PTCOA Mobile App Policy

Effective Date: April 27, 2026

 

Pain Treatment Centers of America ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how our mobile app ("the App") collects, uses, shares, and protects your personal health information and other data. This Policy applies to information collected through the App and related services. It does not replace or modify any Notice of Privacy Practices provided under the Health Insurance Portability and Accountability Act (HIPAA), which governs how we use and disclose Protected Health Information (PHI).

 

1.    Information We Collect

a. Personal Health Information (PHI)

• Name, date of birth, contact details
• Medical history, allergies, insurance details
• Appointment information, submitted forms, consents
• Diagnoses, medications, and lab results
• Insurance and billing information

b. Appointment and Communication Information

• Appointment scheduling details
• Messages exchanged through the App (e.g., with providers or staff)
• Notifications and reminders

c. Device & Usage Data

• Device type, operating system, IP address
• Usage metrics (e.g., screen interactions)
• Notification preferences and interactions

 

2.    How We Use Your Information

• Track your vitals as part of your remote health plan.
• Register you with our clinic and manage your appointments.
• Send you reminders, alerts, or pre-visit instructions.
• Help clinical staff provide care and manage workflows.
• Improve our services, the App’s performance, and patient experience.

 

3.    How We Share Your Information

We may share your information:

• With healthcare providers and staff involved in your care
• With service providers who assist in operating the App (subject to   appropriate safeguards)
• As required by law, regulation, or legal process
• To protect the rights, safety, and security of our users and systems

 

All disclosures of PHI are made in accordance with HIPAA and applicable laws.

 

4.    Data Security

We implement technical, administrative, and physical safeguards to protect your data:

• Encrypted data transmission and storage.
• Access controls and authentication for clinical staff.
• Regular audits and compliance checks.

5.    Data Retention

We retain your information only for as long as necessary to fulfill the purposes outlined in this Policy, comply with legal obligations, and enforce our agreements. Retention periods may vary based on the type of data:

 

a. Medical Records / Protected Health Information (PHI)

Medical records and PHI are retained in accordance with applicable federal and state laws and regulations, as well as organizational policies. In general, we retain PHI for a minimum of 6–10 years from the date of last service or as otherwise required by law. In some cases (e.g., for minors), records may be retained for a longer period as required by applicable law.

 

b. Appointment and Communication Records

Appointment history and communications (including messages sent through the App) are typically retained for at least 3–7 years, or longer if they form part of the designated medical record or are required for legal, regulatory, or operational purposes.

 

c. Device and Usage Data

Device and usage data are generally retained for 12–36 months, unless a longer retention period is necessary for security investigations, fraud prevention, or legal compliance.

 

After applicable retention periods expire, data is securely deleted or de-identified in accordance with our data retention and destruction policies.

 

6.    Your Rights

Depending on applicable law, you may have the right to:

• Access and obtain a copy of your information
• Request corrections to inaccurate information
• Request restrictions on certain uses or disclosures
• Receive an accounting of disclosures

 

To exercise your rights, please contact us at privacy@ptcoa.com.

 

7.    Children’s Privacy

This App is not intended for individuals under the age of 17. We do not knowingly collect data from children without parental consent.

 

8.    Third-Party Links & Services

Our App may link to third-party services (e.g., EMR portals). We are not responsible for their privacy practices.

 

9.    Changes to This Policy

We may update this policy to reflect changes in technology, law, or our practices. Updates will be posted on our website and in the App.

 

10. Contact Us

 For questions about this Privacy Policy, contact:

Pain Treatment Centers of America

108 N. Shackleford Rd.

Little Rock, AR 72211

Email: privacy@ptcoa.com

Phone: (844) 215-0731