Privacy Policy

Effective: April 1, 2026

This Privacy Policy describes how OptiReach Media ("we," "us," "our") collects, uses, stores, and protects information when you use optireachmedia.com and any services we provide, including the VisionInsight Analysis, Upost content services, VisionVault Pro managed services, and related consulting and digital marketing deliverables.

By using this website or purchasing any service, you consent to the practices described in this policy. If you do not agree, do not use this site or our services.

1. Information We Collect

We collect information that you voluntarily provide to us through the following channels:

• Free Clinic Audit Booking: Name, email address, phone number, and practice information submitted through our booking calendar and pre-meeting questionnaire.
• OptiProfile Assessment: Detailed practice information including services offered, patient demographics, referral sources, competitive positioning, geographic market, and content preferences. This questionnaire is the foundation of our content production and may contain sensitive business information about your practice.
• Service Interactions: Communications via email, phone, or messaging related to your account, content approvals, and service delivery.
• Payment Information: Billing details processed through our payment provider (Stripe). OptiReach Media does not directly store credit card numbers or full payment credentials on our servers.
• Website Usage: Anonymized, aggregated data collected through cookies and analytics tools (see our Cookie Policy in our Terms of Service for details).

2. Information We Do Not Collect

OptiReach Media does not request, collect, store, or use protected health information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA). Our services are designed to produce education-forward marketing content. We do not require or reference individual patient data, medical records, treatment outcomes, or any information that could identify a specific patient of your practice.

If you inadvertently include patient-identifiable information in any communication or questionnaire response, we will notify you and delete that information promptly.

3. How We Use Your Information

Information collected is used for the following purposes:

• To deliver and improve our services, including content creation, scheduling, and campaign management
• To produce content that accurately represents your practice based on your OptiProfile Assessment
• To communicate with you about your account, content approvals, service updates, and support
• To process payments and manage subscriptions
• To send periodic communications about services, updates, or opportunities that may benefit your practice
• To improve our website, tools, and service delivery through aggregated, anonymized usage data

4. AI-Enhanced Content Production

OptiReach Media uses AI-enhanced tools as part of our content production process. Information from your OptiProfile Assessment and service interactions may be used as inputs to these tools to generate tailored content for your practice. All AI-generated content is reviewed by our team before delivery. Your practice information is not shared with third-party AI providers in a way that identifies you or your practice by name, and is not used to train third-party AI models.

5. Data Sharing

We do not sell, rent, or trade your personal information to third parties. We may share information only in the following circumstances:

• Service Providers: We use third-party tools to deliver our services, including payment processing (Stripe), email delivery, scheduling, and analytics. These providers receive only the information necessary to perform their functions and are bound by their own privacy policies and confidentiality obligations.
• Legal Requirements: We may disclose information if required by law, regulation, subpoena, court order, or other legal process, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business Transfer: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

6. Data Retention

We retain your information only as long as necessary to fulfill the purposes described in this policy or as required by law. Specifically:

• OptiProfile Assessment data is retained for the duration of your active subscription and for 12 months after cancellation, after which it is deleted unless you request earlier removal.
• Payment records are retained as required by applicable tax and financial regulations.
• Communication records are retained for a reasonable period to support service delivery and dispute resolution.
• Website analytics data is aggregated and anonymized and does not contain personally identifiable information.

7. Data Security

We protect your information using commercially reasonable methods to prevent unauthorized access, disclosure, modification, or destruction. These measures include encrypted data transmission (SSL/TLS), access controls limiting data availability to authorized personnel, and secure hosting infrastructure. No method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

8. Your Rights and Choices

You have the following rights regarding your information:

• Access: You may request a copy of the information we hold about you.
• Correction: You may request that we correct inaccurate or incomplete information.
• Deletion: You may request that we delete your information, subject to legal retention requirements. To request deletion, contact us at [email protected].
• Opt-Out: You may opt out of marketing communications at any time by replying "Unsubscribe" to any email or contacting us directly. Opting out of marketing communications does not affect service-related communications necessary for account management.
• Withdraw Consent: You may withdraw consent for data processing at any time. Note that withdrawing consent may affect our ability to deliver services that depend on the information you provided.

9. California Residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. OptiReach Media does not sell personal information. To exercise your rights under the CCPA, contact us at [email protected].

10. Third-Party Links

Our website may contain links to external sites not operated by OptiReach Media. We are not responsible for the privacy practices or content of third-party sites. We encourage you to review the privacy policies of any external site you visit.

11. Children's Privacy

Our services are designed for business professionals and practice owners. We do not knowingly collect information from individuals under the age of 18. If we become aware that we have collected information from a minor, we will delete it promptly.

12. Changes to This Policy

OptiReach Media reserves the right to update this Privacy Policy at any time. The most current version will always be posted on this page with an updated effective date. Your continued use of the site or services after changes constitutes acceptance of the revised policy. We encourage you to review this page periodically.

13. Contact

Questions about this Privacy Policy or your data may be directed to:

[email protected]

OptiReach Media
1718 Capitol Avenue
Cheyenne, WY 82001

This document was last updated on April 1, 2026.