Privacy Policy
Last updated: October 5, 2026What this policy covers
This Privacy Policy explains how DocsScale ("DocsScale", "we", "us"), a marketing agency based in Houston, Texas, collects, uses, shares and protects information through docsscale.com, including the pages at docsscale.com/free-system/ (together, the "site").
It applies to visitors of the site and to clinic owners and staff who contact us or book a call. Information we handle for clinic clients while delivering our services is governed by our written agreement with each clinic (see Patient data below).
Information we collect
Information you give us. The strategy call forms ask for your name, clinic name, work email, phone number and specialty, and optionally your clinic’s website, number of locations and a short message. The free-system form asks for your name, work email and phone number, and optionally your clinic name and clinic type. If you email us, we receive what you send.
Where you came from. If you arrive through a link or advertisement with campaign tags (such as utm_source), your browser tab remembers those tags and the first page you opened, without using a cookie. They are added to a form if you submit one, so we know which campaign or page brought you to us, and are forgotten when you close the tab.
Information collected automatically. When you submit a form, our server records a one-way hashed (scrambled) value derived from your IP address, used only to detect spam and repeated automated submissions. We do not store your IP address itself with your submission. Our hosting provider also keeps standard server logs, such as IP address, browser type, the pages requested and the time of the request, to operate and secure the site.
Booking calendar. If you book a call through the calendar on our booking page, the details you enter are collected by our scheduling provider, GoHighLevel, on our behalf.
We do not ask for, and ask you not to submit, any patient health information through the site.
How we use information
We use the information described above to: respond to your inquiry; schedule, prepare for and hold your strategy call; send you the free system if you request it; follow up with you about DocsScale’s services; keep the site secure and prevent spam and abuse; and comply with legal obligations.
We contact people by email. We do not currently send text messages. If you give us a phone number, we may use it only to reach you about the call you requested.
Every marketing email we send includes an unsubscribe link, and we honour unsubscribe requests promptly, within 10 business days. You can also unsubscribe at any time by emailing info@docsscale.com. Replies to your own inquiry and messages about a call you booked are not marketing emails and are not affected.
We do not sell your personal information, and we do not share it with other companies for their own marketing.
Service providers we share information with
GoHighLevel (LeadConnector). Every form submission is sent to our customer relationship management (CRM) system, operated by GoHighLevel, where we manage replies, follow-up and bookings. Calls booked through our calendar at booking.docsscale.com are handled by the same system.
Hostinger. Our website and its server are hosted by Hostinger. So that no inquiry is lost if the CRM is unavailable, a backup copy of each form submission is kept in a private, access-restricted folder on that server. It is never publicly accessible.
Google. We use, or may use, Google Analytics 4 as described under Cookies and analytics.
Microsoft. With your consent, we use Microsoft Clarity as described under Cookies and analytics.
These providers process information on our behalf to provide their services to us. We may also disclose information if required by law, to protect our rights or the safety of others, or as part of a merger, acquisition or sale of our business, in which case this policy continues to apply to the information transferred.
Google Ads API access
Where DocsScale manages advertising on a clinic's behalf, we connect to that clinic's own Google Ads account using the Google Ads API, authorized through Google's sign-in (OAuth). This access lets us view and manage campaigns, ad groups, keywords, and performance data within the clinic's Google Ads account, on their instruction.
Any data we obtain through this access is used only to provide our advertising management services to that clinic, is stored and protected under the same security practices described in this policy, and is never sold, used for advertising to third parties, or shared beyond what is necessary to deliver our services (see Service providers we share information with). We retain this access only for as long as we manage the account, and a clinic can revoke it at any time through their own Google Account permissions (myaccount.google.com/permissions).
Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
How long we keep information
The backup copy of each form submission on our server is deleted after 12 months. Information in our CRM is kept for as long as we have an active or potential business relationship with you, and for up to 3 years after our last contact, unless you ask us to delete it sooner or the law requires us to keep it longer. Server logs are kept by our hosting provider according to its own retention schedule.
Patient data
DocsScale is a marketing agency, not a healthcare provider, and does not store clinical records. We do not collect diagnoses, treatment history or other clinical information through this site.
Where a client relationship involves protected health information (PHI), DocsScale signs a Business Associate Agreement (BAA) with the clinic before handling any PHI, and limits its handling to the minimum necessary to run the agreed marketing and follow-up. That agreement, not this policy, governs how PHI is handled.
Your choices and rights
You can ask us to tell you what personal information we hold about you, to correct it, to delete it, or to stop contacting you. Depending on where you live, you may have additional rights under state privacy laws, such as the right to obtain a copy of your information.
To make a request, email info@docsscale.com from the email address you gave us, or tell us how we can confirm your identity. We will respond within 45 days, and we will not treat you differently for exercising your rights. If we decline a request, we will explain why, and you may reply to that email to appeal.
Security
The site is served over an encrypted (HTTPS) connection. Form data is sent to our CRM over encrypted connections, and access to the CRM and to the private backup on our server is limited to authorized DocsScale personnel. No method of transmission or storage is completely secure, but we take reasonable measures to protect the information we hold.
Children
The site is intended for businesses and is not directed to children under 13. We do not knowingly collect personal information from children.
Changes to this policy
We may update this policy, for example when we add or change a service provider. The date at the top shows when it was last updated. If a change materially affects how we use information we already hold, we will tell you before it applies.
Contact
DocsScale, Houston, Texas, United States. Questions about this policy or your information: info@docsscale.com.
