1. Introduction
Athena AI Marketing is committed to protecting your privacy and the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and protect your information in accordance with the Health Insurance Portability and Accountability Act (HIPAA), applicable privacy laws, and industry best practices.
2. Information We Collect
We may collect the following types of information:
Personal Identifiable Information (PII): Name, phone number, email address, mailing address, date of birth.
Protected Health Information (PHI): Health concerns, treatment interests, appointment details, medical history, and any data submitted in forms or communications.
Device and Usage Information: IP address, browser type, interaction with our site or ads (via tracking pixels or cookies).
3. How We Collect Information
Information is collected through:
Website forms and surveys
Appointment scheduling tools (e.g., GoHighLevel)
SMS and email communications (via Twilio and GHL)
Meta ads and lead forms
Chatbots or AI-driven conversations
4. Use of Your Information
We use your information to:
Provide services and schedule appointments
Send appointment reminders, confirmations, and health-related information
Process payments (where applicable)
Communicate promotional offers and updates (with your consent)
Maintain compliance with legal and medical regulations
5. HIPAA Compliance
All Protected Health Information (PHI) collected is handled in full compliance with HIPAA regulations. We utilize secure, encrypted platforms such as:
GoHighLevel: HIPAA-compliant CRM and form system
Twilio: HIPAA-enabled SMS communications (Business Associate Agreement in place)
Secure Hosting: Encrypted data storage and SSL protection on all forms and data transfer
Access to PHI is restricted to authorized personnel only, and we have administrative, technical, and physical safeguards in place.
6. Sharing of Information
We respect your privacy. We will never sell, rent, trade, or share your personal or health information with any third parties for marketing or commercial purposes.
Your information may only be shared under the following limited circumstances:
With your explicit consent – for example, when referring you to a licensed medical provider or specialist as part of your care.
With trusted service providers – including platforms we use to deliver services (e.g., GoHighLevel for CRM, Twilio for HIPAA-enabled SMS, payment processors). All providers operate under strict confidentiality agreements and must be HIPAA-compliant.
To comply with legal obligations – such as court orders, subpoenas, or regulatory requirements.
To protect rights or safety – when disclosure is necessary to prevent harm or protect the rights, health, or safety of individuals or the public.
Outside of these specific situations, your data is never disclosed or shared. We implement strict access controls, encryption, and administrative safeguards to protect your information.
7. Your Rights Under HIPAA
You have the right to:
Access your PHI and personal data
Request amendments to your records
Request restrictions on certain uses and disclosures
Receive an accounting of disclosures
File a complaint if you believe your privacy rights have been violated
To exercise any of these rights, contact us at @[email protected]
8. Data Security
We implement industry-standard security practices to protect your data from unauthorized access or disclosure, including:
Encrypted forms and communication
Role-based access control
Regular security reviews and HIPAA compliance checks
9. Retention of Information
We retain your personal and health data only as long as necessary to fulfill the purposes outlined in this policy and comply with legal obligations.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website with the new effective date.
11. Contact Us
For any questions regarding this Privacy Policy or your health data, contact:
