Privacy Policy.

This Privacy Policy explains how Symmetry VA ("Symmetry," "we," "us") collects, uses, discloses, and protects information when you visit this website, contact us, book a call, use our website chat, or work with us through the Symmetry client portal at platform.symmetryva.com (together, the "Services").

1. Scope and relationship to HIPAA

Some of our clients are healthcare practices. When we handle protected health information (PHI) on behalf of a practice that is a HIPAA Covered Entity, we act as a Business Associate, and that handling is governed by the Business Associate Agreement (BAA) between us and the practice, not by this Policy. Our HIPAA & PHI Commitment explains what that means in practice. This Policy governs Symmetry's own collection and use of contact, account, usage, and communication information.

2. Information we collect

• Contact and inquiry: name, email, phone, company or practice, and what you tell us when you reach out, book a discovery call, or use the website chat.
• Account and portal: for client users invited to the portal, your name, email, role, the client you belong to, and the sign-in identity you use to accept the invitation.
• Usage and device: log data, IP address, browser and device type, pages viewed, timestamps, and diagnostics used to operate and secure the Services.
• Communications: messages, emails, call and chat records, support requests, and preference selections such as text-message opt-in and opt-out.
• Client data: information in a client's own systems that we access to do the work we are engaged for, handled under our agreement with that client and, where PHI is involved, under a BAA.

3. How we use information

• Respond to inquiries, schedule and hold calls, and deliver the services a client engages us for
• Provide, maintain, secure, and improve the website and the client portal
• Authenticate users, prevent fraud and abuse, and enforce our terms
• Send service, security, and transactional notices
• Comply with legal obligations and respond to lawful requests

4. How we share information

We do not sell personal information. We share it only with service providers that help us run the Services, such as cloud hosting, identity and sign-in, email, chat, scheduling, and telephone providers, under contract and, where PHI is involved, under a BAA; with the client you belong to or act for; with authorities when required by law; and with a successor in a merger or acquisition, subject to this Policy.

5. Security

We use administrative, technical, and physical safeguards, including encryption in transit, access controls, audit logging, and monitoring. Portal access is granted per client and can be revoked at any time. No method of transmission or storage is completely secure.

6. Data retention

We retain information for as long as needed to provide the Services and to meet legal, regulatory, and contractual obligations. Client data and PHI are retained according to our agreement with the client, the BAA, and applicable law.

7. Your choices and rights

• Ask us to update or delete the contact information we hold about you by emailing us at the address below
• Opt out of text messages by replying STOP to any message, or by telling us
• Patients exercising rights over their PHI should contact their practice; we assist the practice as its Business Associate

8. Text messages

If you give us your mobile number and agree to receive texts, we may text you about scheduling, follow-ups, and the work we are doing together. Message frequency varies. Message and data rates may apply. You can opt out at any time by replying STOP; reply HELP for help. Mobile numbers and text-messaging consent are never sold, rented, or shared with third parties for marketing; they are shared only with the providers that deliver these messages, solely for that purpose.

9. Cookies and analytics

This website uses strictly necessary cookies, including those needed for the chat widget and for signing in to the portal. We may use limited analytics to understand how the site is used. We do not use the Services for third-party advertising.

10. Children

The Services are not directed to children and we do not knowingly collect information from anyone under 13. Any pediatric records we touch belong to the practice and the patient's guardian.

11. Changes

We may update this Policy and will post the revised version here with a new effective date. Continued use of the Services after changes constitutes acceptance.

12. Contact

Questions about this Policy may be directed to katlyn@symmetryva.com, or to Symmetry VA, Phoenix, Arizona.