Privacy Policy.

01 Information We Collect

Personal Information

When you book an appointment, complete an intake form, or contact us, we may collect:

• Full name, date of birth, contact information (phone, email, address)
• Emergency contact information
• Occupation and physical activity level
• How you heard about RootFix Performance
• Payment information (processed securely through Jane App)

Athlete Status

Root Fix Performance, LLC provides services exclusively to athletes as defined under Iowa Code § 152D.1. This definition includes any individual who engages in physical activity, exercise, sport, or any recreational or occupational pursuit that places physical demands on the body. All clients affirm their athlete status at intake. See our Terms of Service for the complete definition and client eligibility requirements.

Health & Clinical Information

As a clinical performance practice, we collect health-related information necessary to provide safe and effective services, including:

• Medical history, past injuries, and surgical history
• Current medications, supplements, and known allergies
• Pain descriptions, functional limitations, and movement assessments
• Physician diagnoses, imaging results, and prior treatment records
• Fitness goals, activity levels, and performance objectives
• Photos and videos taken during assessment sessions (with your consent)

Website Information

When you visit rootfixperformance.com, we may collect standard website analytics data including pages visited, time on site, browser type, and referring URL. We do not sell this data.

02 Jane App & Health Records

Root Fix Performance, LLC uses Jane App (jane.app) as our practice management and electronic health records platform. Jane App stores your intake forms, appointment history, session notes, consent forms, and payment information.

How Jane App Protects Your Data

• All data is encrypted in transit and at rest
• Jane App is SOC 2 Type II certified
• Data is stored on secure Canadian and US-based servers
• Access is restricted to authorized RootFix staff only

Credit Card Information

Credit card information collected at booking is stored securely within Jane App's payment processing system. RootFix Performance staff do not have access to your full card number. Cards on file are used only for session payments and applicable cancellation or no-show fees per our cancellation policy.

03 How We Use Your Information

We use the information we collect for the following purposes:

• Clinical Care: To assess, plan, and deliver your personalized performance and movement restoration services
• Appointment Management: To schedule, confirm, and manage your appointments through Jane App
• Communication: To send appointment reminders, follow-up messages, and respond to your inquiries
• Safety: To identify contraindications or health conditions that may affect your care
• Billing: To process payments and enforce our cancellation and no-show policy
• Marketing: To send educational content and promotional communications only if you have opted in
• Legal Compliance: To meet our obligations under Iowa state law and applicable federal regulations

04 Sharing of Information

RootFix Performance does not sell your personal or health information to third parties. We may share your information only in the following limited circumstances:

• Your Consent: When you have explicitly authorized us to share information with another provider, physician, or third party
• Physician Direction: As an Iowa Licensed Athletic Trainer, certain services may require physician referral or direction. With your consent, we may communicate with your referring or primary care physician regarding your care
• Service Providers: With trusted platforms like Jane App and MailerLite that help us operate our practice, under strict data agreements
• Legal Requirements: When required by law, court order, or to protect the safety of you or others
• Emergency Situations: With emergency services or medical professionals when necessary to protect your health or safety

No Insurance Billing

Root Fix Performance, LLC is a private pay practice and does not bill insurance. We do not share your health information with insurance companies or third-party payers.

05 Data Security

Root Fix Performance, LLC takes reasonable and appropriate measures to protect your personal and health information, including:

• Using Jane App's enterprise-grade encrypted platform for all health records
• Restricting access to client information to authorized personnel only
• Using secure, authenticated email through Google Workspace
• Maintaining our website on Webflow's secure hosting infrastructure

No method of electronic transmission or storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

06 Data Retention

We retain your health and personal records for a minimum of 7 years from the date of your last appointment, consistent with Iowa state recordkeeping requirements for licensed athletic trainers. Records for minors are retained until the minor reaches the age of 21, or 7 years from the date of last service, whichever is longer.

Marketing-related data (email list subscriptions) is retained until you unsubscribe or request deletion.

07 Your Rights

You have the following rights regarding your information:

• Access: Request a copy of the personal and health information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information, subject to our legal retention obligations
• Restriction: Request that we limit how we use your information
• Portability: Request your records in a portable format for transfer to another provider
• Opt-Out: Unsubscribe from marketing communications at any time

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

08 Cookies & Website Data

Our website uses standard cookies and analytics tools to understand how visitors use our site. This includes session cookies necessary for the site to function, and analytics cookies that help us understand traffic patterns. We do not use advertising or tracking cookies.

You can control cookie settings through your browser. Disabling cookies may affect some website functionality.

09 Minors

RootFix Performance serves clients of all ages. For clients under the age of 18, a parent or legal guardian must provide consent for all services and sign all intake and waiver documentation on the minor's behalf. The parent or guardian's information is collected alongside the minor's health information.

We do not knowingly collect information from minors for marketing purposes without parental consent.

10 Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us: