medical records.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

6. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We implement security measures including, but not limited to, encryption, firewalls, and secure software development practices. We conduct regular security audits and risk assessments to ensure the protection of your data.

However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

DATA BREACH NOTIFICATION: In the event of a data breach that results in a risk to the rights and freedoms of individuals, we will notify affected individuals and relevant authorities within 72 hours of becoming aware of the breach. This notification will include all necessary information about the extent of the breach, the data involved, possible consequences, and the measures taken to address the breach and mitigate its adverse effects. We will directly contact affected individuals if the breach is likely to result in a high risk to their rights and freedoms, using their most recent contact information on file.

We employ robust security measures to prevent data breaches and minimize potential impacts. However, should a breach occur, our priority is to restore the integrity of our systems and protect our users’ data. We also commit to reviewing our policies and practices following any breach to strengthen our data protection measures.

7. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We collect information from minors (children under the age of 18) only as part of providing medical services, under the consent and supervision of their parents or legal guardians.

We recognize the need to provide additional privacy protections when collecting personal information from children under the age of 18. In the healthcare setting, it is often necessary to collect personal information about minors during the treatment and care process. This information is collected only with the explicit consent of the parents or legal guardians, and is handled with utmost care and compliance with applicable laws.

At PTKC, Inc., we do not market to or solicit information directly from minors. When a minor is treated at our facility, it is under the account and financial responsibility of their parent or guardian. The parent or guardian assumes full responsibility for ensuring that the information provided to us about the minor is accurate and kept up to date.

If we learn that we have collected personal information from a minor without proper consent from a parent or guardian, we will take steps to remove that information from our systems as required by law. If you are a parent or guardian and become aware of any data we may have inadvertently collected from a minor, please contact us at privacy@ptkc.clinic so we can address your concerns and take appropriate actions.

8. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: You may review, change, or terminate your account at any time.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us. You have the right to access, amend, and receive an accounting of disclosures of your PHI. To exercise these rights, contact our Privacy Officer at privacy@ptkc.clinic.

This notification will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, replying “STOP” or “UNSUBSCRIBE” to the SMS messages that we send, or by contacting us. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

• Log in to your account settings and update your user account.
• Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

If you have questions or comments about your privacy rights, you may email us at privacy@ptkc.clinic.

9. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

10. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: If you are a resident of the United States, you are granted specific rights regarding access to your personal information.

What categories of personal information do we collect?

We have collected the following categories of personal information in the past twelve (12) months:

We will use and retain the collected personal information as needed to provide Services.

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:

• Receiving help through our customer support channels;
• Participation in customer surveys or contests; and
• Facilitation in the delivery of our Services and to respond to your inquiries. 

How do we use and share your personal information?

We collect and share your personal information through:

• Targeting cookies/Marketing cookies
• Social media cookies
• Beacons/Pixels/Tags

Will your information be shared with anyone else?

We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider.

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be “selling” of your personal information.

We have not sold or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. We have disclosed the following categories of personal information to third parties for a business or commercial purpose in the preceding twelve (12) months:

The categories of third parties to whom we disclosed personal information for a business or commercial purpose can be found under “WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?”

11. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO), Kristyn Craigmiles, by email at privacy@ptkc.clinic, or contact us by post at:

PTKC, Inc.
Kristyn Craigmiles
7227 W 95th St
Overland Park, KS 66212
United States

13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To review, update, or delete your personal health information, please submit a written request to our designated Privacy Officer at privacy@ptkc.clinic. We will respond to your request within 30 days.