Privacy Policy

Last updated on

Aug 10, 2026

Pain & Performance Coach

Privacy Policy

Last updated: 08/10/2026

This Privacy Policy describes how Pain & Performance Coach LLC ("the Practice," "We," "Us," or "Our") collects, uses, discloses, and protects information when you use our website, forms, and text messaging program (together, the "Service"). It also explains your rights regarding that information.

If you are a patient of the Practice, please note that this document covers our website and marketing-related data collection. It is separate from our HIPAA Notice of Privacy Practices, which governs how we use and disclose your Protected Health Information (PHI) in connection with your care. You can request a copy of our Notice of Privacy Practices at any time from our front desk or by contacting us using the information at the end of this policy.

Definitions

  • Account means a unique account created for you to access parts of the Service.

  • Practice or Company refers to Pain & Performance Coach.

  • Cookies are small files placed on your device by a website to store details of your browsing activity.

  • Personal Data means any information that relates to an identified or identifiable individual.

  • Protected Health Information (PHI) means individually identifiable health information created or received in connection with your treatment, as defined under HIPAA.

  • Service refers to the Pain & Performance Coach website, online forms, scheduling tools, and text messaging program.

  • Service Provider means a company or individual that processes data on our behalf, such as a scheduling platform, texting platform, or analytics provider.

  • Usage Data refers to information collected automatically through your use of the Service, such as pages visited or time spent on a page.

  • You means the person using the Service.

Information We Collect

Personal Data You Provide

When you fill out a form, request an appointment, or sign up for text updates, we may collect:

  • Name

  • Email address

  • Phone number

  • Any health-related details you choose to share with us before becoming a patient (for example, in an intake form)

Protected Health Information

Once you become a patient, information related to your evaluation, diagnosis, treatment, and progress becomes Protected Health Information and is handled under HIPAA and our Notice of Privacy Practices, not this website policy. We do not use PHI for marketing or advertising purposes without your written authorization, as required by HIPAA.

Usage Data

We automatically collect certain information when you visit our website, including your IP address, browser type, pages viewed, time spent on those pages, and similar diagnostic data.

Text Messaging Data

If you opt in to receive text messages from us (for appointment reminders, scheduling, or promotional offers), we collect your mobile phone number and your consent status. Details about our text messaging program are below.

Text Messaging (SMS) Program

By opting in to our text messaging program, you agree to receive text messages from Pain & Performance Coach related to appointment reminders, scheduling, account updates, and, if you have agreed to it, promotional offers.

  • Message frequency varies depending on your interactions with us and your appointment schedule.

  • Message and data rates may apply, depending on your mobile carrier and plan.

  • You can opt out of text messages at any time by replying STOP to any message you receive from us. After you opt out, you will receive one confirmation message and no further messages unless you opt back in.

  • For help, reply HELP to any message, or contact us using the information at the end of this policy.

  • Carriers are not liable for delayed or undelivered messages.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All text messaging originator opt-in data and consent will not be shared with any third parties, regardless of the category of information, except as necessary to provide the messaging service itself (for example, through our SMS platform provider) or as required by law.

How We Use Your Information

We do not ever sell your personal data and we never will.

We may use the information described above to:

  • Provide, operate, and maintain the Service

  • Schedule and manage appointments

  • Send appointment reminders and account-related communications

  • Respond to your questions or requests

  • Send you news, offers, or updates about the Practice, if you have opted in to receive them

  • Monitor and improve the performance and security of our website

  • Comply with legal or regulatory requirements

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate our website and understand how it is used.

Necessary Cookies

Session cookies that let you use core features of the site, such as logging in or submitting a form.

Preference Cookies

Persistent cookies that remember choices you make, such as your preferred language.

Analytics Cookies

Persistent cookies that help us understand how visitors use our site so we can improve it.

You can set your browser to refuse cookies, though some parts of the Service may not work properly without them.

How We Share Your Information

We do not sell your Personal Data. We may share information in the following circumstances:

  • Service Providers: Companies that help us operate the Service, such as scheduling software, our text messaging platform, email providers, or website analytics tools. These providers are contractually limited to using your information only to provide services to us.

  • Legal requirements: When required by law, court order, or valid request from a government authority.

  • Business transfers: If the Practice is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, and you will be notified before it becomes subject to a different privacy policy.

  • Protection of rights and safety: When we believe in good faith that sharing is necessary to protect the rights, property, or safety of the Practice, our patients, or the public.

As stated above, mobile opt-in and consent data collected through our text messaging program is never shared with third parties for marketing purposes.

HIPAA Compliance and Safeguards

Because we handle Protected Health Information as part of patient care, we maintain administrative, physical, and technical safeguards designed to protect that information, consistent with the HIPAA Security Rule. This includes:

  • Limiting access to PHI to staff who need it to perform their job duties (the minimum necessary standard)

  • Requiring Business Associate Agreements with vendors who may access PHI on our behalf, including our scheduling and text messaging platforms where applicable

  • Using secure, access-controlled systems to store patient records

  • Training staff on privacy and security obligations

  • Following breach notification procedures required under HIPAA if a breach of unsecured PHI occurs

Your Rights Regarding Protected Health Information

If you are a patient, you have the right to:

  • Request access to and a copy of your medical records

  • Request an amendment to your records if you believe information is incorrect or incomplete

  • Request an accounting of certain disclosures of your PHI

  • Request restrictions on certain uses or disclosures of your PHI

  • Request confidential communications by an alternative method or location

  • File a complaint with us or with the U.S. Department of Health and Human Services if you believe your privacy rights have been violated, without fear of retaliation

These rights, and how to exercise them, are described in full in our HIPAA Notice of Privacy Practices, available upon request.

Data Retention

We retain Personal Data collected through our website only as long as necessary for the purposes described in this policy, or as required by law. Medical records are retained according to Oregon's medical record retention requirements and our internal record retention policy. Usage Data is generally retained for a shorter period unless needed for security, functionality, or legal reasons.

Data Transfer

Your information may be processed on servers located outside of Oregon or the United States, depending on the vendors we use. When this happens, we take reasonable steps to ensure your data continues to receive an appropriate level of protection.

Data Security

We use commercially reasonable measures to protect your information. No method of transmission over the internet or electronic storage is completely secure, so we cannot guarantee absolute security.

California Privacy Rights

California residents with an established relationship with us may request information once a year about how we have shared their Personal Data with third parties for direct marketing purposes, under California's Shine the Light law. California residents under 18 who are registered users of the Service may request removal of content they have publicly posted by contacting us.

Children's Privacy

Our Service is not directed to children under 13, and we do not knowingly collect Personal Data from children under 13 without parental consent. If we learn we have collected such information without appropriate consent, we will take steps to delete it.

Links to Other Websites

Our Service may contain links to third-party websites we do not operate. We are not responsible for the privacy practices of those sites and encourage you to review their policies before providing any information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the "Last updated" date above. Significant changes will also be communicated by email or a notice on our website prior to taking effect.

Contact Us

If you have questions about this Privacy Policy, our text messaging program, or your privacy rights, please contact us:

  • Website: www.painperformancecoach.com

  • 971-364-0909

  • team@painperformancecoach.com

  • 2900 SE Cornelius Pass Rd, Suite 103, Hillsboro, OR 97129