Privacy Policy

Metro Psychiatry Inc, doing business as Optimum Wellness & TMS ("Optimum TMS," "we," "our," or "us")

Effective date: 16/06/2026 Last updated: 16/06/2026

This Privacy Policy describes how we collect, use, and share personal information through our website (optimumwellnessandtms.com) and our services. It applies to information collected through forms, the qualification survey, appointment bookings, phone calls, text messages, and any other interactions with our practice or website.

We are a healthcare practice and your protected health information is also governed by our Notice of Privacy Practices under the Health Insurance Portability and Accountability Act (HIPAA), available separately from this Privacy Policy.

1. Informtion we collect

We collect the following categories of personal information:

Contact and identification information

Name, email address, phone number, postal address
Date of birth or age range (used for eligibility screening only)
Emergency contact information when provided

Health-related information

Information you voluntarily provide through our qualification survey, contact forms, or referral forms
Diagnosis information (e.g., whether you have been diagnosed with depression)
Treatment history (e.g., medications you have tried)
Conditions, symptoms, or concerns you describe to us
Insurance information for benefit verification

Information from third parties

Referrals from healthcare providers
Insurance benefits information from your insurance carrier
Information shared by parents or legal guardians for adolescent patients

Technical and usage information

IP address, device type, browser type, operating system
Pages visited on our website, time spent, links clicked
Referring website or source (e.g., search engine, advertisement)
Cookies and similar tracking technologies (see Section 6)

Communications

Messages you send us by email, contact form, or text
Records of phone calls, including recordings where applicable and disclosed
Information shared during scheduled consultations

2. How we use your information

We use the personal information we collect to:

Provide patient consultation, treatment matching, and clinical services
Communicate with you about appointments, treatment options, and follow-up care
Send appointment reminders and treatment-related notifications by email and text message (see Section 5)
Verify insurance benefits and process billing
Improve our website, services, and patient experience
Respond to your questions and inquiries
Comply with legal obligations, including HIPAA and applicable state laws
Detect, prevent, and address technical issues, security incidents, or unlawful activity

3. How we share your information

We do not sell your personal information.

We share information only as described below:

Treatment, payment, and healthcare operations (HIPAA permitted disclosures)

With clinicians involved in your care, including referring or consulting providers
With insurance carriers for benefit verification, prior authorization, and claims
With our business associates under written HIPAA business associate agreements

Service providers

With third-party platforms we use to deliver our services, including our customer relationship management (CRM) platform, scheduling system, payment processor, and communication tools
These providers may only use your information to perform services on our behalf and are contractually required to maintain its confidentiality

Legal compliance

When required by law, court order, or regulatory authority
To protect the rights, property, or safety of our patients, staff, or the public
In connection with a merger, acquisition, or sale of business assets (where permitted by HIPAA)

SMS opt-in information

We do not share, sell, rent, or disclose SMS opt-in information, mobile numbers, or consent records with any third party for marketing, promotional, or any other purposes. SMS consent is collected solely for the purpose of sending appointment reminders, treatment-related communications, care follow-ups, and notifications about assessments or inquiries you submit to us — including your assessment results and prompts to schedule a consultation — directly from our practice.

4. Cookies and tracking technologies

Our website uses cookies and similar technologies to:

Maintain your session and remember your preferences
Understand how visitors use our website (analytics)
Measure the effectiveness of our advertising campaigns
Provide functionality such as form submissions and embedded content

You can control cookies through your browser settings. Disabling cookies may limit some features of the website. We may also use third-party services such as Google Analytics, Google Ads, and Meta Pixel for analytics and advertising measurement. These services may set their own cookies, governed by their own privacy policies.

5. SMS communications program

By providing your mobile number and opting in to receive text messages from us, you consent to receive automated and non-automated text messages from Optimum TMS related to your care, including:

Appointment confirmations and reminders
Pre-treatment and post-treatment care instructions
Follow-up messages from clinical or administrative staff
Responses to inquiries you initiate
Notifications that your online assessment results are available, including prompts to schedule a consultation

Frequency: Message frequency varies based on your appointments and the stage of your care.

Message and data rates: Standard message and data rates may apply, depending on your mobile carrier and plan.

Opt-out: You may opt out of text messages at any time by replying STOP to any message you receive from us. After opting out, you will receive a confirmation message that no further texts will be sent. You may opt back in at any time by replying START or by contacting us directly.

Help: Reply HELP to any text message for assistance, or contact us using the information in Section 11.

Mobile carriers are not liable for delayed or undelivered messages.

6. Data security and HIPAA

We implement administrative, physical, and technical safeguards designed to protect your personal information from unauthorised access, use, disclosure, alteration, or destruction. These include access controls, encryption in transit and at rest where applicable, secure data storage, and routine security review.

As a healthcare provider, we are subject to HIPAA. For information about your rights under HIPAA and how we handle protected health information specifically, please refer to our Notice of Privacy Practices.

While we take security seriously, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee absolute security.

7. Your rights and choices

You have the following rights with respect to your personal information:

Access: You may request a copy of the personal information we hold about you
Correction: You may request that we correct inaccurate or incomplete information
Deletion: You may request that we delete your personal information, subject to legal retention requirements (medical records are typically subject to mandatory retention periods under state and federal law)
Opt-out of marketing: You may unsubscribe from marketing emails using the link in any marketing message, or opt out of SMS by replying STOP
HIPAA rights: You have additional rights under HIPAA with respect to your protected health information, as described in our Notice of Privacy Practices

To exercise any of these rights, please contact us using the information in Section 11. We will respond within the timeframes required by applicable law.

8. Chidren's privacy

Our services are intended for adults aged 18 and older. We offer transcranial magnetic stimulation (TMS) to adolescents aged 15 and older only in collaboration with a parent or legal guardian. We do not knowingly collect personal information from children under the age of 13 without verifiable parental consent.

If you believe we may have collected information from a child under 13 without appropriate consent, please contact us immediately so we can investigate and delete the information.

9. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this policy indicates when the most recent changes were made. We encourage you to review this policy periodically. Material changes will be highlighted at the top of the policy or communicated through other appropriate means.

10. Third-party links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing them with any personal information.

11. Contact us

If you have questions about this Privacy Policy or our handling of your personal information, please contact us:

Metro Psychiatry Inc (dba Optimum TMS) 500 E Main Street, Suites 110 & 130 Columbus, OH 43215 Phone: (614) 933-4200 Email: info@optimumtms.com

For HIPAA-specific concerns or complaints, you may also contact our designated Privacy Officer at the address above, or file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.

This Privacy Policy is provided as a starting point and has not been reviewed by legal counsel. Before publishing, this document must be reviewed by qualified legal counsel familiar with HIPAA, TCPA, and applicable state laws (Ohio).

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