Last Updated: July 7, 2026
This online Privacy Policy (the “Policy”) describes how Olympia Orthopedic Associates PLLC and its affiliates (collectively, “Oly Ortho,” “we,” “us,” or “our”) collect, use, disclose, and secure the personal information we gather about you through our website at https://www.olyortho.com (the “Site”), when you use our apps, and when you otherwise interact with us (collectively, the “Services”).
For purposes of this Policy, “personal information” means data that classifies as personal information, personal data, personally identifiable information, or similar terms under applicable data privacy and security laws and regulations. It does not include data excluded or exempted from those laws and regulations, such as aggregated, anonymized, or deidentified data. Nothing in this Policy will constitute an admission or evidence that any particular data privacy or information security law or regulation applies to us generally or in any specific context.
In providing our Services, we may collect personal information on behalf and as a service provider for third parties. This Policy does not govern any information we collect on behalf of third parties, and you should consult their privacy policies to become familiar with their data collection and usage practices.
By accessing, browsing, downloading, or otherwise using the Services, you confirm that you have read, understood, and agreed with this Policy. Beyond this Policy, your use of the Services is subject to our Terms of Use. If you do not agree to this Policy or our Terms of Use, you may not use the Services.
This Policy and the Terms of Use apply regardless of how the Services are accessed and will cover any technologies or devices by which we make the Services available to you.
If you have any questions or concerns about our personal information policies or practices, you can contact us in the methods described in the “Contact Us” section of this Policy.
We collect information you voluntarily provide directly to us, information that we collect automatically when you interact with the Services, and information collected from third parties. The categories of personal information that we collect and the purposes for which we collect that information are described below.
The following list describes the categories of personal information we may collect directly from you:
Account Information. We collect name, phone number, address, email, login credential, and password when you sign up for certain Services that require an account, such as our rewards program. We use this information to provide the Services, for administrative purposes, and for marketing and advertising our products and services.
Billing and Insurance Information. We, or a payment processor acting on our behalf, collect name, billing address, phone number, debit or credit card information, purchase history, or other payment processing information when you book a reservation or make other purchases through the Services. We may also collect information related to your health insurance policy or plan. We use this information to provide the Services and for administrative purposes.
Booking Information. We collect appointment dates and times, scheduling preferences, consultation types, provider selections, and appointment history when you schedule telehealth consultations or other appointments through our platform. We use this information to provide the Services and for administrative purposes.
Chat Information. We collect contents of the conversation when you engage with the Site’s chatbot. If you interact with the chatbot on the Site we may record the conversation. Please note that the chatbot may sometimes be an automated program and not a real person and information relating to your communications may be shared with our service provider.
Contact Information. We may collect first name, last name, mailing address, phone number, and email address when you when you request information from us or fill out a form on the Site or that we otherwise provide. We use this information to provide the Services, for administrative purposes, and to market and advertise our products and services.
Demographic Information. We collect information such as age, gender, race, and ethnicity when you provide it through intake forms, surveys, or account settings. We use this information to provide the Services and for administrative purposes.
Health Information. We collect information about your health history, current symptoms, medical conditions, allergies, medications, lifestyle factors, sexual activity, and treatment preferences when you complete intake questionnaires or consultations through the Services. We use this information to provide the Services and for administrative purposes. For additional information regarding how we collect and process protected health information subject to the Health Insurance Portability and Accountability Act, please see our separate Notice of Privacy Practices.
Responses to Surveys and Questionnaires. We collect the responses you provide to us when you respond to surveys or any requests for feedback that we send. We use this information for administrative purposes and to market and advertise our products and services.
Social Media Information. We collect information that you post or share with us when you interact with our social media pages. Please note that your comments will be visible to the public, so you should never share personal information that you would like to keep private. We use this information for administrative purposes and to market and advertise our products and services.
Text Message Opt-In Information. We collect your phone number and other related information you provide us when you provide consent to receive SMS marketing messages from us. We collect this information when you opt-in to receive text messages from us. We use this information to provide the Services, for administrative purposes, and to market and advertise our products and services.
User-Generated Content. To the extent not already included by the other categories above, we collect information in any content you upload, comment, or otherwise submit on the Services. We collect this information when you provide it you submit it to us through any forms or pages maintained by us or on our behalf. Be aware that as a default, any information you post on the Services, including without limitation reviews, comments, and text, may be available to and searchable by all users of the Services. We use this information to provide the Services and for administrative purposes.
Cookies are small files created by websites, including our Services, that reside on your computer’s hard drive and that store information about your use of a particular website. When you access our Services, we use cookies and other tracking technologies to:
We set some cookies ourselves and others are set by third parties. You can manage your cookies preference as described in the ”Managing Your Cookies” section below.
The following chart lists the different types of cookies that we and our service providers use on the Services, examples of who serves those cookies and links to the privacy notices and opt-out information of those cookie servers.
| Types of Cookies | Purpose | Who Serves (for example)<br>@ |
|---|---|---|
| Essential | These cookies are required for the operation of the Services and enable you to move around the Services and use its features. Disabling these cookies can negatively impact the performance of Services. | Oly Ortho |
| Functionality | These cookies are used to recognize you when you return to the Site. This enables us to personalize content for you and remember your preferences. These cookies also enable your interactions with the Services such as emailing us. | LaunchDarkly |
| Analytics, Performance, and Research | These cookies, beacons, and pixels allow us to analyze activities on the Services. They can be used to improve the functioning of the Services. For example, these cookies recognize and count the number of visitors and see how they move around the Services. Analytics cookies also help us measure the performance of our advertising campaigns to help us improve them and to optimize the content on the Services for those who engage with our advertising. | Google HubSpot Meta (Facebook) |
| Social Networking | These cookies are used to enable you to share pages and content that you find interesting on our Services through third-party social networking and other websites. These cookies may also be used for advertising purposes. | Meta (Facebook) X (formerly Twitter) |
| Advertising | These cookies and pixels are used to deliver relevant ads, track ad campaign performance, or track email marketing. | Google HubSpot Meta (Facebook) |
We may receive information from pharmacies, laboratories, and other healthcare providers involved in your care, including prescription records and test results. We use this information for the following purposes: coordinating your care, fulfilling prescriptions, and maintaining your medical records.
We use personal information we collect for a variety of business purposes, including to provide our Services, for administrative purposes, and to market our products and Services, as described in further detail below.
We use your information to fulfill our contract with you and provide you with our Services, such as:
Managing your information and accounts;
Facilitating consultations and enabling communication between you and licensed healthcare providers;
Conducting health assessments and evaluating your eligibility for treatments, products, and services;
Processing and fulfilling prescriptions, including coordinating with pharmacies and managing refills;
Tracking reservations and processing bookings;
Managing and processing subscription services, including recurring orders and automatic shipments;
Providing access to certain areas, functionalities, and features of our Services;
Sending appointment reminders, follow-up messages, and treatment-related notifications;
Answering requests for customer or technical support;
Communicating with you about your account, activities on our Services, and policy changes;
Processing your financial information and other payment methods for products or Services purchased or used;
Verifying compliance with state licensure requirements and applicable healthcare regulations;
Coordinating care with healthcare providers, pharmacies, laboratories, and other third parties involved in your treatment;
Maintaining medical records and treatment histories in accordance with legal requirements;
Providing treatment follow-ups and monitoring your progress;
Processing applications if you apply for a job we post on our Services;
Allowing you to register for events and promotions; and
Conducting research, analytics, and quality improvement initiatives to enhance our Services and develop new products.
We use your information for various administrative purposes, such as:
Pursuing our legitimate interests such as direct marketing, research and development (including marketing research), network and information security, and fraud prevention;
Detecting security incidents, protecting against malicious, deceptive, fraudulent or illegal activity, and prosecuting those responsible for that activity;
Measuring interest and engagement in our Services;
Improving, upgrading, or enhancing our Services;
Developing new products and services;
Ensuring internal quality control and safety;
Authenticating and verifying individual identities, including requests to exercise your rights under this Policy;
Debugging to identify and repair errors with our Services;
Auditing relating to interactions, transactions, and other compliance activities;
Sharing personal information with third parties as needed to provide the Services;
Enforcing our agreements and policies; and
Carrying out activities that are required to comply with our legal obligations.
We may use personal information to tailor and provide you with content and advertisements. We may provide you with these materials as permitted by applicable law. Some of the ways we market to you include email campaigns, custom audiences advertising, and “interest-based” or “personalized advertising,” including through cross-device tracking.
If you have any questions about our marketing practices, you may contact us at any time as set forth in “Contact Us” section below.
We may use personal information for other purposes that are clearly disclosed to you at the time you provide personal information or with your consent.
We may disclose the personal information we collect:
To Business Partners and Affiliates. We may disclose personal information to our business partners and affiliates; advisors such as legal advisors and financial advisors; related entities, parent companies, investors, subsidiaries, joint ventures, or other companies under common control; and/or other similar third parties.
To Healthcare Providers. We may disclose your personal information, including health and medical information, to licensed healthcare providers, physicians, nurse practitioners, and other medical professionals who provide consultations, evaluations, and treatment recommendations through our platform. These disclosures are necessary to facilitate your care and enable providers to make informed medical decisions.
To Pharmacies. We may disclose your personal information, including prescription information, health information, and shipping details, to licensed pharmacies that dispense and fulfill your prescriptions. This includes affiliated pharmacies and third-party pharmacy partners.
To Laboratories and Diagnostic Providers. We may disclose your personal information to laboratories and diagnostic service providers to facilitate testing, process results, and coordinate your care.
To Service Providers. We use service providers to perform various functions on our behalf. We may also receive personal information from service providers.
To Marketing Partners. We may use certain cookies or tracking technologies, such as Google Analytics, that collect personal information so that it can be used in connection with the marketing efforts of third parties.
As Required by Law, for Legal Purposes, and for Other Similar Purposes. We may access, preserve, and disclose your information if we believe doing so is required or appropriate to: (a) comply with regulatory, administrative, or law enforcement requests and legal process, such as a court order or subpoena, or the requests of governmental or regulatory agencies (whether domestic or foreign); (b) respond to your requests, the requests of others, or to lessen the burden of anticipated or formal legal requests; or (c) protect your, our, or others’ rights, property or safety. For the avoidance of doubt, the disclosure of your information may occur if you post any objectionable content on or through the Services.
Depending on the device(s) you use to access the Services, you may be able to select certain privacy choices or configuration, which are further described below:
Email Communications. If you receive an unwanted email from us, you can use the unsubscribe link found at the bottom of the email to opt out of receiving future emails. Note that you will continue to receive transaction-related emails regarding products or Services you have requested. We may also send you certain non-promotional communications regarding us and our Services, and you will not be able to opt out of those communications (e.g., communications regarding our Services or updates to our Terms of Use or this Policy).
Mobile Devices. We may send you push notifications through our mobile application. You may opt out from receiving these push notifications by changing the settings on your mobile device.
Text Messages. If you have previously opted-in to receive text messages from us, you may unsubscribe from these messages at any time by following the instructions in the text message, or by replying to the message with the word “STOP.”
Do Not Track. Do Not Track (“DNT”) is a privacy preference that users can set in certain web browsers. Please note that we do not respond to or honor DNT signals.
Cookies and Personalized Advertising. You may stop or restrict the placement of cookies and tracking technologies on your device or remove them by adjusting your preferences as your browser or device permits. However, if you adjust your preferences, our Services may not work properly. Please note that cookie-based opt-outs are not effective on mobile applications. However, you may opt out of personalized advertisements on some mobile applications by following the instructions provided by Android or iOS. You can find out more about cookies and how to manage them by visiting https://consumer.ftc.gov/articles/how-website-apps-collect-use-your-information. You can also learn more about how to opt out of Google Analytics through Google’s opt-out browser add-on here.
We process personal information on our servers in the United States and may do so in other countries. If you use our Services or otherwise provide us with personal information from outside of the United States, you expressly consent to the transfer of your data to the United States, the processing of your data in the United States, and the storage of your data in the United States. If we transfer personal information subject to cross-border transfer obligations, we will use an appropriate safeguard.
We determine how long to retain your personal information by taking into account various criteria, such as the type of Services provided to you, the nature and length of our relationship with you, possible re-enrollment with our Services, the impact on our Services we provide to you if we delete some information from or about you, and our obligations under applicable law.
We will retain your personal information until the personal information is no longer necessary to accomplish the purpose for which it was provided. We may retain your personal information for longer periods for specific purposes to the extent that we are obliged to do so in accordance with applicable laws and regulations, to protect you, other people, and us from fraud, abuse, unauthorized access, as necessary to protect our legal rights, or for certain business requirements.
We will delete your personal information when it is no longer necessary for the purpose for which it was collected, or upon your request, subject to exceptions as discussed in this Policy or under applicable law, contract, or regulation.
The security of your personal information is important to us. We take various reasonable organizational, administrative, and technical measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. If required by law to do so, we will notify you and/or the relevant supervisory authority in the event of a data breach.
However, we cannot and do not guarantee complete security, as it does not exist on the internet.
Our Services may contain links to third-party website. When we provide links, we do so only as a convenience, and we are not responsible for any content of any third-party website or any links contained within. It is important to note that this Policy only applies to our Services. We are not responsible and assume no responsibility for any personal information collected, stored, or used by any third party as a result of you visiting third-party website. We also advise that you carefully read the privacy notice of any third-party website you choose to visit.
Our Site is not directed at children (as defined under applicable law). We do not knowingly collect or otherwise process personal information from children in connection with our Services without first obtaining legal permission from that child’s parent or legal guardian. If you believe a child has provided us with information without adequate parental consent, you can alert us by contacting us as set forth in the “Contact Us” section below.
This Policy may change from time to time. If we need to change this Policy at some point in the future, we will post any changes on this page. If we make a significant or material change to this Policy, we will notify you as required by applicable law. You should check these terms when you use the Services. Your continued use of the Services constitutes acceptance of the most current version of this Policy.
If you have any questions about this Privacy Policy or our privacy practices, please contact our Privacy Officer at (360) 455-5144 or by email at info@olyortho.com.
