1. Introduction
Promoting Media ("Company," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website promotingmedia.com (the "Website") or engage our services.
Promoting Media is an online service provider specializing in digital marketing services for healthcare practices, including Answer Engine Optimization (AEO), website design, and local search optimization. We operate remotely and serve clients nationwide throughout the United States.
By accessing our Website or using our services, you consent to the practices described in this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Website or use our services.
2. Information We Collect
2.1 Personal Information You Provide
We collect personal information that you voluntarily provide to us when you express interest in our services, contact us through our Website, or engage us for services. This information may include your name, email address, phone number, business name and address, job title or role, billing and payment information, and any other information you choose to provide in communications with us.
2.2 Information Collected Automatically
When you visit our Website, we automatically collect certain information about your device and your visit. This information may include your IP address, browser type and version, operating system, referring URLs, pages viewed on our Website, time and date of your visit, time spent on pages, and other diagnostic data. We collect this information using cookies, web beacons, and similar tracking technologies as described in Section 6 below.
2.3 Information from Third Parties
We may receive information about you from third parties, including business partners, marketing partners, analytics providers, and publicly available sources. This information may be combined with other information we collect about you.
2.4 Client-Provided Business Information
When you engage our services, you may provide us with information about your medical practice or healthcare business, including practice details, service offerings, staff information, and content for your website or marketing materials. This information is used solely for the purpose of providing the services you have requested.
3. How We Use Your Information
We use the information we collect for various purposes, including to provide, operate, and maintain our Website and services, to process and complete transactions, to respond to your inquiries and provide customer support, to send you marketing and promotional communications (with your consent where required), to improve our Website and services, to analyze usage patterns and trends, to detect, prevent, and address technical issues and security threats, to comply with legal obligations, and to enforce our Terms and Conditions.
3.1 Legal Basis for Processing (For EEA/UK Visitors)
If you are located in the European Economic Area (EEA) or United Kingdom (UK), our legal basis for collecting and using your personal information depends on the specific context. We process your information based on your consent, where you have given clear consent for a specific purpose. We also process information for performance of a contract, when processing is necessary for a contract with you. Additionally, we process data to comply with legal obligations and for our legitimate interests, such as improving our services and marketing, provided these interests are not overridden by your rights.
4. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
4.1 Service Providers
We may share your information with third-party vendors, consultants, and service providers who perform services on our behalf, such as payment processing, email delivery, hosting, analytics, and customer service. These service providers are contractually obligated to use your information only for the purposes of providing services to us and to maintain appropriate security measures.
4.2 Business Transfers
If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of company assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your personal information.
4.3 Legal Requirements
We may disclose your information where required to do so by law or in response to valid requests by public authorities (such as a court or government agency), to protect and defend our rights or property, to prevent or investigate possible wrongdoing in connection with our services, to protect the personal safety of users or the public, and to protect against legal liability.
4.4 With Your Consent
We may share your information for other purposes with your consent or at your direction.
5. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. The retention period may vary depending on the context of the processing and our legal obligations.
For clients, we retain project files and related information for a period of three (3) years after the conclusion of services, unless a longer retention period is required by law or requested by you. After this period, we will securely delete or anonymize your personal information.
6. Cookies and Tracking Technologies
6.1 What Are Cookies
Cookies are small text files that are stored on your device when you visit a website. They are widely used to make websites work more efficiently and to provide information to website owners.
6.2 How We Use Cookies
We use cookies and similar tracking technologies for essential cookies necessary for the Website to function properly, analytics cookies to understand how visitors interact with our Website, and marketing cookies to deliver relevant advertisements and track their effectiveness. We may use services such as Google Analytics to help us understand Website usage. These services may collect information about your use of our Website and other websites.
6.3 Your Cookie Choices
Most web browsers are set to accept cookies by default. You can usually modify your browser settings to decline cookies if you prefer. However, removing or rejecting cookies may affect the availability and functionality of our Website. You can also opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
6.4 Do Not Track Signals
Some browsers have a "Do Not Track" feature that signals to websites that you do not want to have your online activity tracked. Our Website does not currently respond to Do Not Track signals.
7. Data Security
We implement appropriate technical and organizational security measures designed to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit using SSL/TLS technology, secure storage of data with access controls, regular security assessments and updates, and employee training on data protection practices.
However, no method of transmission over the Internet or electronic storage is completely secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. You are responsible for maintaining the confidentiality of any account credentials and for any activity that occurs under your account.
8. Your Privacy Rights
8.1 General Rights
Depending on your location, you may have certain rights regarding your personal information, including the right to access and obtain a copy of your personal information, the right to correct inaccurate personal information, the right to request deletion of your personal information, the right to opt out of marketing communications, and the right to withdraw consent where processing is based on consent.
8.2 California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA). These include the right to know what personal information we collect, use, disclose, and sell, the right to delete personal information we hold about you, the right to opt out of the sale or sharing of personal information (note: we do not sell personal information), the right to correct inaccurate personal information, the right to limit use of sensitive personal information, and the right to non-discrimination for exercising your privacy rights.
To exercise these rights, please contact us using the information provided in Section 14. We will respond to your request within 45 days. You may designate an authorized agent to make a request on your behalf.
8.3 Virginia, Colorado, Connecticut, and Other State Rights
Residents of Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws may have similar rights to access, correct, delete, and opt out of certain processing activities. Please contact us to exercise these rights.
8.4 European Economic Area and UK Rights
If you are located in the EEA or UK, you have rights under the General Data Protection Regulation (GDPR) or UK GDPR, including the right of access, right to rectification, right to erasure ("right to be forgotten"), right to restrict processing, right to data portability, and right to object to processing. You also have the right to lodge a complaint with a supervisory authority. To exercise these rights, please contact us using the information provided in Section 14.
8.5 Opting Out of Marketing Communications
You may opt out of receiving marketing emails from us by clicking the "unsubscribe" link in any marketing email or by contacting us directly. Please note that even if you opt out of marketing communications, we may still send you transactional or service-related communications.
9. Healthcare Information and HIPAA
Promoting Media provides services to healthcare practices but is not a healthcare provider and does not provide medical services. We are not a covered entity under the Health Insurance Portability and Accountability Act (HIPAA).
Important: Our Website and services are not intended to collect Protected Health Information (PHI) from patients. If you are a patient seeking medical information or services, please contact your healthcare provider directly.
For our healthcare practice clients: We do not require access to patient PHI to perform our services. If your engagement with us requires the sharing of PHI, we will execute a Business Associate Agreement (BAA) before any such information is shared. Please do not submit any PHI through our Website contact forms or general communications.
10. Third-Party Links and Services
Our Website may contain links to third-party websites, services, or applications that are not operated by us. This Privacy Policy does not apply to third-party sites. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policies of any third-party sites you visit.
11. Children's Privacy
Our Website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal information from a child under 18 without verification of parental consent, we will take steps to remove that information from our servers.
12. International Data Transfers
Our operations are based in the United States, and your information may be processed and stored in the United States. If you are accessing our Website or services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country. By using our Website or services, you consent to the transfer of your information to the United States.
For transfers from the EEA or UK, we implement appropriate safeguards such as Standard Contractual Clauses approved by the European Commission to ensure your personal information is protected.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will post the updated Privacy Policy on this page and update the "Last Updated" date at the top of this Privacy Policy.
For material changes, we will provide notice through our Website or by sending you an email (if we have your email address). We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
14. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Promoting Media
Website: promotingmedia.com
Email: [Insert Email Address]
Phone: [Insert Phone Number]
For privacy-specific inquiries, you may also email us at: [Insert Privacy Email, e.g., privacy@promotingmedia.com]
15. California-Specific Disclosures
The following disclosures are provided pursuant to California law:
15.1 Categories of Personal Information Collected
In the past 12 months, we have collected the following categories of personal information: identifiers (name, email address, phone number, IP address), commercial information (services purchased, payment history), internet or network activity (browsing history, interactions with our Website), and professional information (business name, job title).
15.2 Sources of Personal Information
We collect personal information directly from you, automatically through your use of our Website, and from third-party sources such as analytics providers.
15.3 Business Purpose for Collection
We collect personal information for the business purposes described in Section 3 of this Privacy Policy, including providing services, processing transactions, marketing, and improving our Website and services.
15.4 Sale or Sharing of Personal Information
We do not sell personal information. We do not share personal information for cross-context behavioral advertising purposes.
15.5 Sensitive Personal Information
We do not collect sensitive personal information as defined under California law, except for account login credentials which are used only for providing services.
LEGAL NOTICE: This document is provided as a template and does not constitute legal advice. Privacy laws vary by jurisdiction and are subject to change. We strongly recommend having this Privacy Policy reviewed by a qualified attorney familiar with data protection law before implementation. You may need to customize this policy based on your specific data collection and processing practices.
