Last Updated: February 1, 2026
This Privacy Policy describes how My Simple Scan, LLC collects, uses, discloses, and safeguards personal information, including information that may be considered Protected Health Information (PHI).
Our Role and Scope
My Simple Scan provides technology and coordination services. We are not a healthcare provider. However, in operating the Platform we may handle information related to your health, including radiology reports and derived summaries. We apply HIPAA-aligned administrative, technical, and physical safeguards to PHI we handle.
Depending on context and the arrangements with our Imaging Providers and vendors, My Simple Scan may act as a service provider (vendor) supporting third-party providers. We do not claim to be a "Covered Entity" under HIPAA unless and until we are formally classified as such.
Information We Collect
2.1 Information You Provide
Identifiers and contact information (name, date of birth, email, phone number, address).
Intake and scheduling information (availability, facility preferences, and basic screening/safety information).
Communications with us (emails, texts, phone call notes, support messages).
2.2 Reports and PHI
Radiologist Reports received from third-party Radiologists (PHI).
Simplified Reports/Summaries derived from Reports (PHI).
Portal access history and document download activity (may be linked to PHI).
2.3 Payment and Transaction Information
Transaction records (amount, date, payment status).
Limited billing metadata provided by payment processors.
We aim not to store full card numbers and rely on payment processor tokenization where available.
2.4 Technical and Usage Data
Device and browser data, IP address, log files, and diagnostic data.
Cookies and similar technologies to support site functionality and analytics.
How We Use Information
We use information for the following purposes:
Provide Services: intake processing, coordination, scheduling facilitation, payment administration, and report delivery.
Communications: send scheduling updates, reminders, instructions, portal notices, and customer support responses.
Safety and compliance: verify eligibility, reduce fraud, and maintain platform integrity.
Operations and improvement: troubleshoot, maintain, and improve performance and user experience.
Legal obligations: comply with applicable laws, enforce our Terms, and protect rights and safety.
How We Disclose/Share Information
We disclose information only as reasonably necessary to operate the Services and as permitted by law, including:
4.1 Imaging Providers and Radiologists
We share the minimum necessary information to facilitate scheduling, scanning, and interpretation, including identity/contact details and intake information relevant to scheduling and safety screening.
4.2 Service Providers (Vendors)
We may use vendors for hosting, secure storage, communications, customer support, analytics, and payment processing. Vendors may access information only to perform services for us, subject to confidentiality and security obligations.
4.3 Payment Processors
Payment processors process transactions and may conduct fraud prevention and compliance checks. Their use of payment data is governed by their own privacy terms and applicable law.
4.4 Legal, Safety, and Business Transactions
We may disclose information if required by subpoena, court order, or applicable law.
We may disclose information to protect the rights, safety, and security of customers, our partners, and the public.
If we undergo a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred subject to appropriate protections.
We do not sell PHI. We do not use PHI for targeted advertising.
Communications (SMS/Email/Calls)
We may send texts, calls, and emails related to scheduling and service delivery. You can opt out of non-essential texts by replying STOP. Opting out may interfere with coordination and delivery of Services.
Cookies and Analytics
We use cookies and similar technologies to operate the Platform, maintain sessions, remember preferences, and understand usage patterns. Where feasible, we configure analytics to avoid collecting PHI. You can control cookies through browser settings; however, disabling cookies may limit functionality.
Data Retention
We retain Reports and Summaries for 24 months from the date they are uploaded to the portal. We may retain certain administrative records longer as required for legal compliance, dispute resolution, fraud prevention, and operational purposes.
Security Safeguards
We maintain reasonable safeguards designed to protect information from unauthorized access, use, or disclosure. Safeguards may include:
Encryption in transit (for example, TLS) and encryption at rest where available.
Access controls and least-privilege permissions for staff and contractors.
Authentication and session controls for portal access.
Audit logging and monitoring for suspicious activity.
Vendor diligence and security requirements where appropriate.
Backups and disaster recovery practices.
No security measure is perfect. You acknowledge the inherent risks of electronic transmission and storage.
Your Rights and Requests
Subject to applicable law and verification of identity, you may request:
Access to your stored Reports and Summaries (during the Retention Period).
Correction of inaccurate personal information (and, where appropriate, correction requests related to portal-hosted data).
Deletion of certain information where permitted (note: some records may be retained for legal compliance).
Information about certain disclosures, where applicable.
Submit requests to privacy@mysimplescan.com. We may need additional information to verify your identity before responding.
Children's Privacy
The Platform is not intended for individuals under 21 years old. We do not knowingly collect information from minors. If you believe a minor has provided information, contact us and we will take appropriate steps.
Changes to This Policy
We may update this Privacy Policy from time to time. The "Last Updated" date at the top indicates when it was last revised. Continued use of the Platform after changes become effective constitutes acceptance of the updated Policy.
Contact
Privacy inquiries: support@mysimplescan.com
Legal inquiries: support@mysimplescan.com
Mail: My Simple Scan, LLC, Fulshear, Texas 77441