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Privacy Policy for Website, Chat, and Online Services

Effective Date: October 23, 2025

This Privacy Policy applies to all visitors and users of www.wearethearmory.com and its subdomains ("Site"), including individuals who browse, complete forms, engage with chat or messaging services, or otherwise interact with THE ARMORY online, whether or not they are patients or members.

This policy does not replace our HIPAA Notice of Privacy Practices. For information about how we handle your protected health information (PHI), please refer to our Notice of Privacy Practices.

1. Information We Collect

A. Personal Information You Provide

  • Name, email address, phone number, date of birth, or other identifiers submitted through forms or chat
  • Health and fitness preferences, athletic interests, or service requests
  • Messages, attachments, or feedback submitted through chat, forms, or customer support tickets
  • Information submitted on behalf of a minor (by a parent or legal guardian)

B. Automatic Data Collection

  • IP address, browser type, operating system, and device identifiers
  • Pages visited, time spent on site, referral links
  • Cookies and tracking pixels used for analytics, performance, and advertising

C. Third-Party Tools and Integrations

We use the following platforms to support our services and communications. These may collect and process personal data according to their respective privacy policies:

  • Zendesk: customer service, ticketing, and live chat interactions
  • Mailchimp: email updates and audience management
  • Sanity: secure storage of website form submissions
  • Zoom: SMS/text communication and telehealth
  • WellnessLiving: scheduling, billing, and account management
  • Elation Health: electronic medical record and patient portal
  • Google Analytics: website traffic analytics

2. How We Use Your Information

  • Respond to questions, chats, or customer support requests
  • Schedule appointments, classes, rentals, or consultations
  • Send confirmations, alerts, and reminders via SMS or email
  • Provide access to medical, fitness, recovery, or performance services
  • Maintain service records, including chat transcripts and ticket history
  • Improve website experience, customer support, and internal processes
  • Promote relevant programs or events (only if you opt in)

We do not sell or "share" your personal information with third parties for their marketing purposes.

3. Text Messaging (SMS/MMS)

When you provide your mobile number and opt in through a form, chat, or registration system, you consent to receive SMS/MMS messages from THE ARMORY. These may include:

  • Appointment confirmations and reminders
  • Service-related updates or follow-ups
  • Billing, scheduling, or account alerts

Message frequency may vary. Message and data rates may apply. To opt out, reply STOP at any time. For help, reply HELP. Agreeing to receive texts is never a condition of purchasing any product or service. We maintain records of your consent and process opt-out requests promptly.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

4. Cookies and Tracking

We use cookies and tracking tools (including Google Analytics) to:

  • Understand how visitors use our site
  • Measure performance and improve content

You may manage cookie preferences through your browser or device settings. Continued use of the Site constitutes consent to cookie use. You can learn more about managing or opting out of interest-based advertising at https://optout.aboutads.info.

5. Chat, Messaging, and Support Tickets

When you engage with our chatbot or submit a support request, Zendesk may collect and store information such as your name, email address, chat transcripts, and any attachments you provide. These records help us respond to your inquiries and improve our customer support. Chat and ticket data may be accessible to authorized staff and stored securely on Zendesk servers.

We act as the controller of this data, and Zendesk acts as a processor under its own privacy and data protection framework. For more information, see Zendesk's Privacy Notice.

Chat data may be retained for up to 12 months unless you request deletion sooner. You may request deletion of chat or ticket history by contacting us directly.

6. Children and Minors

THE ARMORY collects information from and provides services to minors under the age of 18 only with the consent and involvement of a parent or legal guardian.

If you submit information on behalf of a minor, you are responsible for ensuring its accuracy and understanding the terms of this policy. We do not knowingly collect information directly from minors without consent.

7. Data Retention

We retain personal data only as long as necessary to fulfill the purposes described in this policy or as required by law. Typical retention periods include:

  • Chat and support ticket data: up to 12 months
  • Scheduling and account records: 7 years
  • Medical or health-related records: as required by HIPAA and applicable medical record retention laws

When data is no longer needed, it is securely deleted or anonymized.

8. Data Security

We use reasonable administrative, technical, and physical safeguards to protect the personal data you share with us, including encryption in transit where supported. Systems handling PHI (such as Elation) comply with HIPAA security standards. However, no system is 100% secure, and submitting information through the Site is at your own risk.

9. International Data Transfers

Some of our third-party processors (such as Zendesk, Mailchimp, and Google) may store or process information on servers located outside the United States. By using this Site, you consent to the transfer of your information to countries that may have different data protection laws, subject to appropriate contractual and security safeguards.

10. Your Rights and Choices

You may:

  • Request access to or deletion of your personal data, including chat transcripts
  • Opt out of SMS or email communications
  • Adjust cookie or tracking settings in your browser

California residents and others with similar rights may also request that we not sell or share their personal information. To exercise this option, please contact us using the details below.

For any other privacy request, or to update your communication preferences, reach out using the contact details below.

11. Third-Party Links

This Site may contain links to third-party websites, platforms, or resources. We are not responsible for their privacy practices or content. Please review those policies separately.

12. Policy Updates

We may update this Privacy Policy periodically. Updates will be posted on this page with a new effective date. Continued use of the Site indicates acceptance of any changes.

13. Contact

If you have questions, concerns, or wish to make a privacy-related request, please contact:

Armory Healthcare LLC
880 Kinnear Road
Columbus, Ohio 43212
(614) 437-9002
sbailey@wearethearmory.com

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