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Privacy policy for ClinicRankPro, Georgetown, TX
This policy explains what ClinicRankPro collects from website visitors and clients, how we use it, who we share it with, and how to exercise your rights. The short version: we collect business contact details and business data, never patient information; we use it to reply and deliver the work; and we do not sell it.
Reviewed by [OWNER NAME], last reviewed 16 September 2026. Effective [DATE].
Who is responsible for your information?
ClinicRankPro, operated by [LEGAL ENTITY NAME] at [BUSINESS ADDRESS], Georgetown, Texas. We are a local SEO and AI search agency for clinics in Texas, run by [OWNER NAME].
What do we collect from website visitors?
Two things: form entries and site analytics.
- Forms. Your name, practice name, website, email, phone, and your answers to questions about the practice: services, goals, budget range, who manages your accounts. Newsletter opt-in is unchecked by default.
- Analytics. Google Analytics 4 records pages visited, approximate location, device and browser type, and the source of the visit. GA4 does not log or store full IP addresses. Form contents and personal identifiers are never sent to it.
We never collect patient information. No form asks for it and no field is meant for it. Please do not use our forms or email to send anything about a patient. If it arrives by mistake, we delete it and tell you. See our HIPAA statement.
What do we collect from clients?
Business data only: practice name, address, phone, hours, services, providers and credentials, insurance list, website content, public reviews, rankings, and analytics for your website and Google Business Profile. We access your accounts as a manager, not an owner, and you can remove us at any time. We never receive patient records, appointment data, or anything from your booking or health record systems.
How do we use it?
- To reply to you and produce the report you asked for
- To deliver the services in a client’s agreement: audits, content, profile management, monthly reports
- To draft report narratives, review replies and emails with AI assistance through a private gateway we host, with a person reviewing everything before it is sent. Contact details are stripped before any data reaches a model. See the AI Use Policy
- To send the monthly newsletter, only if you opted in; every email has an unsubscribe link
- To invoice clients and keep the records tax law requires
Who do we share it with?
Only the service providers that run our tools, each acting on our instructions. We do not sell personal information, and we do not share it for cross-context behavioral advertising.
| Provider | Purpose | What it receives |
|---|---|---|
| [HOSTING PROVIDER] | Website hosting and backups | Form submissions, site data |
| [EMAIL PROVIDER] | Email and newsletter delivery | Name, email, message content |
| [CRM PROVIDER] | Contact records | Name, practice, email, phone |
| FetchSERP | Search ranking data | Practice name, website, city (public business data only) |
| Google (PageSpeed Insights, Analytics) | Site speed tests, analytics | Website URLs, anonymized usage data |
| Self-hosted LLM gateway with [MODEL PROVIDERS] behind it | AI-assisted drafting | Public business data and our audit data; never contact details or patient data |
| [PAYMENT PROVIDER] | Client invoicing | Billing name and payment details, under its own policy |
We may also disclose information when the law requires it, or to a successor if the business is sold; this policy would still apply.
How long do we keep it?
- Prospects: 12 months from the last contact, unless you become a client.
- Clients: the term of the engagement plus 24 months, so we can answer questions after handover. Invoices are kept as long as tax law requires.
- Analytics: the GA4 retention period we have set, [14 months].
- Newsletter: until you unsubscribe.
How do we protect it?
Least-privilege access to client accounts, a password manager, two-factor authentication everywhere, encrypted transport, encryption at rest through our host, and a web application firewall. The full list is on the Security page. No method is perfect; if we learn of a breach affecting your information, we tell you promptly.
What are your rights?
Whoever you are and wherever you live, you can email [EMAIL] and ask us to:
- Access what we hold about you
- Correct anything that is wrong
- Delete it, except what we must keep by law or to finish a contract
- Opt out of marketing at any time, by the unsubscribe link or by email
We answer within 45 days, may ask you to confirm your identity first, and never treat you differently for exercising a right.
Do Texas or California privacy laws apply?
The Texas Data Privacy and Security Act (TDPSA, passed as Texas HB 4) gives Texas residents rights to access, correct, delete and port their personal data, and to opt out of targeted advertising, sale, and profiling. [ATTORNEY] As a small business, we may fall outside most TDPSA obligations, but we honor these rights regardless. If we deny a request you can appeal by email, and we will answer the appeal within 60 days. If the appeal is denied you may contact the Texas Attorney General.
The California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA) gives California residents further rights. [ATTORNEY] We do not believe we meet the CCPA’s business thresholds, but we honor the rights anyway. The categories of information we collect, our sources and purposes, and how to submit a request are on our California Privacy Notice.
What cookies does this site use?
- Essential cookies: set by WordPress and the form plugin so pages and forms work. No consent needed.
- Analytics cookies: set by Google Analytics 4 only after you accept them in the consent banner. Decline and the site works the same.
- Advertising cookies: none. If that changes, this policy is updated first.
Change your choice at any time from the cookie link in the footer. We honor Global Privacy Control signals as an opt-out of analytics cookies.
Is this site for children?
No. This site is for clinic owners and managers and is not directed at anyone under 18. We do not knowingly collect information from minors. If a minor has sent us information, email [EMAIL] and we will delete it.
How will we tell you about changes?
Changes are posted here with a new “last reviewed” date. If a change affects how information already collected is used, we email the people affected before it takes effect.
How do you contact us?
Email [EMAIL], write to [LEGAL ENTITY NAME], [BUSINESS ADDRESS], Georgetown, Texas, or use the contact page. Related pages: Terms and Conditions, HIPAA Statement, California Privacy Notice, AI Use Policy, Security, how we handle compliance.
Frequently asked questions
Does this website collect patient information?
No. The forms ask for business contact details only: your name, practice, email, phone, website, and questions about your practice. Please do not enter any patient information. If any arrives by mistake it is deleted and you are told.
What analytics do you use?
Google Analytics 4, configured not to receive form contents or personal identifiers. It records pages visited, approximate location, device type and how you arrived. GA4 does not store full IP addresses. You can opt out with the Google Analytics opt-out browser add-on or by blocking analytics cookies in the consent banner.
Do you sell my information?
No. We do not sell personal information and we do not share it for cross-context behavioral advertising. Information goes only to the service providers that run our tools, and only so they can run them.
Is my information sent to AI models?
Public business data about a practice may be. Your name, email and phone are stripped before anything reaches a model. Models run through a private gateway we host. See the AI Use Policy.
How long do you keep prospect information?
Twelve months from the last contact if you do not become a client. Client information is kept for the term of the engagement and 24 months after it ends, unless tax or contract law requires longer.
Can I ask what you hold about me?
Yes. Email [EMAIL] and we will send what we hold, correct it, or delete it. Requests are answered within 45 days.