Maxwell Massage PLLC ("we," "us," or "our") is committed to protecting the privacy of our clients and website visitors. This Privacy Policy explains what information we collect, how we use it, the service providers involved, and your choices.
1. Information We Collect
Information You Provide Directly
- Contact Information: Name, email address, phone number, and mailing address.
- Appointment Information: Preferred appointment dates and times and administrative information needed to arrange care.
- Health Intake Information: Health history and condition details collected through electronic intake forms provided by our scheduling and health-record platform, Jane, before your first visit.
- Insurance and Billing Information: Insurance details, claim information, and payment data as needed to process your appointments and claims.
- Communications: Messages you send through Jane, email, phone, text message, or fax.
Our public website does not provide a form for patient requests. For appointments, symptoms, treatment questions, records, claim documents, insurance identifiers, or other health information, use your secure Jane account or call us so we can direct you to an appropriate channel. Ordinary email and text messaging are not our secure patient portal.
Health information and other information maintained as part of your patient record are handled in accordance with applicable federal HIPAA requirements, including the HIPAA Privacy and Security Rules, and Washington’s Health Care Information Act (chapter 70.02 RCW). These laws govern how health care information is safeguarded, used, and disclosed. For the HIPAA notice that explains your patient-record privacy rights, see our Notice of Privacy Practices.
Information Collected Automatically
- Website Delivery and Security Data: Cloudflare necessarily processes technical request data, such as an IP address, request headers, and security signals, to deliver and protect this website. We do not use that information for advertising or to collect patient requests.
- Last-Minute Availability Emails: If you subscribe, we collect your email address and subscription status to send notices of open appointments. The list is hosted on systems we operate; it is not hosted by a third-party mailing-list provider. Amazon Web Services receives the recipient address and message only as needed to deliver the email reliably. We do not use email-open or link-click tracking for this list, and we never sell this information or disclose it for advertising or another company’s marketing. You can unsubscribe at any time using the link in any message.
- Analytics Data: We use Umami, a privacy-focused analytics tool hosted on a server we operate, to understand aggregate use of our website. We selected Umami because it provides basic information—such as pages visited, time spent on the site, referring site, device type, and approximate city or region—without sending browsing activity to an advertising or third-party analytics network. Umami does not use cookies or store anything on your device. It does not retain your IP address or browser user agent; those values are used momentarily to calculate a one-way daily visitor identifier. The identifier changes each day, cannot connect activity across days, and is not combined with your contact information or patient record. We previously used Google Analytics and no longer do.
2. How We Use Your Information
We use the information we collect for the following purposes:
- To schedule and manage massage therapy appointments.
- To send appointment reminders and confirmations by text message or email.
- To respond to questions and requests sent through Jane, phone, email, text, or fax.
- To process insurance claims and billing on your behalf.
- To send electronic intake forms before your visit.
- To communicate important practice updates, such as changes to hours or services.
- To email last-minute appointment availability if you have opted in. These emails describe open appointment times, are first come first served, and include an unsubscribe link.
- To maintain, secure, troubleshoot, and improve our website and services.
3. Text Messaging (SMS)
If you provide your mobile phone number and consent to receive recurring SMS messages from Maxwell Massage PLLC, we may send you:
- Appointment reminders and confirmations.
- Responses to scheduling and administrative questions you send by text.
- Practice updates relevant to your care, such as schedule changes or closures.
You may expressly opt in through the optional consent field in our patient intake process or by texting START after reviewing the program disclosure on this website. Consent is not required as a condition of service. We do not send marketing or promotional text messages. Text messaging is not our secure patient portal, and we do not use it to discuss information that law or our privacy practices require us to handle through a more secure channel. If your message requires secure communication, we will direct you to Jane. Message frequency varies. Message and data rates may apply. Reply STOP at any time to opt out or HELP for help, or call (206) 448-9407.
We maintain records of consent, including the phone number, timestamp, and method of opt in, for compliance purposes.
We do not share your phone number or text-message data with third parties for marketing or promotional purposes.
4. How We Share Information
We do not sell, rent, or trade personal information. We disclose it only as described below and only to the extent needed for the relevant purpose:
- Service Providers: Jane provides scheduling, intake forms, and health records; Claim.MD is our electronic claims clearinghouse; Google Workspace provides business email; Cloudflare provides public website hosting and security; Amazon Web Services delivers email; and Telnyx transmits text messages, voice calls, and faxes. Our website analytics and clinic communication inbox are hosted on systems we operate, so no outside analytics or inbox provider receives that data.
- Provider safeguards: We maintain written agreements and other safeguards appropriate to the service and information involved. Patient requests and protected health information are directed to systems intended for that purpose rather than the public website. Fax contents are stored on our secure servers rather than in Telnyx.
- Insurers and Claims Administrators: When you use insurance, personal injury, workers’ compensation, or VA Community Care benefits, we may disclose treatment and billing information to the insurer, claims administrator, clearinghouse, government program, or other payer as permitted or required for treatment, payment, and health care operations.
- Legal Requirements and Safety: We may disclose information when required by law, legal process, or a valid governmental request, or when permitted by law to protect a person’s health or safety.
5. Data Security
We use administrative, technical, and physical safeguards appropriate to the information involved. The public website uses HTTPS and Cloudflare security controls but is not used to collect patient requests. Health records and secure patient communications are maintained through systems intended for that purpose. Our analytics, clinic communication inbox, fax storage, and last-minute email list run on systems we operate. No internet transmission or storage system can be guaranteed to be completely secure.
6. Data Retention
We retain information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, insurance, and professional obligations. Patient and billing records are retained for the periods required by applicable law and payer requirements. Administrative messages are retained as needed to resolve the request and document the communication. Last-minute subscription information is retained while you are subscribed; after you unsubscribe, we may retain the minimum suppression record needed to honor that choice. Self-hosted analytics are retained for trend analysis and deleted when no longer needed. Backup copies may persist for a limited period before being overwritten.
7. Your Rights and Choices
Depending on the information and law that applies, you may:
- Request access to or correction of personal information we hold about you.
- Request deletion, subject to legal, payer, and professional record-retention requirements.
- Opt out of text messages by replying STOP.
- Unsubscribe from last-minute availability emails using the link in every message.
- Withdraw consent for optional communications by contacting us.
Washington consumers may have additional rights for consumer health data collected outside a patient record. See our Consumer Health Data Privacy Policy.
8. Children’s Privacy
Our services are not directed to individuals under 18 without parental or guardian involvement. We do not knowingly collect personal information online from children under 13 without authorization from a parent or guardian.
9. Third-Party Links
Our website links to external services, including Jane. Once you follow an external link, that provider’s privacy terms apply to its site. We encourage you to review them.
10. Changes to This Privacy Policy
We may update this Privacy Policy as our practices or legal obligations change. We will post the revised policy here and update the date above. If law requires notice or consent for a change, we will provide it before the change takes effect.
11. Contact Us
If you have questions about this Privacy Policy or want to exercise a privacy right, contact us:
Maxwell Massage PLLC
100 Wall Street
Seattle, WA 98121
Phone: (206) 448-9407
Text: (206) 448-9407
Email: info@maxwell-massage.com