Privacy Policy

Last Updated: July 4, 2026

Clinic Marketing Solutions Inc. (“Clinic Marketing Solutions,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you visit our website, contact us, request an audit or consultation, use our online forms, or engage with our digital marketing, website, CRM, advertising, SEO, and related clinic growth services.

By using our website or submitting information to us, you agree to the practices described in this Privacy Policy.

1. Who We Are

Clinic Marketing Solutions provides digital marketing and growth solutions for healthcare clinics, including website design, SEO, Google Ads, Meta Ads, social media marketing, CRM integration, patient engagement workflows, review management, follow-up systems, reporting, and related services.

Our contact details are:

Clinic Marketing Solutions Inc.
Global Headquarters: 5880 Dover Crescent, Richmond, BC V7C 5P5, Canada
Canada Sales: +1 604 789 1786
South Asia Sales: +91 6262 462 222
Website: https://clinicmarketingsolutions.com/
Privacy Contact: sales@clinicmarketingsolutions.com

2. Scope of This Privacy Policy

This Privacy Policy applies to information collected through our website, contact forms, audit requests, consultation requests, marketing communications, cookies and tracking technologies, and our interactions with prospective and existing clients.

This Privacy Policy does not replace any separate written agreement, data processing agreement, business associate agreement, service agreement, or client contract you may have with us. If there is a conflict between this Privacy Policy and a signed agreement, the signed agreement will control for that specific client relationship.

3. Information We Collect

We may collect the following types of information:

A. Information You Provide Directly

When you fill out a form, book a consultation, request an audit, contact us, or become a client, we may collect:

• Name

• Email address

• Phone number

• Clinic name or business name

• Website URL

• Location, city, country, or service area

• Service interests

• Marketing goals

• Budget or project details

• Messages submitted through forms

• Information provided during calls, onboarding, audits, or consultations

B. Client and Business Information

If you become a client, we may collect information needed to provide our services, such as:

• Clinic branding, logos, service descriptions, and business details

• Website access, hosting details, analytics access, CRM access, ad account access, or other platform permissions

• Campaign information, ad performance, lead data, form submissions, call tracking data, and reporting data

• Billing, invoicing, and payment-related information

• Content, testimonials, images, case study details, and marketing materials you provide to us

C. Website and Technical Information

When you visit our website, we may automatically collect:

• IP address

• Browser type and version

• Device type

• Operating system

• Pages visited

• Time spent on pages

• Referring website or campaign source

• Approximate location based on IP address

• Cookie identifiers and similar tracking information

• Website usage and performance data

D. Cookies and Tracking Technologies

We use cookies, pixels, scripts, tags, analytics tools, and similar technologies to operate our website, remember preferences, understand website performance, improve user experience, and support marketing or advertising.

More information is available in our Cookie Policy.

E. Sensitive and Health-Related Information

Our website is intended for clinic owners, healthcare professionals, and business users. You should not submit patient medical records, protected health information, detailed treatment information, or other sensitive health information through our general website forms.

If a client provides us with patient lead information or health-related information for CRM, advertising, follow-up, or marketing services, the client is responsible for ensuring they have the lawful authority, patient consent, and required notices to share that information with us. Where legally required, we will only process protected health information under a separate written agreement, such as a Business Associate Agreement, Data Processing Agreement, or equivalent privacy and security agreement.

4. How We Use Information

We may use information for the following purposes:

• To respond to inquiries, audit requests, consultation requests, and contact form submissions

• To provide proposals, service recommendations, pricing, and project information

• To deliver website design, SEO, advertising, CRM, automation, reporting, and marketing services

• To set up, manage, track, and optimize marketing campaigns

• To communicate with clients and prospective clients

• To provide onboarding, support, updates, and account management

• To send service-related messages, confirmations, reports, and administrative notices

• To send marketing emails, newsletters, or promotional messages where permitted

• To analyze website usage and improve website performance

• To protect our website, systems, clients, and business from fraud, misuse, security threats, or unauthorized access

• To maintain business records, billing records, and compliance records

• To comply with legal, regulatory, contractual, and professional obligations

• To enforce our Terms and Conditions and client agreements

5. Legal Bases for Processing

Depending on your location, we may rely on one or more of the following legal bases:

• Consent: where you agree to receive marketing communications, accept non-essential cookies, or submit information voluntarily.

• Contract: where processing is needed to provide requested services or manage a client relationship.

• Legitimate interests: where processing is necessary for business operations, service improvement, security, analytics, communication, or marketing, provided your rights do not override those interests.

• Legal obligations: where processing is required to comply with laws, regulations, tax rules, accounting rules, or lawful requests.

You may withdraw consent at any time where consent is the legal basis for processing.

6. How We Share Information

We do not sell personal information for money.

We may share information with trusted third parties where necessary to operate our business, provide services, or comply with legal obligations. These may include:

• Website hosting providers

• Email and communication platforms

• CRM platforms

• Analytics providers

• Advertising platforms such as Google, Meta, or similar networks

• Call tracking, form tracking, and reporting tools

• Payment processors, accounting providers, and invoicing tools

• Project management and support tools

• Contractors, team members, consultants, or service providers who assist with our services

• Legal, accounting, compliance, or professional advisors

• Government authorities, regulators, courts, or law enforcement where required by law

• A successor entity in connection with a merger, acquisition, restructuring, or sale of business assets

Some advertising or analytics technologies may be considered “sharing” of personal information for targeted advertising under certain privacy laws. You can manage or opt out of non-essential cookies through our cookie consent tool.

7. Third-Party Platforms

Our services may involve third-party platforms, including but not limited to Google, Meta, WordPress, analytics tools, CRM systems, advertising networks, hosting providers, email tools, scheduling tools, call tracking platforms, and clinic management platforms.

Your use of third-party platforms may be governed by their own terms and privacy policies. We are not responsible for the privacy practices, security practices, or content of third-party platforms.

8. International Transfers

We may process, store, or access information in Canada, the United States, India, Germany, Saudi Arabia, or other countries where our team members, contractors, service providers, or technology partners operate.

Privacy laws in those countries may differ from the laws in your location. Where required, we use appropriate safeguards to protect personal information transferred across borders.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide services, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, and protect our business.

Retention periods may vary depending on the type of information, the nature of the client relationship, legal requirements, and operational needs.

When information is no longer required, we will delete, anonymize, or securely dispose of it where reasonably practical.

10. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, loss, misuse, disclosure, alteration, or destruction.

However, no website, internet transmission, platform, or storage system is completely secure. We cannot guarantee absolute security. You are responsible for using secure passwords, limiting access to shared accounts, and protecting credentials you provide to us.

11. Marketing Communications

If you subscribe, request information, or communicate with us, we may send you emails, updates, offers, or other marketing communications where permitted by law.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in our emails or contacting us directly. We may still send non-marketing messages related to active services, transactions, support, security, or legal matters.

12. Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information, including the right to:

• Request access to the personal information we hold about you

• Request correction of inaccurate or incomplete information

• Request deletion of your information

• Request restriction or objection to certain processing

• Withdraw consent where processing is based on consent

• Request a copy of your information in a portable format

• Opt out of certain marketing communications

• Opt out of certain targeted advertising or cookie-based tracking

• File a complaint with a privacy authority

To exercise your rights, contact us at:

Privacy Contact: sales@clinicmarketingsolutions.com
Website: https://clinicmarketingsolutions.com/contact/

We may need to verify your identity before responding to a privacy request.

13. Canadian Privacy Rights

If you are located in Canada, you may have rights under applicable federal or provincial privacy laws, including the right to access your personal information, request corrections, withdraw consent subject to legal or contractual limits, and file a complaint with the appropriate privacy authority.

14. United States and California Privacy Rights

If you are located in the United States, certain state privacy laws may provide additional rights. California residents may have rights to know what personal information is collected, used, disclosed, sold, or shared; to request deletion or correction; to opt out of sale or sharing; to limit certain uses of sensitive personal information; and to not be discriminated against for exercising privacy rights.

We do not sell personal information for money. However, some analytics or advertising cookies may be considered “sharing” for targeted advertising under certain laws. You can opt out by adjusting your cookie preferences or contacting us.

Where legally required, we will honor applicable opt-out preference signals, such as Global Privacy Control.

15. European Economic Area and United Kingdom Rights

If you are located in the EEA or UK, you may have rights under applicable data protection laws, including access, correction, deletion, restriction, portability, objection, and withdrawal of consent. You may also have the right to lodge a complaint with your local data protection authority.

16. Children’s Privacy

Our website and services are intended for business users and clinic professionals. They are not intended for children. We do not knowingly collect personal information from children under 13 years of age, or the applicable age of consent in your jurisdiction.

If you believe a child has provided us with personal information, please contact us so we can review and delete it where required.

17. Third-Party Links

Our website may contain links to third-party websites, social media platforms, tools, or resources. We are not responsible for the privacy practices, security, content, or policies of third-party websites.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new “Last Updated” date. Your continued use of our website or services after changes are posted means you accept the updated Privacy Policy.

19. Contact Us

For privacy questions, requests, or complaints, please contact:

Clinic Marketing Solutions Inc.
5880 Dover Crescent, Richmond, BC V7C 5P5, Canada
Website: https://clinicmarketingsolutions.com/contact/
Email: sales@clinicmarketingsolutions.com