This policy explains what information Informed Image, LLC collects, why we collect it, and who receives it. It covers informedimage.com and our billing system.
Who we are
Informed Image, LLC works with orthodontic practices and other businesses. We provide case acceptance and training, technical support, Google Workspace and email services, and websites.
What we collect
Contact forms
Your name, email address and practice name, and the services you are interested in. You can also give us your phone number, your practice management system, how you heard about us, and a message.
Billing records
Your business name, billing email, any extra receipt recipients, phone number, website domain, Google Workspace customer ID, plan and billed domains, invoices, charge history and our internal notes about your account. We also keep your choice about email receipts, and may keep a previous address you replaced.
Card and bank details
When a card is entered on a Stripe payment page, the full card number goes to Stripe and is not stored in our billing system. Our billing system keeps the card brand, last 4 digits, expiration month and year, and Stripe reference IDs. If a bank account is used, it also keeps the bank name, account type and last 4 digits.
Remote support
We connect to your computer only when you ask us to. During a session we may see whatever is on your screen. The company that provides the remote support tool may keep technical records of the session.
Website visits
Cloudflare runs our website and processes technical details of each visit, such as your IP address, browser and the pages you view. We use Cloudflare Web Analytics to see site traffic and performance. Our pages load fonts from Google, which receives your IP address. Some forms on our site come from outside services, which may use their own cookies.
We do not use advertising or social media trackers on our website. Our Facebook and Twitter links are plain links, and those sites’ own policies apply once you follow them.
Where it comes from
Most of this comes directly from you or your practice’s staff. We also receive billing data from Google for Workspace clients, and payment information from our payment processors.
Why we use it
- To answer your questions and provide our services
- To bill you, take payments and send receipts
- To provide technical support you request
- To keep our website and systems working and secure
- To meet our business, tax and legal obligations
Who receives it
We do not sell personal information or any other data.
We share information with companies that help us run our business, including:
| Company | What it does for us |
|---|---|
| Stripe | Payment processing and card storage |
| Intuit | Payment processing for some clients, and past payment records |
| Workspace email and business tools, including receipts; billing data for Workspace clients; website fonts | |
| Render | Hosting and database for our billing system |
| Cloudflare | Website hosting, DNS, security, analytics, contact form email and staff login protection |
| Cognito Forms | Website contact forms |
| Splashtop, Jump Desktop, RustDesk, NinjaRMM | Remote support, when you request it |
We use AI tools, including Anthropic’s Claude, OpenAI’s Codex and Google’s Gemini, to help us run and maintain our systems, and they may read billing records. Claude’s connection to our billing system is read-only and does not include full card numbers.
We may also disclose information when the law requires it.
How long we keep it
We keep financial records for as long as we need them for business, tax and legal purposes. We have not set a fixed deletion schedule. You can ask us to remove your records at any time, as explained below.
Your requests
To see, correct or remove your information, email [email protected] or call 772-226-0444. We may need to confirm who you are first.
We will remove records on request unless we need to keep them for legal or tax reasons or an open payment matter. Payment history in our billing system is locked against routine deletion, so removing it is a manual step and may take longer. Companies such as Stripe, Intuit and Google follow their own rules for the copies they hold.
Security
Our website and billing system use encrypted connections. Staff sign-in to the billing system goes through Cloudflare Access. Contact form entries kept in Cognito Forms are stored encrypted.
Patient information
Our website forms and billing system are not meant for patient information, so please do not send it through them. We may see patient information on your screen during a remote support session you request, and may access it while migrating your email or data. We do not otherwise access it. Your practice remains responsible for its patient records and its own obligations under health privacy laws. Where we have a business associate agreement with your practice, that agreement applies.
Changes to this policy
When we change this policy, we will post the new version on this page and update the effective date.
Contact us
Informed Image, LLC
PO Box 252
Watkinsville, GA 30677
[email protected]
772-226-0444
