Privacy Policy

Last updated August 24, 2026

This Privacy Notice for Sound Ways LLC ("we," "us," or "our") describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:

• Visit our website at www.soundways.org, or any website of ours that links to this Privacy Notice
• Contact us through our contact form, by phone, or by email
• Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services.

Summary of key points

This summary provides key points from our Privacy Notice. Use the table of contents below to jump to any section in full.

• What personal information do we process? Only what you choose to send us — typically your name, email address, phone number, and whatever you write in a message — plus standard technical information collected automatically by analytics. Learn more.
• Do we process sensitive personal information? Not through this website by design. Please do not include health details in the contact form. Learn more.
• Do we collect information from third parties? We do not purchase or import personal information from data brokers. Learn more.
• How do we process your information? To respond to your enquiry, provide and improve our Services, keep the site secure, and comply with law. Learn more.
• Who do we share it with? Only the service providers that operate our website, communications, and analytics. We do not sell your personal information. Learn more.
• What are your rights? Depending on where you live, you may have rights to access, correct, or delete your personal information. Learn more.
• How do you exercise your rights? Email us at hello@soundways.org. We act on requests in accordance with applicable data protection laws. Learn more.

Table of contents

1. What information do we collect?
2. How do we process your information?
3. When and with whom do we share your personal information?
4. Third-party platforms we link to
5. Do we use cookies and other tracking technologies?
6. Is your information transferred internationally?
7. How long do we keep your information?
8. Do we collect information from minors?
9. What are your privacy rights?
10. Controls for Do-Not-Track features
11. Do United States residents have specific privacy rights?
12. Do we make updates to this notice?
13. How can you contact us about this notice?
14. How can you review, update, or delete your data?

1. What information do we collect?

Personal information you disclose to us

We collect personal information that you voluntarily provide when you fill in our contact form, email us, call us, or otherwise reach out. The information we collect may include:

• Name
• Email address
• Phone number
• The content of the message you send us

Sensitive information

We do not ask for health information through this website, and we ask that you do not send it to us here. Our contact form is a general enquiry channel and is not a secure medical intake tool. If you need to share clinical details, we will direct you to the appropriate secure platform.

If you do voluntarily include health information in a message to us, we will treat it as confidential and use it only to respond to you.

Payment data

We do not collect or process payments through this website. If you make a payment in connection with our services, it is handled on a separate platform under that provider's own terms and privacy notice.

Information automatically collected

Like most websites, we automatically collect certain technical information when you visit. This does not usually reveal your identity, but may include:

• Log and usage data. IP address, device information, browser type and settings, referring URLs, pages viewed, and the dates and times of your visit.
• Device data. Information about the computer, phone, or tablet you use, such as operating system, browser, and general device characteristics.
• Approximate location. A general, city-level location derived from your IP address. We do not collect precise GPS location through this website.

This information is collected through cookies and similar technologies and is used to keep the site secure and working, and to understand how visitors use it. See Cookies and tracking.

Information collected from other sources

We do not purchase personal information from data brokers or import contact lists from third-party data providers. If you leave us a public review on a platform such as Google, that review and the name you posted it under are publicly available and may be displayed on our website.

2. How do we process your information?

We process your personal information for the following reasons:

• To respond to your enquiries. If you contact us, we use your details to reply and to follow up about the services you asked about.
• To send marketing communications, where you have opted in. You can opt out at any time — see Your privacy rights.
• To improve our Services. We use aggregated analytics to understand which pages are useful and where the site can be improved.
• To keep our Services secure. To prevent fraud and abuse, and to diagnose technical problems.
• To comply with legal obligations. Where we are required to retain or disclose information by law.

3. When and with whom do we share your personal information?

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

We may share information in these limited situations:

• Service providers. Companies that host our website, deliver our email and SMS, run our scheduling and messaging tools, and provide analytics. They may access personal information only as needed to perform those services for us.
• Legal requirements. Where we are legally required to do so, or where disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business transfers. In connection with any merger, financing, acquisition, or sale of all or part of our business.

4. Third-party platforms we link to

This website is largely informational. When you book an appointment, complete a screening questionnaire, or access your records, you leave this website and use a separate platform operated by another company. Once you are on one of those platforms, that provider's privacy notice governs the information you enter there, not this one.

The categories of third-party platform we use include:

• Scheduling and patient messaging. Used to book appointments and to send appointment-related messages.
• Screening and intake questionnaires. Hosted on a separate site that collects health information directly.
• The patient portal. A separate system for your records and communications with your provider.
• Analytics and advertising measurement. Google Analytics (via Google Tag Manager) and the Meta pixel, which help us understand site usage and measure advertising.
• Maps and reviews. Google Maps and Google reviews content displayed on our site.

We encourage you to read the privacy notice of any platform before entering personal or health information into it.

5. Do we use cookies and other tracking technologies?

We use cookies and similar technologies (including web beacons and pixels) to keep the site working and secure, remember your preferences, and understand how the site is used.

We also permit third parties to use tracking technologies on our Services for analytics and advertising, including to measure and tailor advertisements. These third parties may use their technology to show you advertising on our site or elsewhere.

To the extent these technologies are considered a "sale" or "sharing" — which includes targeted advertising under some US state laws — you can opt out as described in US residents' privacy rights. You can also control cookies through your browser settings, though some parts of the site may not work correctly if you block them.

6. Is your information transferred internationally?

We are based in Oregon, United States, and our website and service providers store and process information in the United States. If you access our Services from outside the United States, your information will be transferred to, stored, and processed in the United States.

If you are a resident of the European Economic Area, the United Kingdom, or Switzerland, please note that these countries may not have data protection laws as comprehensive as those where you live. We take reasonable measures to protect your personal information in accordance with this Privacy Notice and applicable law.

7. How long do we keep your information?

We keep your personal information only as long as necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law — for example, for tax, accounting, or other legal requirements.

Enquiries sent through our contact form are retained for as long as needed to respond and to maintain a record of our correspondence with you. When we no longer have a legitimate business need to process your personal information, we will delete or anonymise it, or securely store and isolate it from further processing if deletion is not immediately possible.

8. Do we collect information from minors?

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18, or that you are the parent or guardian of a minor and consent to their use of the Services.

If we learn that we have collected personal information from a user under 18, we will take reasonable steps to promptly delete it. If you believe we may have collected information from a child under 18, please contact us at hello@soundways.org.

9. What are your privacy rights?

Withdrawing your consent. Where we rely on your consent to process your personal information, you may withdraw it at any time by contacting us using the details in How can you contact us. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

Opting out of marketing. You can unsubscribe at any time by clicking the unsubscribe link in any marketing email, replying STOP or UNSUBSCRIBE to a marketing SMS, or contacting us directly. We may still send you service-related messages that are necessary to respond to your requests.

10. Controls for Do-Not-Track features

Most web browsers include a Do-Not-Track ("DNT") feature you can activate to signal that you do not want your online browsing activity monitored. No uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals.

California law requires us to tell you how we respond to web browser DNT signals. Because there is currently no industry or legal standard for honouring them, we do not respond to them at this time. If a standard is adopted that we must follow, we will update this notice.

11. Do United States residents have specific privacy rights?

Categories of personal information we collect

The table below shows the categories of personal information we have collected in the past twelve (12) months through this website.

We may also collect personal information outside these categories when you interact with us in person, by phone, or by mail — for example when you receive help through our support channels or take part in a survey.

Will your information be shared with anyone else?

We may disclose your personal information to our service providers under a written contract. We may use your personal information for our own business purposes, such as internal research and technical development; this is not considered "selling."

We have not sold or shared personal information with third parties for a business or commercial purpose in the preceding twelve (12) months, and we do not intend to do so.

Your rights

You have rights under certain US state data protection laws. These rights are not absolute, and in some cases we may decline a request as permitted by law. They include:

• The right to know whether we are processing your personal data
• The right to access your personal data
• The right to correct inaccuracies in your personal data
• The right to request deletion of your personal data
• The right to obtain a copy of the personal data you previously shared with us
• The right not to be discriminated against for exercising your rights
• The right to opt out of processing for targeted advertising, the sale of personal data, or profiling

How to exercise your rights

To exercise any of these rights, email us at hello@soundways.org or write to us at the address in How can you contact us.

You may designate an authorised agent to make a request on your behalf. We may deny a request from an agent who does not provide proof that they have been validly authorised to act for you.

Request verification

We will need to verify your identity before acting on your request, to confirm you are the person we hold information about. We will only use information provided in your request to verify your identity. If we cannot verify you from the information we already hold, we may ask for additional information for verification and fraud-prevention purposes.

12. Do we make updates to this notice?

We may update this Privacy Notice from time to time. The updated version will be indicated by a revised "Last updated" date at the top of this page. If we make material changes, we may notify you by prominently posting a notice or by contacting you directly. We encourage you to review this notice periodically.

13. How can you contact us about this notice?

If you have questions or comments about this notice, you may contact us:

14. How can you review, update, or delete the data we collect from you?

Depending on the laws of your country or state, you may have the right to request access to the personal information we collect from you, details about how we have processed it, to correct inaccuracies, or to delete it. You may also have the right to withdraw your consent to our processing.

To make a request, email hello@soundways.org with the subject line "Privacy request." We will respond in accordance with applicable data protection laws.