1. Who this policy covers
This policy describes how MATHENY MEDIA LLC (Matheny Media), referred to as "we," "us," or "our," handles information through mathenymediaco.com, our branded client portal, and related business communications.
This policy does not describe how a dental or orthodontic practice handles its own patient records. Each practice is responsible for its own privacy notices and clinical systems.
2. Information we collect
We collect information you choose to provide and limited technical information created when you use our services.
- Contact and business information, such as your name, work email, phone number, practice name, website, and message.
- Appointment information when you schedule a call through our booking provider.
- Client portal information, such as account details, login activity, assigned tasks, and records created while using the portal.
- Technical and usage information, such as browser type, device, pages viewed, referral source, approximate location, and interactions with our site.
- Communications and support records when you email, call, or otherwise contact us.
3. Please do not send clinical information through this website
Matheny Media is a marketing company, not a dental provider. Do not use our public website forms to submit medical histories, diagnoses, treatment records, insurance documents, payment-card details, or other sensitive patient information.
A client portal or workflow may handle healthcare-related information only when Matheny Media and the practice have approved that use in writing and completed the required privacy, security, and contract steps. Portal access by itself does not mean a workflow is approved for protected health information.
4. How we use information
If a signed client service agreement and Business Associate Agreement apply to practice patient data, we use and disclose that information only for the permitted service purpose, through the approved vendor chain, and subject to those agreements. We do not use practice patient data for Matheny Media's independent advertising, audience building, or campaign measurement.
- Respond to inquiries, schedule calls, prepare proposals, and provide requested services.
- Operate, secure, support, and improve our website and client portal.
- Understand which pages, campaigns, and content are useful.
- Send service notices and, where permitted, relevant business marketing. You may opt out of promotional email at any time.
- Detect abuse, protect accounts, keep records, and meet legal obligations.
5. Analytics, advertising, and cookies
Our public marketing site uses services such as Google Analytics, Meta Pixel, Vercel Analytics, and Vercel Speed Insights. These providers may use cookies or similar technologies to measure public-site activity, understand advertising performance, and help us improve the site.
We do not place Meta Pixel, Meta Conversions API, or similar advertising trackers on a client portal, healthcare intake form, scheduling page, treatment page, patient confirmation page, or patient thank-you page. We do not use patient or prospective-patient portal data for advertising measurement.
We do not sell personal information for money. Some advertising-related disclosures may be treated as a "sale" or "sharing" under certain state privacy laws. You can use browser controls, provider opt-out tools, or contact us to request available privacy choices.
6. When we share information
We disclose information only as reasonably needed for the purposes described here.
- Service providers that help with hosting, analytics, advertising measurement, scheduling, email delivery, customer relationship management, and site operations.
- Professional advisers and authorities when required by law or reasonably necessary to protect rights, safety, and security.
- A successor in a merger, acquisition, financing, or sale of all or part of the business, subject to appropriate protections.
- Other parties when you direct us or give consent.
7. Text messages and email
The disclosure beside each public website submit button explains the email follow-up associated with that form. When it says so, submitting enrolls you in email about your request and relevant practice-growth services. Promotional emails include an unsubscribe method, and you may opt out at any time.
Automated text messages from Matheny Media LLC are separate. We send them only after you actively select an optional, unchecked text-consent control or use another documented text opt-in. Text consent is not a condition of purchasing services. Message frequency varies, message and data rates may apply, and you may reply STOP to opt out or HELP for help.
We do not sell, rent, or share mobile phone numbers, SMS opt-in data, or messaging consent with third parties or affiliates for their marketing or promotional purposes. We may disclose this information to service providers only as needed to deliver messages on our behalf, and those providers may not use it for their own marketing.
We may still send a direct, non-promotional reply needed to answer an inquiry or provide a service you requested after a marketing-email opt-out.
8. Data retention and security
We keep information for as long as reasonably needed to provide services, maintain business and security records, resolve disputes, and meet legal obligations. Retention periods vary by the type of information and the system involved.
We use reasonable administrative, technical, and physical safeguards. No online system is completely secure, so we cannot guarantee absolute security.
9. Your choices and privacy requests
Depending on where you live, you may have rights to request access, correction, deletion, or a copy of certain personal information, or to opt out of certain advertising-related uses. We may need to verify your identity and may retain information when the law permits or requires it.
To make a request, email collin@mathenymediaco.com with the subject "Privacy Request."
10. Children
Our website and client portal are intended for business users and are not directed to children under 13. We do not knowingly collect personal information from children through these services.
11. Changes to this policy
We may update this policy as our services or legal obligations change. The date at the top shows when it was last revised. Material changes will be communicated when required.
12. Contact us
MATHENY MEDIA LLC (Matheny Media), 1070 NE Post Oak Way, Jensen Beach, FL 34957. Email collin@mathenymediaco.com.