PRIVACY NOTICE
Last updated: [04/25/2026]
Using your personal data in a fair and transparent way is important to Athlema Physical Therapy PLLC, a Washington professional limited liability company (the “Clinic” or “we”). This Privacy Notice explains how we collect, use, disclose, and retain personal information about you (“Personal Information”) through our Website and related Services. Additionally, we may obtain Personal Information about you from other third parties as described in this Privacy Notice. WE DO NOT SELL YOUR PROTECTED HEALTH INFORMATION.
This Privacy Notice addresses Website and online-Service privacy. It does not replace our Notice of Privacy Practices, which governs protected health information created or maintained as part of patient care.
Please take a moment to review the terms of this Privacy Notice, which is incorporated into the Terms of Service governing your use of the Services, accessible here. Any capitalized terms not defined herein shall have the same meaning as set forth in the Terms of Service.
By using the Services, you agree that we may collect, process, and share your Personal Information consistent with this Privacy Notice and the Terms of Service.
1. Types of Information We Collect. The following information is collected by or on behalf of the Clinic:
a) User Account Information. When you use our Services, we ask that you provide information that can be used to personally identify you. This includes details such as your full name, email address, phone number, date of birth, billing address, username, password, security questions, and responses to security questions.
b) Scheduling, Intake, and Patient Account Information. We may collect appointment request details, provider preferences, services requested, intake or consent forms, insurance information, and portal or account credentials.
c) User Identifiers. We may assign you one or more unique numbers or other identifiers that we use to identify you in the Clinic’s internal systems and recognize you over time and across different devices, websites, and online services. These identifiers may be used in conjunction with cookies and other technical information.
d) Health Information and Consumer Health Data. We may collect symptoms, conditions, diagnoses, treatment interests, functional limitations, referral information, information identifying you as seeking physical therapy or other health care services, and communications that may reveal health-related needs.
e) Usage and Device Data. We may collect internet protocol address, browser type, device type, operating system, log data, pages viewed, referring page, timestamps, cookie identifiers, and map interaction or location-enabled feature data. We may combine information from different sources and treat the combined information as personal information to the extent required by law.
f) Communications & Submissions. We may collect emails, messages, reviews, survey responses, uploaded files, photos, and any information you provide through website forms, our EMR provider, or other secure tools.
2. How We Collect Information. We may collect information from you in the following ways:
a) From You Directly. We receive information directly from you when you contact us, request or schedule an appointment, complete forms, make a payment, create or use a portal account, or otherwise interact with the Services.
b) Using Tracking Technologies. We and our vendors may use cookies, pixels, local storage, analytics tools, and similar technologies (“Tracking Technologies”) to operate the Services, secure sessions, remember preferences, understand website use, and support embedded tools such as maps or forms.
c) From Third Parties. We receive Personal Information from parents, guardians, authorized representatives, EMR providers, and other service providers, insurers, referral sources, and other lawful sources.
3. How We Use Your Information. We may use information that we collect from you for the following purposes, or as otherwise identified at the time of collection:
a) Providing Services. We may use Personal Information to provide and improve the Services; schedule and manage appointments; create and administer portal access; communicate about inquiries, intake, care coordination, billing, or requested services; and authenticate identity.
b) Communicating With You. We may use your information to send appointment reminders, intake links, portal messages, billing notices, telehealth information, follow-up communications, and responses to your questions.
c) Administrative, Clinical, and Portal Operations. We may use Personal Information to maintain electronic records, route messages, process payments, troubleshoot technical issues, verify access requests, and administer EMR and other practice-management tools.
d) Compliance, Protection, and Safety. We may use your Personal Information as we believe necessary to comply with any applicable laws, court orders, subpoenas; to respond to lawful requests by law enforcement, regulators, or government entities; to detect, prevent, investigate or combat possible crime, such as identity theft, or other fraudulent activity; to protect the security of the Services; to enforce or apply our online Terms of Service or other agreements; to protect our own rights or property or the rights, property, or safety of our patients; and the confidentiality of patients, staff, and systems.
e) Analytics and De-Identified Use. We may use aggregated or de-identified data for analytics, quality assurance, training, fraud prevention, testing, and other lawful operational purposes.
f) Marketing and Advertising. We may use Personal Information to send general practice news or limited marketing communications in accordance with applicable law and your preferences. We do not use protected health information for marketing without authorization when authorization is required.
4. How We Share and Disclose Your Information. We disclose Personal Information to the following, or as otherwise identified at the time of collection:
a) Service Providers. We may disclose information to EMR providers and other vendors that help us host the website, schedule appointments, maintain records, deliver communications, secure systems, analyze website use, or process payments.
b) Treatment, payment, health care operations, and legal compliance. If you become a patient, we may disclose information for treatment, payment, or health care operations as permitted by law, and we may also disclose information to comply with court orders, subpoenas, regulatory requests, or other legal obligations.
c) Embedded Tools. If you use embedded third-party tools or similar features, the provider may collect information directly from your browser or device subject to its own terms and privacy practices.
d) Business transfers. We may disclose information in connection with a merger, acquisition, financing, asset sale, or other business transaction, subject to applicable confidentiality and legal requirements.
e) With Consent. We may share your data other than as described in this notice if we notify you and obtain your consent.
5. EMR Providers. We use EMR providers and related tools for online scheduling, intake, secure messaging, telehealth if offered, electronic clinical documentation, patient account functions, and billing. Information you submit through our EMR provider, intake forms, portal messages, uploaded files, telehealth tools, or secure communications may become part of your patient record where appropriate. We generally maintain patient medical records electronically through our EMR platform rather than keeping routine paper copies of patient medical records at the Clinic.
6. Data Retention and Deletion. We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Notice, operate our practice, and comply with legal, regulatory, tax, billing, insurance, contractual, and professional obligations. If you become a patient, clinical and billing records may be retained for longer periods as required by law and professional standards. If relevant data is stored on archived or backup systems, deletion may be delayed for restoration and backup-cycle reasons where permitted by law.
7. Data Protection. We maintain a number of administrative, physical, and technological measures to protect the confidentiality, privacy, and security of your Personal Information. These controls vary based on the nature of the information and industry standards. Unfortunately, no website, server or database is completely secure or “hacker-proof.” We therefore cannot guarantee that Personal Information you provide will not be disclosed, misused, or lost by accident or by the unauthorized acts of others. Safeguarding your Personal Information is also your responsibility. We encourage you to change your passwords often, use a combination of letters and numbers, and make sure you are using a secure device to access the Website and EMR platform. If you have reason to believe that the security of your account might have been compromised, or if you suspect someone else is using your account, please let us know immediately by sending an email to info@athlemapt.com.
8. Choice and Transparency. You may exercise control over your Personal Information in the following ways:
a) Device Permissions. Most mobile device platforms (iOS, Android, etc.) have defined certain types of device data that apps cannot access without the device owner’s permission, and these platforms have different methods for how that permission can be obtained. Please check the available settings on your device or check with your provider.
b) Cookie/Browser Controls. You can manage cookies through your browser settings, and you may opt out of certain non-essential marketing communications using the unsubscribe or opt-out method provided. Even if you opt out of marketing, we may still send transactional or service-related communications where permitted by law.
c) Consumer Health Data. For Washington residents, and for people whose consumer health data is collected in Washington, additional disclosures and rights may apply. We may collect categories of consumer health data such as appointment requests, symptoms, diagnoses, treatment interests, forms, communications, information identifying you as seeking care, and limited location or map-interaction data if you choose to use location-enabled features. We may collect this data from you, your representatives, our EMR provider, service providers, insurers, referral sources, and your browser or device; share it with service providers and other parties described in this Privacy Notice; and, subject to applicable law, you may request confirmation, access, deletion, withdrawal of consent where consent applies, and appeal certain refusals. We do not use prohibited geofencing around in-person care locations.
9. Notice to Users Outside the United States. We are based in the United States and store and process information in the United States and through service providers operating in the United States or other locations permitted by law and vendor arrangements. Our professional services are intended for patients located in Washington unless we expressly state otherwise. Any Personal Information that we obtain about you will be stored in the United States where data protection laws may not be as protective as those applicable where you live. By using the Services, you consent to this collection, transfer, storage, and processing of information to and in the United States.
10. Clinic Contact. If you have any questions about this Privacy Notice or our privacy practices, or would like to contact The Clinic, please send an email to info@athlemapt.com or by writing to us at:
Athlema Physical Therapy PLLC
2749 152nd Avenue NE, Suite 4H,
Redmond, WA 98052
11. Updates. We may occasionally update this Privacy Notice. If we make material changes, we will provide by updating the “last updated” date at the top of this Privacy Notice. Your continued use of the Services after we have posted the revised Privacy Notice constitutes your agreement to be bound by the revised Privacy Notice to the extent permitted by law.
[Cookie Policy Follows]
COOKIE POLICY
Athlema Physical Therapy PLLC, a Washington professional limited liability company, its subsidiaries, affiliates (“Clinic”) and other partners use cookies and other identification technologies on our websites, mobile applications, email communications, advertisements, and other online services (collectively, the “Services”) for a number of purposes, including: facilitating payments, authenticating users, remembering user preferences and settings, determining the popularity of content, delivering and measuring the effectiveness of advertising campaigns, analyzing site traffic and trends, and generally understanding the online behaviors and interests of people who interact with our Services. You can read more here about the types of cookies we use, why we use them, and how you can exercise your choices.
Cookies and Related Technologies Overview.
Cookies, pixels, local storage, SDKs, and similar technologies may collect device and browser information, identifiers, usage information, and network information to help the Services function and to help us understand and improve site performance.
Advertising Synchronization & Relevancy.
We do not knowingly use consumer-health-data-based advertising pixels or prohibited geofencing around in-person care locations contrary to applicable law. If embedded third-party content is enabled, those providers may collect information subject to their own terms and privacy practices.
Your Choices.
You can choose whether to accept cookies, but some site features may not work properly if you refuse or remove them. Most browsers let you remove or reject cookies through settings that are usually found in the browser's help or preferences menu. Mobile device operating systems may also provide advertising and tracking controls.
For general information about cookie management, visit https://www.youradchoices.com/ or similar consumer resources.
Cookie choices do not limit any rights you may have under HIPAA or applicable Washington consumer-health-data law.
For mobile users, you have controls in your device Operating System that enables you to choose whether to allow cookies, or share your advertising ID with companies like The Clinic or our advertising service providers. For information on controlling your mobile choices, you can visit https://www.networkadvertising.org/mobile-choices.
To help control or block certain ads in mobile applications, you may choose to download and utilize the DAA mobile app.
Types and Purposes of Cookies.
The following table sets out the different categories of cookies that our Services may use and why we may use them. The lists of third-party cookie providers are intended merely as illustrative and should not be viewed as a comprehensive list.
Contact Us. If you have any questions regarding our use of cookies, please send an email to info@athlemapt.com.