PRIVACY POLICY
Last Updated: March 12, 2025
SMS COMMUNICATIONS AND A2P VERIFICATION PRIVACY POLICY
We collect, use and are responsible for certain personal information about you. When we do so we are subject to various laws in the United States and the General Data Protection Regulation which applies across the European Union (including in the United Kingdom), and we are responsible as “controller” of that personal information for the purposes of those laws.
Key Terms
We, us, our | Swann Medical Injury Chiro and Rehab Our representative | help@swannmedical.com Personal information | Any information relating to an identified or identifiable individual
Personal Information We Collect About You
We may collect and use the following personal information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household:
| Categories of Personal Information | Specific Types of Personal Information Collected |
| Identifiers | Your real name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, phone number, or other similar identifiers |
| Personal Information Categories | Your name, signature, physical characteristics, address, telephone number, insurance policy number, medical information, health insurance information |
| Protected Classifications | Age, medical condition, physical or mental disability (as relevant to your treatment) |
| Commercial Information | Records of services purchased, obtained, or considered |
| Internet Activity | Information regarding your interaction with our website, application, or advertisement |
| Geolocation Data | General location data for appointment scheduling |
| Audio/Visual Information | Images or recordings from office visits when applicable |
| Professional Information | Employment information when relevant to treatment or insurance |
| Health Information | Medical history, treatment plans, diagnostic information, and other health-related data protected under HIPAA |
| Inferences | Inferences drawn from any of the information identified above to create a profile about you reflecting your health needs and preferences |
This personal information is required to provide healthcare services to you, to communicate about your care, and to process insurance claims. If you do not provide personal information we ask for, it may delay or prevent us from providing medical services to you.
How Your Personal Information is Collected
- Directly from you when you provide information in person, over the phone, or through digital forms
- From healthcare providers with your consent
- From your insurance provider as permitted by law
- From publicly accessible sources (when applicable)
- From cookies and similar technologies on our website
- Through SMS communications when you opt in to our messaging program
- Through A2P verification processes when you verify your identity
How and Why We Use Your Personal Information
Under data protection law, we can only use your personal information if we have a proper reason for doing so, e.g.:
- To comply with our legal and regulatory obligations;
- For the performance of our contract with you or to take steps at your request before entering into a contract;
- For our legitimate interests or those of a third party; or
- Where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal information for and our reasons for doing so:
| What we use your personal information for | Our reasons |
| To provide healthcare services and communicate about your care | For the performance of our contract with you; To comply with our legal and regulatory obligations; For your vital interests |
| Sending appointment reminders and care instructions via SMS | For the performance of our contract with you; With your consent |
| Verifying your identity through A2P verification | To comply with our legal and regulatory obligations; For our legitimate interests and your security |
| Processing insurance claims | For the performance of our contract with you; To comply with our legal and regulatory obligations |
| Complying with HIPAA and other healthcare regulations | To comply with our legal and regulatory obligations |
| Improving our services and communication methods | For our legitimate interests |
| Marketing our services | With your consent; For our legitimate interests |
| Ensuring the security of your health information | To comply with our legal and regulatory obligations; For our legitimate interests |
SMS Program Details
Opting In
You can opt in to our SMS communications by:
- Texting a keyword (such as “SWANN”) to our short code
- Checking the appropriate box during appointment scheduling
- Providing consent through our website forms
- Verbally consenting during a conversation with our staff
Message Frequency
Message frequency varies depending on your appointment schedule and treatment plan. Standard message and data rates may apply.
Message Content
We may send you:
- Appointment reminders
- Treatment instructions
- Follow-up care information
- Prescription notifications
- Insurance and billing updates
- Health and wellness information
- Practice updates and announcements
Opting Out
You may opt out of our SMS communications at any time by:
- Texting “STOP” to our short code
- Replying “STOP” to any of our messages
- Contacting us directly at privacy@swannmedical.com
- Informing our staff during your visit
A2P Verification Process
We use Application-to-Person (A2P) verification to:
- Verify your identity when scheduling appointments online
- Confirm your phone number ownership
- Protect your personal health information
- Prevent unauthorized access to your account
- Comply with healthcare security regulations
The A2P verification process typically involves:
- Entering your phone number on our website or app
- Receiving a one-time verification code via SMS
- Entering that code to confirm your identity
Sharing Your Personal Information
We may share your personal information with:
- Healthcare providers directly involved in your care
- Your insurance company for billing purposes
- Service providers that help us operate our SMS programs and A2P verification processes
- Third parties as required by law or to comply with legal processes
- Business partners with your explicit consent
All sharing of your health information is conducted in compliance with HIPAA and other applicable healthcare privacy laws. We do not sell your personal information to third parties.
Data Security
We implement appropriate technical and organizational measures to protect your information from unauthorized access, disclosure, alteration, and destruction. Our security measures comply with HIPAA requirements and other healthcare data protection standards. However, no security system is impenetrable, and we cannot guarantee the absolute security of your information.
Data Retention
We retain your personal information in accordance with applicable laws and regulations, including HIPAA, which generally requires us to maintain healthcare records for at least 6 years. The verification codes sent through our A2P process are temporary and expire after a short period.
Your Rights
Depending on your location, you may have certain rights regarding your personal information, including:
- The right to access the information we hold about you
- The right to request correction of inaccurate information
- The right to request deletion of your information (subject to legal requirements)
- The right to request restrictions on how we use your information
- The right to receive an electronic copy of your health records
- The right to withdraw consent to processing
- The right to lodge a complaint with a supervisory authority
To exercise these rights, please contact us using the information provided below.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The updated version will be indicated by an updated “Last Updated” date. We encourage you to review this Privacy Policy periodically.
Contact Us
If you have any questions or concerns about this Privacy Policy or our SMS communications practices, please contact us at:
Swann Medical Injury Chiro and Rehab
Privacy Officer
508 S. Habana Ave, Suite 100
Tampa, FL 33609
Email: Help@swannmedical.com
Phone: (813) 253-5969
Carrier-Specific Information
Participating carriers include: AT&T, Verizon Wireless, Sprint, T-Mobile, U.S. Cellular, Boost Mobile, MetroPCS, Virgin Mobile, and others. Carriers are not liable for delayed or undelivered messages.
Compliance with Laws and Regulations
Our SMS program and A2P verification processes comply with applicable laws and regulations, including but not limited to:
- The Health Insurance Portability and Accountability Act (HIPAA)
- The Telephone Consumer Protection Act (TCPA)
- The CAN-SPAM Act
- Federal Communications Commission (FCC) regulations
- Cellular Telecommunications Industry Association (CTIA) guidelines
Special Notice Regarding Health Information
As a healthcare provider, we are subject to the requirements of the Health Insurance Portability and Accountability Act (HIPAA). This Privacy Policy addresses our SMS and A2P verification practices specifically and supplements our HIPAA Notice of Privacy Practices, which provides more comprehensive information about how we handle your protected health information. You may request a copy of our HIPAA Notice of Privacy Practices at any time.
Children Under the Age of 13
Our services and SMS communications are not intended for children under 13 years of age without parental consent. If you are under 13, a parent or legal guardian must provide consent before we collect any information from you or send you any SMS communications. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13 without proper consent, please contact us immediately.
Accessibility
If you would like this privacy policy in another format (for example: audio, large print, braille) please contact us using the contact information provided above.