Privacy Policy

1. Who We Are and What This Policy Covers

PIONEER HEARING AND TINNITUS is the public brand used on this website. The website operator is PIONEER HEARING AND TINNITUS LLC, located at 1855 Camrose St, Idaho Falls, ID 83402. Questions or requests concerning this Policy may be sent to privacy@hearingaidsoftware.com.

This Policy covers the public website and its general web forms. The contact and subscription forms are not intended for diagnoses, insurance identifiers, treatment records, or other sensitive clinical details. Privacy practices that apply to care delivered by the clinic may be described in separate patient notices where required.

2. Information That Enters the Website

Information you type into forms. The Health Notes form asks for first name, last name, email address, and Date of Birth. Date of Birth is used to confirm that a subscriber is at least eighteen. A phone number is optional unless SMS permission is selected. The contact form receives a name, email address, and message. Both forms record the state of their consent checkboxes, the exact consent language shown, the policy version, the page URL, submission source, time, and site domain.

Ordinary connection details. Web hosting and webhook infrastructure ordinarily receives technical information needed to deliver and protect a request, such as IP address, browser and device information, requested page, referring address, timestamps, and server or security logs. The site does not perform a client-side IP lookup.

Short-lived preferences and interface state. Session storage may hold whether a subscription succeeded. This value lasts for the browser session and is used only to operate the subscription experience.

Interactive educational activity. Answers entered into the hearing and tinnitus screener, including sound descriptions, noise history, and day-to-day impact selections, are processed in the browser to create a summary. They are not transmitted or persistently stored by the screener. Its optional audio preview is generated locally. The Patient Portal page is only a preview: it has no registration, login, password collection, patient record connection, or account backend.

3. Why Information Is Used

We use information for the practical purpose connected to the interaction: to send requested educational and informational Health Notes emails about hearing and tinnitus, healthy aging, communication, everyday wellness, and clinic news; to send marketing texts only when separate express permission is given; to reply by email to a contact-form inquiry and coordinate next steps; to document, administer, and honor consent, unsubscribe, STOP, and suppression choices; to confirm adult eligibility; and to operate the screener and subscription page.

Information may also be used to maintain website availability, route submissions to the intended workflow, identify errors or abuse, protect the site and its users, comply with law, establish or defend legal rights, and improve reliability based on operational records. We do not use Date of Birth from the subscription form to diagnose, treat, or personalize medical care through the website.

4. Who May Receive Information

Information is not disclosed broadly. It may be handled by service providers that support the specific operation involved, including website hosting and content delivery, form and webhook processing, email delivery, SMS delivery and its aggregators, security, data storage, and professional advisers supporting compliance. These providers receive only information reasonably needed for the service and are expected to use it for that service or as law permits.

Information may also be disclosed when reasonably necessary to comply with a subpoena, court order, or other legal process; respond to a lawful government request; investigate fraud, abuse, or a security event; protect the rights, safety, or property of users, the operator, or others; enforce applicable terms; or support a merger, financing, acquisition, reorganization, or transfer of business assets subject to appropriate privacy protections. We do not sell personal data, and we do not share it for cross-context behavioral advertising.

5. Mobile Information Has a Separate Boundary

Mobile information, opt-in data, and consent will not be shared with third parties or affiliates for their marketing or promotional purposes and will not be sold. Text messaging originator opt-in data and consent will not be shared with any third parties, excluding aggregators and providers of the text message service. Those messaging providers may process the information only to operate and support the requested text program, subject to their service role and applicable law.

6. Tracking, Preferences, and Browser Signals

TRACKING_ENABLED is false. The current site does not load analytics, advertising pixels, behavioral advertising trackers, or third-party cookie libraries.

If optional tracking is introduced later, the site will first implement an appropriate consent choice, update this Policy, and honor applicable opt-out signals such as Global Privacy Control (GPC). We do not claim that future tools are present today.

7. Retention and Record Disposal

We keep personal information only as long as reasonably needed for the purpose collected, legal and accounting requirements, dispute handling, security, and enforcement. General inquiries may be retained while the request is handled and for a reasonable follow-up period. Delivery providers may retain operational logs under their own service schedules. The subscription-success state normally disappears when the browser session ends; screener answers are not persistently retained by the site.

Evidence of SMS opt-in and opt-out is retained for at least four years. Suppression and STOP records are retained for at least ten years, or longer when legally required, so that a request not to receive messages can continue to be honored. When information is no longer required, it is deleted, de-identified, or securely disposed of where reasonably practicable.

8. California and Other U.S. Privacy Choices — Do Not Sell or Share

Depending on where you live and the law that applies, you may request access to or confirmation of personal information, correction of inaccurate information, deletion, a portable copy, or information about categories collected, sources, purposes, recipients, and retention. You may also have the right to opt out of sale, sharing for cross-context behavioral advertising, targeted advertising, or certain profiling, and to limit certain uses of sensitive personal information. PIONEER HEARING AND TINNITUS does not sell personal data or share it for cross-context behavioral advertising.

California residents may exercise applicable rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA/CPRA), including the right to know, delete, correct, obtain information about disclosures, and opt out of sale or sharing. Because no sale or cross-context behavioral advertising sharing occurs, a Do Not Sell or Share request confirms and preserves that choice rather than switching off an existing sale. We treat a recognized GPC signal as an applicable browser-level opt-out request.

Submit a request by emailing privacy@hearingaidsoftware.com or writing to 1855 Camrose St, Idaho Falls, ID 83402. Describe the request and provide enough information for us to locate the relevant record. We may verify identity by matching details already associated with the interaction and may request additional information only when reasonably necessary. An authorized agent may submit a request with proof of authority; we may still verify the consumer directly where permitted. We will not discriminate against you for exercising a privacy right.

If applicable law provides an appeal, reply to the decision email with “Privacy Appeal” and explain why you believe the decision should be reconsidered. We will review and respond as required. These rights are subject to legal exceptions, including records that must be kept to honor suppression choices or protect security.

9. Communication Controls

Use the unsubscribe link in an educational email to stop email delivery. For text messages, reply STOP to opt out; reply HELP for help. You may also contact support@hearingaidsoftware.com for reasonable alternative assistance. Withdrawal applies going forward and does not invalidate processing that occurred before the request. Administrative responses needed to complete a request or confirm an opt-out may still be sent.

10. Safeguards and Practical Limits

We use reasonable administrative, technical, and organizational safeguards appropriate to the information and website functions, including access limitation and service-provider controls. No method of transmission or storage is completely secure, so absolute security cannot be promised. Do not place medical histories, account credentials, government identifiers, payment details, or insurance information in the general contact form.

11. Adults Only

The website and its subscription programs are intended only for people eighteen years of age or older. We do not knowingly collect personal information through these web experiences from children. If you believe a child provided information, contact the privacy address so the record can be reviewed and deleted where appropriate.

12. Disputes Concerning This Policy

Disputes arising out of or relating to this Policy or the website’s handling of information are subject to Section 10 of the Terms & Conditions, including its informal-notice process, binding individual arbitration agreement, class-action waiver, exceptions, and thirty-day opt-out right, to the extent permitted by law. Nothing in that section limits a non-waivable privacy right or prevents you from contacting a privacy regulator or other government agency.

13. Revisions and Privacy Contact

We may revise this Policy when website functions, vendors, or legal requirements change. The Last Updated date identifies the version in effect. Material changes will be presented by a reasonable notice where appropriate, and information will not be used in a materially different way without the notice or permission required by law.

Privacy requests: privacy@hearingaidsoftware.com
Website support: support@hearingaidsoftware.com
Mail: 1855 Camrose St, Idaho Falls, ID 83402