Privacy Policy | MedixStaff

This Privacy Policy describes how MedixStaff ("MedixStaff," "we," "us," or "our") collects, uses, and shares information when you visit, interact with, or submit information through this website, our forms, our scheduling tools, or any related service (collectively, the "Service"). By using the Service, you agree to this Policy.

1. Information We Collect

We collect the following categories of information:

Information you submit through forms: name, work email, phone number, practice type, role, the area where a virtual medical assistant could help, and any other information you voluntarily enter.
Automatically collected technical information: IP address, approximate geographic location (country, region, city) derived from IP, device type, browser, operating system, user agent string, referring URL, pages viewed, and time stamps.
Cookies and similar technologies: first-party and third-party cookies set when you visit, including identifiers used by Meta Pixel (_fbp, _fbc), Google Analytics, and other analytics or advertising platforms.
Marketing attribution parameters: URL parameters captured from inbound traffic, including but not limited to utm_source, utm_medium, utm_campaign, utm_content, utm_term, Facebook click ID (fbclid), Google click IDs (gclid, gbraid, wbraid), TikTok click ID (ttclid), Microsoft click ID (msclkid), LinkedIn click ID (li_fat_id), and equivalents from other advertising platforms now or in the future.
Communications: any messages, emails, scheduling actions, or call recordings exchanged with us during or after your inquiry.

2. How We Use Information

We use information to:

Respond to your inquiry, qualify your practice for the service, and schedule a call.
Send service-related communications (text, email, or phone) related to your inquiry, onboarding, billing, and account servicing.
Improve the Service, including measuring conversion, analyzing user flow, and optimizing campaigns.
Attribute and report on our advertising performance with third-party platforms (including but not limited to Meta, Google, TikTok, LinkedIn, and Microsoft).
Detect and prevent fraud, abuse, spam, and security threats.
Comply with legal obligations and enforce our Terms.

3. How We Share Information

We share information with:

Service providers: hosting (Vercel), CRM and automation (GoHighLevel, n8n), analytics (Google Analytics, Vercel Analytics), advertising platforms (Meta, Google, TikTok, LinkedIn, Microsoft), scheduling (Calendly), and email/SMS providers — all engaged to perform services on our behalf and bound by contractual confidentiality.
Advertising partners: we may share hashed identifiers (such as hashed email or phone) with advertising platforms to measure ad performance, build lookalike audiences, and improve targeting via Conversions APIs and similar server-to-server integrations.
Legal and safety: if required by law, subpoena, court order, or to protect the rights, property, or safety of MedixStaff, our users, or others.
Business transactions: in connection with a merger, acquisition, financing, or sale of all or part of our business, in which case successors will be bound by this Policy.

We do not sell personal information for monetary consideration.

4. Cookies & Tracking

We use cookies and similar technologies to operate the Service, remember your preferences, measure usage, and serve and measure advertising. You can control cookies through your browser settings. Disabling cookies may affect functionality.

5. Data Retention

We retain submitted information for as long as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Marketing analytics may be retained in aggregate or de-identified form indefinitely.

6. Security

We use commercially reasonable safeguards to protect submitted information, including encryption in transit (TLS), access controls, and vendor due diligence. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. HIPAA Note

This Service is a marketing and intake tool and is not designed to receive Protected Health Information ("PHI"). Please do not submit patient names, patient health details, or PHI through these forms. When MedixStaff later provides virtual medical staffing services to your practice, our service-level agreement and Business Associate Agreement (when applicable) will govern PHI handling.

8. Your Choices

Opt out of communications: reply STOP to any text message or click the unsubscribe link in any email.
Access, correction, deletion: email us at the address below to request access to, correction of, or deletion of your information, subject to legal exceptions.
California (CCPA/CPRA): California residents may request disclosure of personal information collected and request deletion. We do not sell personal information for monetary value.
EU/UK (GDPR): if you are located in the European Economic Area or the United Kingdom, you have rights of access, rectification, deletion, restriction, portability, and objection. Our lawful basis for processing is your consent and our legitimate interest in operating our business and responding to your inquiry.

9. Children's Privacy

The Service is intended for adult business decision-makers. We do not knowingly collect information from children under 16. If you believe a child has submitted information, contact us and we will delete it.

10. International Transfers

We operate in the United States. By using the Service from outside the U.S., you consent to the transfer and processing of your information in the U.S., which may have different data protection laws than your jurisdiction.

11. Changes to This Policy

We may update this Policy from time to time. The "Last updated" date above will reflect any changes. Continued use of the Service after a change constitutes acceptance of the updated Policy.

12. Contact

Questions about this Policy or our data practices: support@medixstaff.com · (786) 891-0414.