Privacy Policy & SMS Terms and Conditions
Effective Date: [9/9/2026]
Medical Card Center, operated by Optimal Wellness Solutions LLC (“Medical Card Center,” “we,” “us,” or “our”), respects your privacy and is committed to protecting information entrusted to us.
This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit our website, communicate with us, request information, schedule services, submit forms, use services or platforms made available by us, or otherwise interact with Medical Card Center.
By using our website or communicating with us, you acknowledge the practices described in this Privacy Policy.
1. Information We Collect
Depending on how you interact with Medical Card Center, we may collect information including:
- Name
- Telephone or mobile telephone number
- Email address
- Appointment and scheduling information
- Information you provide when contacting us
- Information submitted through website forms
- Information necessary to provide or coordinate services
- Billing and payment-related information
- Information contained in communications you voluntarily send to us
- Information submitted through designated scheduling, intake, consent, or healthcare platforms
- Website usage information, including information collected through cookies, analytics, pixels, or similar technologies
- Information necessary to maintain records, respond to requests, protect our systems, and comply with applicable laws
We may collect information directly from you, through our website, through communications with our staff or representatives, through scheduling or healthcare technology platforms, or from service providers acting on our behalf.
Please do not submit unnecessary medical information, identification documents, diagnoses, treatment information, or other sensitive information through ordinary website forms, email, or SMS unless specifically instructed to do so through an appropriate secure process.
2. How We Use Information
We may use information we collect for purposes including:
- Responding to questions and requests
- Scheduling and managing appointments
- Providing and coordinating services
- Sending appointment reminders and other service-related communications
- Providing links to scheduling systems, secure forms, or other resources
- Communicating with patients and prospective patients
- Responding to patient-initiated communications
- Processing or facilitating payments
- Maintaining and improving our website and services
- Maintaining the security and integrity of our systems
- Managing our business operations
- Maintaining appropriate business and healthcare records
- Preventing fraud, misuse, or unauthorized activity
- Complying with applicable legal and regulatory requirements
- Performing other purposes permitted or required by applicable law
Information collected for SMS consent and SMS communications will be used for the purposes for which the consent was provided and for related operational, legal, and compliance purposes.
We do not use information collected for SMS consent for unrelated marketing purposes.
3. Healthcare Information and Protected Health Information
Medical Card Center may receive or maintain information that is protected health information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”).
When HIPAA applies, we handle PHI in accordance with applicable HIPAA requirements, our applicable Notice of Privacy Practices, and our privacy and security policies.
Our website, email, and ordinary SMS communications are not intended to replace designated secure systems for handling sensitive healthcare information.
For intake information, consent forms, identification documents, medical records, diagnoses, treatment information, or other sensitive information, patients should use the secure platform or process designated by Medical Card Center rather than ordinary SMS or unsecured website forms.
4. OptiMantra
When you schedule services or otherwise interact with Medical Card Center, you may be directed to OptiMantra, our designated platform for certain scheduling, intake, consent, healthcare, and related functions.
Information submitted through OptiMantra may be subject to OptiMantra’s own privacy practices, terms, and policies in addition to Medical Card Center’s applicable privacy obligations.
Where appropriate, Medical Card Center may use OptiMantra or another designated secure mechanism rather than ordinary SMS to collect sensitive information or documents.
5. Payment Processing
Payment services may be provided through Authorize.Net, including in connection with services or systems integrated with OptiMantra.
Payment information may be processed by the applicable payment service provider rather than being directly stored by Medical Card Center.
Third-party payment providers may have their own privacy policies and terms governing information they process.
6. SMS and Text Messaging
Medical Card Center may use text messaging to communicate with patients and prospective patients for limited business and service-related purposes where appropriate consent or another legally permitted basis for communication exists.
Depending on the circumstances, SMS communications may include:
- Appointment reminders
- Appointment-related notifications
- Follow-up messages
- Scheduling communications
- Billing inquiries or account-related communications
- Reminders concerning appointments or forms
- Links to scheduling or designated secure forms
- Responses to messages initiated by you
- Other service-related communications you have requested
We seek to keep SMS communications limited and appropriate for the communication channel.
Please do not send medical records, identification documents, diagnoses, treatment information, or other unnecessary sensitive information by SMS. If sensitive information is required, Medical Card Center may direct you to OptiMantra or another designated secure method.
If you voluntarily send sensitive information by text, Medical Card Center may receive and retain that information as necessary to respond to your communication and handle it in accordance with applicable privacy, security, and legal requirements.
7. SMS Consent
Where SMS consent is required, Medical Card Center will obtain consent through an appropriate consent mechanism before sending applicable automated or recurring text messages.
Consent to receive SMS messages is not a condition of purchasing goods or services.
SMS consent may be obtained through an online form that specifically requests SMS consent, verbally during a conversation with Medical Card Center, or through another appropriate consent mechanism.
A general website contact form that does not specifically request SMS consent does not, by itself, constitute consent to receive SMS messages.
You may withdraw your consent to receive SMS communications at any time by replying STOP to a text message, where supported. You may also contact Medical Card Center directly to request that SMS communications be discontinued.
After you opt out, you may receive a confirmation message regarding your opt-out request. You will not receive further applicable SMS messages unless you provide consent again or another legally permitted basis for communication applies.
Message and data rates may apply.
Message frequency may vary depending on your interactions with Medical Card Center and the type of communication.
For assistance, reply HELP where supported or contact Medical Card Center using the contact information provided below.
8. AI Receptionist and RingCentral Communications
Medical Card Center may use technology provided by RingCentral, including an AI receptionist or other automated communication functionality, to assist with incoming communications and business operations.
If an AI receptionist or other RingCentral technology interacts with you and you request information by text, Medical Card Center may send requested information, such as a scheduling or appointment-booking link, when an appropriate SMS consent or other legally permitted basis for the communication exists.
The use of an AI receptionist or other automated technology does not eliminate any consent requirements applicable to SMS communications.
9. Patient-Initiated Text Messages
If you initiate a text message to Medical Card Center, authorized Medical Card Center team members or service providers acting on our behalf may respond to your communication.
Patient-initiated communications may be used to respond to your request, coordinate services, provide requested information, or direct you to an appropriate secure communication method.
Because ordinary SMS is not intended to be Medical Card Center’s primary secure method for exchanging sensitive healthcare information, we may direct you to a secure platform or other appropriate communication method if your request involves sensitive information.
10. SMS Privacy and Sharing
SMS Consent, and phone numbers collected for SMS communication purposes will not be shared with any third party or affiliates for marketing purposes.
We may use communications providers, technology vendors, scheduling platforms, payment processors, website providers, and other service providers to provide services and operate our business. Such providers may process information on our behalf as necessary to provide their services and as permitted by applicable agreements and law.
We do not sell SMS consent information or mobile telephone numbers collected for SMS communication purposes for marketing purposes.
11. RingCentral
Medical Card Center may use RingCentral for business communications, telephone services, SMS functionality, and related communication services.
Information processed through RingCentral may be accessible to authorized Medical Card Center workforce members or service providers who require access to perform their duties.
Medical Card Center seeks to limit access to information to authorized personnel and to the minimum necessary for the applicable business or service-related purpose, subject to applicable legal and regulatory requirements.
12. Cookies and Website Technologies
Our website may use cookies, analytics, pixels, log files, or similar technologies to operate the website, understand website usage, improve functionality, maintain security, analyze traffic, and support other legitimate business purposes.
The specific technologies used on the website may change over time.
Where required by applicable law, we will provide appropriate notice and choices regarding certain cookies or similar technologies.
13. Information Sharing and Disclosure
We may disclose information to parties that help us operate our business or provide services, including:
- Service providers that help us operate our business or website
- Scheduling and healthcare technology providers
- Communications providers, including RingCentral
- Payment processors
- Website, hosting, analytics, and technology providers
- Professional advisors
- Government authorities or other parties when required or permitted by law
- Other parties with your authorization
- Other parties as otherwise permitted or required by applicable law
Service providers may receive or process information on our behalf for legitimate business, operational, technical, administrative, healthcare, payment, communication, security, or legal purposes.
SMS Consent, and phone numbers collected for SMS communication purposes will not be shared with any third party or affiliates for marketing purposes.
We do not sell personal information for marketing purposes.
Where HIPAA applies, disclosures of protected health information (“PHI”) will be handled in accordance with applicable HIPAA requirements.
14. Information Security
We use reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, disclosure, alteration, or destruction.
No website, electronic communication method, or storage system can be guaranteed to be completely secure.
For this reason, we encourage you to use designated secure systems when submitting sensitive healthcare information or documents.
15. Data Retention
We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, to provide services, maintain appropriate business and healthcare records, resolve disputes, comply with legal obligations, protect our rights, and satisfy applicable regulatory requirements.
Retention periods may vary depending on the type of information, the purpose for which it was collected, and applicable legal requirements.
16. Your Choices and Rights
Depending on applicable law, you may have rights concerning personal information we maintain about you.
You may contact us regarding:
- Access to information
- Correction of inaccurate information
- Questions about our privacy practices
- Requests concerning communications
- SMS opt-out requests
- Other privacy-related requests permitted by applicable law
Certain healthcare information may be subject to additional rights and procedures under HIPAA and other applicable laws.
17. Children’s and Minors’ Privacy
Medical Card Center does not provide services to individuals under the age of 18.
Our website and services are not directed toward individuals under the age of 18. We do not knowingly collect personal information from individuals under 18 for the purpose of providing services.
If we learn that we have inadvertently collected personal information from an individual under 18, we will take reasonable steps to address the information in accordance with applicable law.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, or privacy practices.
When we make changes, we will update the Effective Date at the beginning of this Privacy Policy.
19. Contact Us
If you have questions about this Privacy Policy, SMS communications, or our privacy practices, please contact:
Medical Card Center
Optimal Wellness Solutions LLC
Phone: (508) 817-9300
Email: info@medicalcardcenter.com
Website: medicalcardcenter.com
SMS Terms & Conditions
1. SMS Consent Communication
Where SMS consent is required, Medical Card Center will obtain consent through an appropriate consent mechanism.
The information (Phone Numbers) obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.
SMS Consent, and phone numbers collected for SMS communication purposes will not be shared with any third party or affiliates for marketing purposes.
Consent to receive SMS messages is not a condition of purchasing goods or services.
SMS consent may be obtained:
- By submitting an online form that specifically requests SMS consent
- Verbally during a conversation with Medical Card Center
- Through another appropriate consent mechanism used by Medical Card Center
2. Types of SMS Communications
If you have consented to receive text messages from Medical Card Center, you may receive messages related to:
- Appointment reminders
- Follow-up messages
- Scheduling communications
- Billing inquiries or account-related matters
- Reminders concerning appointments or forms
- Links to scheduling or secure forms
- Responses to your requests
- Other service-related communications you have requested
Medical Card Center does not intend for ordinary SMS to be used to transmit medical records, identification documents, diagnoses, treatment information, or other unnecessary sensitive healthcare information.
3. Message Frequency
Message frequency may vary depending on the type of communication and your interactions with Medical Card Center.
You may receive multiple messages when necessary for appointment, scheduling, follow-up, billing, or other service-related communications.
4. Potential Fees for SMS Messaging
Standard message and data rates may apply, depending on your mobile carrier and pricing plan.
These fees may vary depending on your carrier, service plan, and whether messages are sent or received domestically or internationally.
5. Opt-In Method
Where SMS consent is required, Medical Card Center may obtain SMS consent through:
- By submitting an online form that specifically requests SMS consent
- Verbally during a conversation with Medical Card Center
- Through another appropriate consent mechanism used by Medical Card Center
A general website contact form that does not specifically request SMS consent does not, by itself, constitute consent to receive SMS messages.
6. Opt-Out Method
You can opt out of receiving SMS messages at any time by replying STOP to any applicable SMS message you receive.
You may also contact Medical Card Center directly to request removal from applicable SMS communications.
After you opt out, you may receive a confirmation message. No further applicable messages will be sent unless you provide consent again or another legally permitted basis for communication applies.
7. Help
If you are experiencing issues with SMS communications, you may reply HELP to an applicable SMS message where supported.
You may also contact Medical Card Center directly:
Phone: (508) 817-9300
Email: info@medicalcardcenter.com
8. Standard Messaging Disclosures
- Message and data rates may apply.
- You can opt out at any time by texting STOP.
- For assistance, text HELP where supported or contact Medical Card Center at (508) 817-9300.
- Message frequency may vary.
- Consent to receive SMS messages is not a condition of purchasing goods or services.
- SMS Consent, and phone numbers collected for SMS communication purposes will not be shared with any third party or affiliates for marketing purposes.
9. Privacy and Sensitive Healthcare Information
Medical Card Center may use technology providers, including RingCentral, to facilitate business communications and SMS messaging.
SMS is not intended to replace the secure systems used by Medical Card Center for sensitive healthcare information.
For medical records, identification documents, diagnoses, treatment information, intake information, or other sensitive healthcare information, please use the secure platform or process designated by Medical Card Center rather than ordinary SMS.
By consenting to SMS communications, you acknowledge that text messaging is an electronic communication method and agree to receive applicable messages from or on behalf of Medical Card Center at the mobile telephone number you provide, subject to applicable law and these SMS Terms & Conditions.