Last Updated: March 9, 2026
1. Introduction
AdaptTrack ("we," "our," or "us") is committed to protecting the privacy and security of information collected through our hearing aid trial management software. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our Service.
2. Information We Collect
2.1 Clinic Information
When you register your clinic, we collect:
- Clinic name and location
- Staff member names and email addresses
- Contact information and billing details
- Login credentials (securely hashed)
2.2 Patient Trial Information
To facilitate hearing aid trial management, we collect:
- Patient names and phone numbers
- Trial start and end dates
- SMS responses and feedback during trials
- Trial status and outcome information
2.3 Usage Information
We automatically collect:
- Log data (IP addresses, browser type, access times)
- Usage patterns and feature interactions
- Device information and operating system
- Performance and error data
3. How We Use Your Information
We use collected information to:
- Provide and maintain the Service
- Send automated SMS check-ins to trial patients
- Display trial information and patient responses in your dashboard
- Process payments and maintain your account
- Send service updates and support communications
- Improve and optimize the Service
- Detect and prevent technical issues or security threats
- Comply with legal obligations
4. Data Protection and Security
We implement appropriate technical and organizational safeguards to protect the information you store in AdaptTrack, including:
- Encryption of data in transit and at rest
- Access controls and authentication mechanisms
- Regular security assessments
- Staff training on data protection
- Industry-standard security practices
Note: AdaptTrack is designed as a communication and trial tracking tool. You are responsible for ensuring your use of the Service complies with all applicable laws and regulations, including obtaining appropriate patient consent for SMS communications.
5. Information Sharing and Disclosure
We do not sell your information. We may share information with:
- SMS Service Providers: To deliver text messages to trial patients
- Payment Processors: To process subscription payments
- Hosting Providers: To maintain our infrastructure and store data securely
- Analytics Services: To improve Service performance (using anonymized data)
- Legal Authorities: When required by law or to protect rights and safety
All third-party service providers are contractually obligated to protect your data and use it only for specified purposes.
6. Data Security
We implement industry-standard security measures including:
- TLS/SSL encryption for data transmission
- Encrypted database storage
- Multi-factor authentication options
- Regular security audits and updates
- Access logging and monitoring
- Secure development practices
While we strive to protect your information, no electronic storage system is 100% secure. You are responsible for maintaining the security of your account credentials.
7. Data Retention
We retain your information:
- For as long as your account is active
- As necessary to provide the Service
- As required by law or for legal purposes
- For up to 30 days after account termination (for data recovery)
Upon account termination, you may request export of your data within 30 days. After this period, data will be securely deleted unless we are legally required to retain it.
8. Your Rights and Choices
You have the right to:
- Access and review your account information
- Update or correct inaccurate information
- Request deletion of your account and data
- Export your data
- Opt out of marketing communications (service-related messages will continue)
- Request information about our data practices
To exercise these rights, contact us through the Service or support channels.
9. SMS Communications
Patient SMS messages sent through AdaptTrack:
- Are sent only to phone numbers you provide
- Require patient consent (your responsibility to obtain)
- Include opt-out instructions as required by law
- Are logged for your dashboard and record-keeping
- Are transmitted through secure messaging services
10. Cookies and Tracking
We use cookies and similar technologies to:
- Maintain your session and login status
- Remember your preferences
- Analyze usage patterns and improve the Service
- Monitor performance and security
You can control cookie settings through your browser, though disabling certain cookies may affect Service functionality.
11. Children's Privacy
AdaptTrack is not intended for use by individuals under 18. We do not knowingly collect information from children. While patient trial data may include minors being fitted for hearing aids, the Service is designed for clinic staff use only.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically. We will notify you of material changes via:
- Email to your registered address
- Notification within the Service
- Updating the "Last Updated" date above
Your continued use of the Service after changes constitutes acceptance of the updated policy.
13. California Privacy Rights
California residents have additional rights under the CCPA including:
- Right to know what personal information is collected
- Right to know if personal information is sold or disclosed
- Right to opt out of sale of personal information (we do not sell information)
- Right to deletion of personal information
- Right to non-discrimination for exercising privacy rights
14. Contact Us
For questions or concerns about this Privacy Policy or our data practices, please contact us through our website or support channels. We will respond to privacy-related inquiries within a reasonable timeframe.