Privacy Policy

Screen-to-Scan™ ("we", "us", or "our") provides done-for-you patient acquisition systems for independent imaging centers. Our services include paid social media advertising (Meta), automated email and SMS follow-up sequences, AI-powered booking and nurture systems (ScanBot AI), CRM setup and lead management, and monthly campaign strategy and optimization.

This Privacy Policy explains how we collect, use, share, and protect information when you visit our website, contact us, or engage our services.

2.1 Information you provide

• Business contact details: name, email, phone, company name, and role.
• Account and billing details: billing contact, address, and payment-related details processed by our payment provider.
• Onboarding information: target market, ad budget, imaging center details, existing patient data you choose to share, and ad account access credentials.
• Communications: emails, chat messages, support requests, and meeting notes.
• Bookings and form submissions: information submitted via our contact forms or scheduling tools.
• Ad account and CRM data you authorize us to access for campaign management and reporting.
• Lead and patient inquiry data generated through campaigns we manage on your behalf.

2.2 Information collected automatically

When you visit our website, we may collect limited technical data such as IP address, device and browser type, pages viewed, and referring URLs through cookies or similar technologies to improve site performance and security.

2.3 Information from integrations you authorize

With your permission, we connect to platforms you use to deliver our services. Depending on your setup, this may include:

• Meta (Facebook/Instagram) Ads Manager — for campaign creation and reporting
• GoHighLevel CRM — for lead management, follow-up sequences, and booking
• Email and SMS platforms — for automated patient nurture communications
• Scheduling and booking tools — for strategy call and patient appointment management
• Payment processors — for billing and subscription management

For client CRM data and leads you provide, we act as your service provider and only process such data to deliver the services you request.

• Deliver and manage services: ad campaign setup and optimization, lead nurture sequence management, ScanBot AI configuration, CRM management, and performance reporting.
• Provide support and communicate with you about campaigns, invoices, and account updates.
• Measure and improve campaign performance, lead quality, and patient acquisition outcomes.
• Maintain the security and integrity of our systems and the accounts we manage on your behalf.
• Comply with legal obligations and enforce our agreements.

• Service providers and processors: trusted vendors that help us operate our business (hosting, payment processing, scheduling, email/SMS delivery).
• Advertising platforms (Meta) we use to run and manage campaigns on your behalf.
• CRM and marketing automation platforms (GoHighLevel) required to deliver lead management and nurture services.
• Professional advisors and legal authorities when required by law or to protect rights.
• Business transferees in the event of a merger, acquisition, or sale.

We do not sell your personal information. We do not use client CRM or patient lead data for any purpose other than providing the services you request.

We use cookies or similar technologies to operate and improve the website, remember preferences, and understand aggregate usage. You can control cookies through your browser settings; disabling cookies may affect site functionality.

We retain information only as long as necessary to provide the services, meet legal obligations, resolve disputes, and enforce agreements. Upon request or at the end of our engagement, we will delete or return client-provided data, subject to legal requirements and backup limitations.

We implement reasonable administrative, technical, and physical safeguards to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We may process information in the United States and other jurisdictions. By using our website or services, you consent to the transfer of your information as permitted by applicable law.

Depending on your location, you may have rights to access, correct, delete, or restrict the use of your personal information, object to processing, or request data portability. You may also opt out of marketing communications at any time.

To exercise your rights, contact us at [email protected]. We will respond consistent with applicable laws.

Our website and services are intended for business users and are not directed to children under 18. We do not knowingly collect personal information from children.

Our site may include links to third-party sites or embedded tools (for example, scheduling widgets and booking calendars). Their privacy practices are governed by their own policies.

We may update this Privacy Policy from time to time. We will post the updated version with the revised "Last Updated" date at the top of this page.