Effective date: September 22, 2026 · Last updated: September 22, 2026 · Version 1.0
This policy explains what MindForge collects through this website and our marketing and scheduling tools, why we collect it, who we share it with, and what choices you have.
This policy is not our HIPAA notice. If you are a MindForge patient, the health information in your medical record is governed by our Notice of Privacy Practices, which gives you rights this policy does not cover. Where the two overlap, the Notice of Privacy Practices controls for your medical record.
011. Who we are
MindForge is a clinical neurotherapeutics practice in Dallas, Texas. Clinical care is provided by the Institute for Translational Therapeutics, a Texas nonprofit health organization. This website, our forms, and our scheduling and marketing tools are operated by MindForge, LLC, which provides administrative and technology services to the practice.
We can be reached at 5301 Alpha Rd, Suite A-10, Dallas, TX 75240, by phone at (214) 730-6463, or by email at info@mindforge.health.
022. What we collect
Information you give us. When you use our callback or request-for-information form, you give us your name, phone number, email address, and the general area of concern you select from a dropdown list. That last field is a broad category — it is deliberately not a place to describe your symptoms, your diagnosis, or your treatment history, and we ask you not to enter clinical detail anywhere on this website. When you book through our scheduling pages, you give us the same contact information plus your appointment preferences.
Information from calls and text messages. If you call us or we call you, we keep call records — the number, the time, and the duration. If you call and we miss you, our system may send an automatic text message to that number.
Information collected automatically. When you visit the site, we and our analytics provider automatically receive your IP address, device and browser type, the pages you view, the page that referred you, and the date and time. We also capture marketing attribution parameters that travel with the link you clicked — campaign tags, search and social advertising click identifiers, and an anonymous analytics identifier. Our printed QR codes carry these same tags, so scanning a MindForge card, flyer, or sign tells us which piece of print you scanned, but not who you are.
Phone number verification. When you give us a phone number, we may check it against a carrier database to confirm whether it is a mobile or landline number, so we know whether we can text you. This check returns technical information about the number itself and does not tell us anything about you.
033. Why we collect it
To respond to you; to schedule, confirm, and follow up on appointments; to answer questions about cost and payment; to improve the website and understand which of our outreach efforts are working; to send you messages you asked for; and to meet our legal and recordkeeping obligations.
044. A note about health information
We have built this site to collect as little health information as possible before you become a patient. The area-of-concern dropdown is intentionally coarse. Please do not send us symptoms, test results, medications, or diagnoses through this website, through a web form, or by ordinary email — none of those channels is built for it. Call us at (214) 730-6463 and we will take that information the right way.
If you do send us health information anyway, we treat it as confidential, we apply the safeguards described below, and — once you are a patient — it is protected under Texas law and under the privacy commitments in our Notice of Privacy Practices.
055. Who we share it with
We do not sell your personal information, and we do not share it with anyone for their own marketing.
We use service providers who handle information on our behalf and are contractually limited to using it only to provide services to us:
- Customer relationship and communications platform — runs our forms, contact records, text messaging, and scheduling. Receives contact details, form responses, and message and call records. Operates under a signed Business Associate Agreement.
- Email delivery service — sends the email we send you. Receives your email address, message content, and delivery and open events.
- Website analytics provider — measures how the site is used. Receives site usage, device and browser data, and an anonymous identifier.
- Website hosting provider — serves this website. Receives server logs including IP address.
- Server-side tagging service (planned) — routes conversion signals from our server to advertising platforms. Receives identifiers, funnel stage, timestamps, and click identifiers only — never the area of concern you selected, and never any clinical information.
- Clinical records system — maintains patient medical records. Governed by our Notice of Privacy Practices, not this policy.
We also disclose information when the law requires it, to protect our rights or someone's safety, and to our professional advisors under duties of confidentiality. If MindForge is ever acquired or reorganized, information may transfer as part of that transaction, subject to this policy.
If you want to know which specific companies we use, ask us — call (214) 730-6463 or email info@mindforge.health and we will tell you.
066. Text messaging
Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.
Full terms for our messaging program, including how to stop messages, are at SMS Terms.
077. Cookies, analytics, and advertising
We use cookies and similar technologies. Our Cookie & Tracking Policy describes the tools we use, what each one does, and how to control them. Two commitments worth stating plainly here:
- We do not run analytics or advertising technologies on patient-facing or logged-in surfaces. Those tools run on our public marketing pages only.
- We do not send the area of concern you selected, or any clinical information, to advertising platforms. What we send is limited to identifiers, funnel stage, timestamps, and click identifiers.
088. Your choices and rights
You can ask us to see, correct, or delete the personal information we hold about you, ask for a copy in a portable format, and opt out of targeted advertising or of any sale of personal information. You can also ask us not to use certain sensitive information, including the area of concern you selected.
To make a request, email info@mindforge.health or call (214) 730-6463. We will verify your identity before acting. We respond within 45 days and may extend once by another 45 days if the request is complex, in which case we will tell you why.
If we decline your request, you may appeal. Write to us at the same address with "Privacy Appeal" in the subject line. We will decide the appeal within 60 days and give you a written explanation. If we deny the appeal, you may contact the Texas Attorney General.
Browser and device signals. We honor recognized universal opt-out signals, including Global Privacy Control, as an opt-out of targeted advertising for the browser sending the signal.
Sensitive information. The area of concern you select is sensitive personal information under Texas law, so we must have your affirmative consent before we process it. That consent is the checkbox on the form — it is never pre-checked, submission is blocked without it, and you can withdraw it at any time by contacting us. We do not sell personal data, and we do not sell sensitive personal data.
099. Children
This website and our forms are directed to adults. We do not knowingly collect personal information from children under 13. Our pediatric service pages collect the parent's or guardian's contact information, not the child's. If you believe a child has given us information, contact us and we will delete it.
1010. How long we keep information
Website and marketing information — form submissions, message records, analytics — is kept for 24 months and then deleted, unless we need it longer for a legal claim or because you became a patient.
Once you become a patient, your medical record follows our records policy: adult records are kept seven years after the last date of treatment; records for patients who were minors are kept until the patient turns 21 or for seven years, whichever is longer. Records related to any civil, criminal, or administrative proceeding are not destroyed while that matter is pending.
1111. How we protect information
We limit access to people who need it, require confidentiality agreements and training, use encryption in transit, and keep the minimum necessary. No system is perfectly secure, and we will tell you if a breach affects your information as the law requires.
1212. Changes
We will post changes here and update the effective date. Material changes will be announced on the site before they take effect.
1313. Contact
MindForge · 5301 Alpha Rd, Suite A-10, Dallas, TX 75240 · (214) 730-6463 · info@mindforge.health