The All-in-One Growth Platform Built for Local Businesses—Fully Set Up and Managed for You.

PRIVACY POLICY

Effective Date: August 23, 2026

Last Updated: August 23, 2026

Company Name: Omen ("Company," "we," "us," or "our")

Website: https://omenhq.com

Contact Email: [email protected]

1. OVERVIEW & BUSINESS MODEL

Omen provides a proprietary business-to-business (B2B) marketing automation platform, customer relationship management (CRM) software, artificial intelligence communication tools, and workflow systems designed specifically for local chiropractic and wellness practices. This Privacy Policy governs the collection, use, maintenance, and disclosure of information collected from users, clients, and end-consumers interacting with our platform, websites, workflows, and associated communication services.

2. MARKETING & ADMINISTRATIVE SCOPE: STRICT NON-EHR POLICY

Omen operates strictly as a marketing automation, lead management, review generation, and administrative communication platform.

- Not an EHR/EMR System: Omen is NOT an Electronic Health Record (EHR), Electronic Medical Record (EMR), Practice Management System (PMS), or certified clinical repository.

- Scope of BAA & Administrative Data: Where an express, standalone Business Associate Agreement (BAA) has been executed in writing between Omen and the Client, Omen acts as a Business Associate solely for secure administrative messaging, appointment scheduling, and customer support. Omen does not serve as a clinical repository.

- Prohibited Clinical Data: Prohibited data includes, but is not limited to: comprehensive clinical treatment notes, diagnostic imaging/X-rays, detailed medical symptom intake questionnaires, pain assessment charts, health insurance claim/policy data, medical billing codes, prescription records, and full Date of Birth paired with medical records.

- Permitted Administrative Data: Permitted data is strictly restricted to basic marketing and administrative contact details: First Name, Last Name, Mobile Phone Number, Email Address, general preferred appointment request windows, and non-clinical promotional campaign tags.

3. CLIENT RESPONSIBILITY FOR DATA & CONTACT IMPORTS

- Self-Managed Imports: Clients maintain sole control over and legal responsibility for any customer or patient contact lists uploaded into their sub-account.

- Mandatory Data Scrubbing: Clients agree to format and scrub all contact spreadsheets prior to import, ensuring that all clinical notes, diagnoses, insurance fields, and medical details are stripped out, leaving strictly administrative contact fields (First Name, Last Name, Mobile Phone, Email).

- External Clinical Intake: All comprehensive medical intake paperwork, health history questionnaires, and clinical documentation must be hosted and processed exclusively through the Client's certified third-party EHR software.

4. INFORMATION WE COLLECT

We collect the following categories of information to provide and operate our services:

- Account & Billing Information: Name, practice name, business address, email, telephone number, and payment information processed securely via our payment gateway.

- Client Contact & Lead Data: Contact information (names, emails, phone numbers) submitted voluntarily by prospective or existing patients through landing pages, contact forms, chat widgets, or promotional vouchers.

- Automated Device & Usage Data: IP addresses, browser types, operating systems, referring URLs, interaction metrics, and activity logs captured automatically through cookies and tracking pixels on B2B agency assets.

- Telephony & Messaging Metadata: Timestamps, delivery statuses, call durations, and carrier routing records necessary to transmit communications and maintain carrier compliance.

5. THIRD-PARTY SUB-PROCESSORS & SERVICE PROVIDERS

To deliver our software infrastructure, we partner with trusted third-party service providers who process data strictly under contractual confidentiality, data security, and business associate obligations where applicable:

- Platform Infrastructure & Hosting: Google Cloud Platform (GCP) and Amazon Web Services (AWS) for secure cloud hosting and media storage.

- CRM & Workflow Engine: LeadConnector / HighLevel for backend CRM database architecture, workflow automation, and pipeline management.

- Artificial Intelligence & Voice Processing: LeadConnector AI, OpenAI, and Voice Processing APIs for automated administrative conversation triage, voice routing, and reputation sentiment analysis.

- Telephony & SMS Gateways: Twilio / LC Phone for SMS, MMS, voice routing, and 10DLC compliance verification.

- Email Delivery Providers: Mailgun / LC Email / SendGrid for transactional notifications and automated marketing delivery.

- Payment Processing: Stripe for secure, PCI-compliant subscription billing and recurring fee processing.

6. MOBILE CARRIER COMPLIANCE, A2P 10DLC, & TCPA DISCLOSURES

We adhere strictly to Cellular Telecommunications and Internet Association (CTIA) guidelines, carrier messaging rules, and the Telephone Consumer Protection Act (TCPA).

- No Mobile Information Sharing: Mobile information, phone numbers, and SMS opt-in consent data will NOT be sold, rented, leased, or shared with third parties or affiliates for marketing or promotional purposes under any circumstances.

- Opt-In Consent: Messaging consent is obtained directly through clear web-form checkboxes or explicit keyword opt-ins. Consent to receive promotional marketing is never a condition of purchasing any good or service.

- Opt-Out (STOP) Instructions: Recipients may revoke consent and opt out of receiving SMS communications at any time by replying STOP, UNSUBSCRIBE, CANCEL, QUIT, or END to any text message.

- Help & Support (HELP) Instructions: Recipients can text HELP or contact [email protected] for immediate assistance.

- Message Frequency & Rates: Message frequency varies based on user interactions and appointment reminders. Standard message and data rates may apply depending on the recipient's mobile carrier plan.

7. DATA RETENTION & ACCOUNT DELETION POLICY

- Active Subscriptions: We retain client account data, contact lists, and campaign history for as long as the Client's subscription remains active.

- Account Termination & Grace Period: Upon termination or cancellation of an Omen sub-account, the Client is responsible for exporting their contact lists. Omen maintains customer data for a standard grace period of thirty (30) days following cancellation, after which sub-account data, automations, and contact records may be permanently deleted from our servers.

- Legal Retention: Certain transactional and billing records will be retained for as long as necessary to satisfy accounting, legal, and tax reporting requirements.

8. DATA SECURITY & STORAGE SAFEGUARDS

We implement industry-standard administrative, physical, and technical safeguards designed to protect data against unauthorized access, loss, misuse, or alteration:

- SSL/TLS encryption for all data in transit across web forms and APIs.

- Role-based access controls, multi-factor authentication (2FA), and encrypted database storage at rest.

- Automated carrier abuse monitoring to prevent spam and maintain high deliverability standards.

9. LIMITATION OF LIABILITY & INDEMNIFICATION

- Disclaimer: Omen expressly disclaims all liability resulting from the unauthorized submission, upload, or processing of Protected Health Information (PHI), medical records, or clinical diagnostic data into the platform by the Client, its staff, or its end users outside of agreed administrative scopes.

- Indemnification: The Client agrees to defend, indemnify, and hold harmless Omen, its affiliates, directors, officers, employees, and agents from and against any third-party claims, penalties, regulatory fines, or damages arising out of the Client’s failure to comply with HIPAA, TCPA, A2P 10DLC rules, or this Privacy Policy.

10. POLICY UPDATES & CONTACT INFORMATION

We reserve the right to modify this Privacy Policy at any time. Any changes will be posted to this page with an updated "Last Updated" date.

If you have questions regarding this Privacy Policy or platform compliance, please contact:

Omen Team

Email: [email protected]

Website: https://omenhq.com