1.1 Information You Provide Directly. We collect information you voluntarily provide when you:
This may include: name, email address, phone number, mailing address, date of birth, relationship status, payment information (processed by Stripe; we do not store full credit card numbers), assessment responses (up to 625 data points per client), session notes and observations, and any other information you choose to share.
1.2 Information Collected Automatically. When you visit our website, we automatically collect: IP address, browser type and version, device type, operating system, pages visited and time spent, referring URL, approximate geographic location (city/region level), and timestamp of interactions.
1.3 Information Generated by AI Systems. Through the course of coaching services, our AI-powered systems generate additional information about you, including: client profile analyses derived from assessment responses, session briefs and recommended focus areas, progress tracking metrics and trend analyses, pattern recognition outputs (behavioral themes, trigger language, progress indicators), adaptive check-in scheduling parameters, and AI-generated session summaries from dictated notes.
We use the information we collect for the following purposes:
3.1 What AI Processes. AI systems process your assessment responses, session notes (from AI dictation), prior session summaries, check-in response data, and progress metrics to generate client profiles, session briefs, adaptive check-in scheduling, and longitudinal progress reports.
3.2 Third-Party AI Providers. AI processing may involve the following categories of third-party providers:
These providers process data in accordance with their own privacy policies and applicable data processing agreements. Where available, we use business-tier or enterprise-tier agreements that include provisions preventing client data from being used to train AI models.
3.3 No Audio Storage. When AI dictation is used during sessions, speech is processed to text in real time. Raw audio recordings are NOT stored, retained, or archived by Dr. Hines Inc. or its technology providers. Only the resulting text notes (after review by Dr. Hines) are retained.
3.4 Human Review. All AI-generated outputs are reviewed by Dr. Hines before being stored in your client profile or acted upon. AI assists but does not replace professional judgment.
4.1 We Do Not Sell Your Data. We do not sell, trade, rent, or otherwise transfer your personal information to third parties for marketing or commercial purposes.
4.2 Service Providers. We share information with trusted third-party service providers who assist us in operating our business:
All service providers are bound by confidentiality obligations and are prohibited from using your information for any purpose other than providing services to Dr. Hines Inc.
4.3 Legal Requirements. We may disclose your information if required by law, court order, or legal process, or if we believe disclosure is necessary to protect the rights, property, or safety of Dr. Hines Inc., our clients, or others.
4.4 Anonymous Consultation. Dr. Hines may consult with other professionals about your case for supervision, training, or quality improvement purposes. In such consultations, no identifying information (name, contact details, or other information that could identify you) is shared.
4.5 Couples Coaching. In couples coaching, information may be shared between partners as described in our Terms of Service (Section 7, Couples Coaching). Both partners consent to this sharing by engaging in couples coaching.
All coaching sessions are confidential. Information shared during sessions will not be disclosed to any third party without your written consent, except:
We implement appropriate administrative, technical, and physical security measures to protect your personal information, including: encrypted data transmission (HTTPS/TLS) across all web properties, secure authentication for CRM and database access, access controls limiting data access to authorized personnel (Dr. Hines and authorized systems only), and regular review of security practices and provider agreements.
No method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but take reasonable steps to protect your data consistent with industry standards. In the event of a data breach affecting your personal information, we will notify you in accordance with applicable Oklahoma and federal law.
We retain client data (including assessment responses, session notes, AI-generated profiles, and related records) for the duration of the active coaching relationship plus seven (7) years following the conclusion of services, consistent with professional record-keeping standards and applicable law. After the retention period, data is securely deleted or anonymized. You may request earlier deletion at any time, subject to any legal retention requirements. Deletion requests will be fulfilled within thirty (30) days.
We use Google Analytics (GA4) to understand how visitors interact with our website. GA4 may use cookies and similar technologies to collect information about browsing behavior including pages visited, time on site, and traffic sources. Google Analytics data is anonymized and used solely for website improvement purposes.
You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on. You may also configure your browser to refuse all cookies or to indicate when a cookie is being sent.
You have the following rights regarding your personal information:
To exercise any of these rights, contact us using the information in Section 12 below. We will acknowledge your request within five (5) business days and fulfill it within thirty (30) days.
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected information from a minor without parental consent, we will take steps to delete that information promptly. If you believe we have inadvertently collected information from a minor, please contact us immediately.
11.1 Program. Dr. Hines Inc. operates an SMS messaging program to send appointment reminders, session confirmations, and coaching-related communications to clients who have opted in.
11.2 How We Collect Your Number. Your phone number is collected when you check the SMS consent checkbox on the enrollment form at drhinesinc.com/contact.html. Consent is voluntary and not required to receive coaching services.
11.3 How We Use Your Number. Your phone number is used solely to send program-related SMS messages. Message frequency varies from 2 to 7 messages per week. Message and data rates may apply.
11.4 We Do Not Sell or Share. No mobile information — including your phone number and SMS consent data — will be shared with third parties or affiliates for any purpose, including marketing or promotional purposes. This information is used solely to communicate with you as part of the Dr. Hines Inc. SMS program. Opt-in consent is non-transferable and will not be shared with any other entity.
11.5 Opt-Out. Reply STOP at any time to unsubscribe. You will receive one confirmation and no further messages will be sent.
11.6 Help. Reply HELP for assistance or contact us at (918) 212-5330.
We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated effective date. For active coaching clients, material changes will also be communicated via email. Continued use of our services after changes constitutes acceptance of the revised policy. We encourage you to review this page periodically.
For privacy-related inquiries, data requests, or to exercise your rights under this policy:
Dr. Hines Inc.
Broken Arrow, Oklahoma 74012
Phone: (918) 212-5330
Website: drhinesinc.com