Privacy Policy

1. Introduction

Med Matrix ("we," "us," or "our") operates the website medmatrixusa.com and provides functional medicine and medical aesthetics care from our office at 198 Maine Mall Road, South Portland, Maine. We work with patients 18 and older who have a physical address in Maine or New Hampshire. This Privacy Policy explains how we collect, use, share, and protect the information you give us through this website and our intake and booking forms. The medical records we keep about patients are also governed by our HIPAA Notice of Privacy Practices.

2. Information We Collect

We collect the information you choose to give us, plus limited technical information about your visit:

• Contact details: Your name, email address, and phone number, which you enter on our practice guide, application, and booking forms.
• Health information you submit: On our application form (/get-started) you may tell us your symptoms, health concerns, past treatments, health focus areas and goals, whether you live in Maine or New Hampshire, and whether you are ready to invest in care. On our booking form (/booking) you may select the health goals you want to work on. You provide this voluntarily so we can match you with a provider and prepare for your visit.
• Scheduling details: The date and time you select for a discovery call, and your acknowledgement that we do not accept insurance.
• Usage and device data: Pages you view, how you navigate the site, your browser type, operating system, IP address, and similar technical details.
• Marketing link data: If you arrive from one of our ads or links, your name, email, and phone may be passed through the web address (UTM or query parameters) to pre-fill a form, and we may record which campaign sent you.

3. How We Use Your Information

• To respond to your inquiry and send the free practice guide you requested
• To match you with the appropriate provider and prepare for your appointment
• To schedule your discovery call and confirm appointment details
• To contact you, by phone, text message, and email, about your inquiry, appointments, and care (see Section 4)
• To operate, secure, and improve the website and the patient experience
• To meet our legal, tax, and recordkeeping obligations

4. Calls, Text Messages, and Email

When you submit a form and give us your phone number, you consent to receive calls, text messages (SMS), and emails from Med Matrix at the number and email you provided, including messages sent using automated technology, about your inquiry, appointments, and care. Some of these messages are part of an automated follow-up sequence run through our customer relationship management platform.

Consent to receive text messages is not a condition of becoming a patient or purchasing any service. Message and data rates may apply, and message frequency varies. You can opt out of text messages at any time by replying STOP, opt out of marketing emails using the unsubscribe link, or ask us to stop contacting you by emailing info@medmatrixusa.com. We will still send messages needed to complete a request you have made.

5. Cookies, Analytics, and Your Choices

When you first visit, a banner asks you to accept or decline analytics. We load the following only if you accept. If you decline, or until you make a choice, we do not load them:

• Google Tag Manager: Manages our measurement tags and may load additional Google measurement tools we have configured.
• Microsoft Clarity: Records anonymized session replays and heatmaps so we can see where visitors get stuck and improve the site.
• Vercel Analytics: Counts page views and basic traffic patterns.

Two services load regardless of this choice because they are needed for the site to function. Google reCAPTCHA loads when you submit a form, to protect against spam and abuse; its use is subject to Google's Privacy Policy and Terms of Service. Pages with embedded videos load content and thumbnails from YouTube (a Google service) when that content loads, which allows Google to set cookies and collect viewing data under Google's privacy policy.

You can change your analytics choice at any time by clearing this site's cookies and local storage in your browser, which brings the banner back. You can also control or block cookies through your browser settings.

6. Third-Party Services and Data Sharing

We share information only with the service providers that help us run the practice, and only as needed:

• GoHighLevel (LeadConnector): Our customer relationship management platform. When you submit a form, the information goes to GoHighLevel, where we store your contact details and the health goals, focus areas, and notes you provided, and manage our follow-up and scheduling.
• Google: Tag Manager and reCAPTCHA (above), and embedded YouTube videos.
• Microsoft Clarity: Session replay and heatmaps (above).
• Vercel: Hosts the website and provides traffic analytics.

We do not sell your personal information for money. We do not collect payment card details through this website. We may disclose information if required by law or to protect the safety of our patients, staff, or the public.

7. Data Retention

We keep the information you submit for as long as we need it to respond to your inquiry, provide and document your care, and meet our legal, tax, and recordkeeping obligations, after which we delete or de-identify it. If you booked a discovery call, some contact details are also stored in your own browser so we can recognize you and apply your new-patient credit on return visits; you can clear these by clearing this site's data in your browser.

8. Data Security

We use reasonable measures to protect your information from unauthorized access, alteration, disclosure, or destruction, and the site uses HTTPS encryption for all data transmission. No method of electronic transmission or storage is completely secure, so we cannot guarantee absolute security.

9. Your Privacy Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of marketing calls, texts, and emails
• Decline analytics, or withdraw a prior acceptance, as described in Section 5

To exercise any of these rights, email info@medmatrixusa.com or use the contact details below. We may need to verify your identity before we act on a request.

10. Maine and New Hampshire Resident Rights

Because we serve residents of Maine and New Hampshire, you may have additional rights under your state's privacy laws, including the right to access, correct, or delete your information and to opt out of the sale of personal data or its use for targeted advertising. We do not sell your personal information, and we do not currently use it for cross-context behavioral advertising. To make a state privacy request, email info@medmatrixusa.com with your name and the request. We will respond within the time your state law allows and will not discriminate against you for exercising these rights.

11. Protected Health Information

The medical information we collect and keep as your healthcare provider is protected health information under the Health Insurance Portability and Accountability Act (HIPAA). How we use and disclose it, and your rights over it, are described in our HIPAA Notice of Privacy Practices. Where HIPAA and this Privacy Policy differ for that information, the HIPAA Notice controls.

12. Children's Privacy

Our website and services are intended only for adults. We work exclusively with patients 18 years of age and older who have an address in Maine or New Hampshire, and we do not knowingly collect personal information from anyone under 18.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

14. Contact Us

If you have questions about this Privacy Policy or want to exercise your rights, contact us: