Data Privacy & Cookie Policy

Practice Legal Name: Define Wellness and Physical Therapy, Inc. d/b/a Define Physical Therapy & Define Wellness ("Practice," "we," "us," or "our")

Website: www.definept.com

1. Commitment to Privacy & HIPAA Compliance

Define Wellness and Physical Therapy, Inc. respects your privacy and is committed to protecting your personal information. This Privacy Policy details how we collect, use, and protect data gathered through www.definept.com, as well as our third-party marketing and clinical management platforms.

Please note that protected health information (PHI) submitted for clinical treatment, evaluation, or intake is governed separately by the Health Insurance Portability and Accountability Act (HIPAA) and our Notice of Privacy Practices, which is provided directly to patients through our secure EHR intake system.

2. Information We Collect

We collect information from site visitors in two primary ways:

A. Personal Information You Voluntarily Provide

• Event Sign-Ups and Contact Forms: When you register for wellness workshops, special events, or request information via forms embedded on our website, we may collect your name, email address, phone number, and any notes you provide. These forms are powered and processed securely through HubSpot.
• Patient Intake & Online Appointments: When you schedule physical therapy appointments online, you are securely directed to our EHR portal powered by Jane App. Any health history, intake forms, or billing information submitted there is safeguarded under strict clinical privacy standards and HIPAA protocols

B. Automated Data & Website Analytics

When you browse definept.com, we automatically receive non-personally identifiable technical information through automated tracking technologies:

• Analytics Data: We use Google Analytics to collect data regarding visitor behavior, including pages visited, time spent on pages, browser type, device type, and referring websites.
• Cookies and Pixel Tags: We use cookies (small text files stored on your device) placed by HubSpot and Google Analytics to track site interactions and measure marketing campaign performance.

3. How We Use Your Data

We use the information we collect for legitimate business purposes, including:

• Scheduling appointments and managing patient inquiries.
• Sending promotional emails, newsletters, or event confirmations (via HubSpot) when you have opted-in to receive them.
• Improving website performance, navigation, and user experience through Google Analytics.
• Ensuring website security and preventing fraudulent activity.

We do not sell, rent, or trade your personal information or email addresses to third parties for their independent commercial use.

4. Cookie Consent & Choice (Opt-Out Options)

In accordance with global privacy standards, California privacy laws (CCPA/CPRA), and state-specific tracking regulations, you have control over non-essential tracking cookies on our site.

• Essential Cookies: These are strictly necessary for the technical operation of definept.com and cannot be disabled.
• Analytics & Marketing Cookies: When you visit our website, a Cookie Consent Banner (powered by HubSpot) gives you the choice to accept or decline non-essential performance and marketing cookies.
• Opting Out: You may choose "Necessary Cookies Only" on our consent banner to block tracking scripts (including Google Analytics and HubSpot marketing cookies) from firing during your visit. You can also clear or block cookies directly through your internet browser settings at any time.

5. Third-Party Service Providers

We rely on trusted third-party service providers to help run our digital operations and patient communications:

• Jane App: Manages clinical scheduling, patient accounts, and electronic health records.
• HubSpot: Hosts email communications, wellness event landing pages, and web forms.
• Google Analytics: Aggregates anonymous website traffic and usage data.

Each of these vendors operates under strict contractual obligations to maintain the confidentiality and security of data processed on our behalf.

6. California Privacy Rights (CCPA / CPRA Disclosure)

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) grant you specific rights regarding your personal information:

• Right to Know: You may request details about the categories and specific pieces of personal information we have collected about you over the past 12 months.
• Right to Delete: You may request that we delete personal information collected from you via our marketing platforms (subject to legal and record-retention exceptions).
• Right to Correct: You may request that we correct inaccurate personal information.
• Right to Opt-Out of Sale or Sharing: Define Wellness and Physical Therapy, Inc. does NOT sell your personal information or share it for cross-context behavioral advertising.

To exercise any of these rights, please contact our office directly using the contact details below.

7. Medical & Physical Therapy Disclosures: 

Physical therapy medical records collected through Jane App are retained in compliance with the California Physical Therapy Practice Act, which mandates record retention for a minimum of seven (7) years following discharge (or until one year after a minor reaches 18 years of age, but in no case less than seven years).

8. Changes to This Privacy Policy

We reserve the right to update this Privacy & Cookie Policy periodically to reflect technological changes, practice operations, or legal updates. Any revisions will be posted on this page with an updated "Effective Date."

9. Contact Information

If you have any questions regarding this Privacy Policy, your rights, or how your data is handled, please contact our Security & Compliance Officer:

Define Wellness and Physical Therapy, Inc.

Attn: Security & Compliance Officer

Website: www.definept.com

Location: Orange County, California

Contact email: Info@definept.com