Privacy Policy

Effective date: October 21, 2026

Who we are and what this notice covers

ClearPHI is a brand operated personally by Trent Tolan. This notice explains how information is handled through clearphi.com, introductory inquiries, and requests for marketing updates. Client services are planned to begin December 1, 2026. For privacy questions or requests, email trenttolan@clearphi.com.

Information you provide

When you contact ClearPHI, you may provide your name, email address, telephone number, practice name, location, and the contents of your message. Please provide only the business contact information and general technology details needed for your inquiry. We use this information to respond, discuss requested services, arrange an introductory review, and keep relevant correspondence. Inquiry details may be recorded in HubSpot for contact management and follow-up.

Marketing updates and your choice

You can request occasional ClearPHI service news and educational IT updates separately from an inquiry. Requesting an IT review does not automatically subscribe you to a marketing list, and marketing signup is not a condition of receiving a reply. To request updates, state that preference in an email to Trent. You can stop marketing messages by using an unsubscribe option in the message or emailing trenttolan@clearphi.com with an unsubscribe request. We may still reply to an inquiry or send communications needed for an ongoing service relationship.

Website operation and technical information

The website uses WordPress and is hosted by DreamHost. Hosting and website systems process technical information needed to deliver pages, maintain security, and troubleshoot problems. This can include IP addresses, requested URLs, referring pages, browser or device information, and timestamps in access or error logs. Log retention depends on the hosting configuration and operational requirements. WordPress may also use cookies for functions such as administrator login and authentication.

HubSpot analytics and cookies

HubSpot tracking technology is installed on this website to help understand visits and support marketing and contact management. It can collect page views, visit times, browser and device details, IP-related information, and cookie identifiers. Where cookies and tracking are permitted, browsing activity can be associated with a contact after an identifying interaction, such as submitting a HubSpot form or following a tracked marketing email.

ClearPHI has turned off the optional sharing of tracking data through HubSpot’s Intent data access setting. HubSpot’s service-level handling of information is described in its visitor-tracking explanation and Privacy Policy. Do not submit patient information through any website or marketing tool.

Cookie choices

The cookie banner applies to all visitors. Optional HubSpot cookies require your opt-in. You can accept optional cookies, reject them, or choose categories. Use Cookie Settings in the website footer to reopen the banner and change your preferences. The HubSpot banner also responds to Global Privacy Control browser signals. These controls govern HubSpot-managed cookies; necessary website functions and hosting logs can still operate when optional cookies are rejected.

For details about HubSpot cookie types and their lifespans, see HubSpot’s cookie information.

You can use your browser settings to block or delete cookies and restrict third-party tracking. Blocking cookies may affect some website functions. Deleting cookies can also remove saved preferences. For questions about the website’s current tracking settings or available choices, contact Trent at trenttolan@clearphi.com. Emailing an unsubscribe request stops requested marketing; it does not by itself change browser cookie settings.

Service providers and disclosures

Information is processed through providers used to operate the website and communications, including DreamHost for hosting, HubSpot for analytics and contact or marketing tools, and the email services involved in delivering messages. WordPress is the software platform; installed plugins support site functions. Providers’ handling of information is subject to their applicable arrangements and privacy notices. See DreamHost’s Privacy Policy and HubSpot’s Privacy Policy.

Information may also be disclosed when required by law or as reasonably necessary to investigate misuse, address a security incident, or protect legal rights. External links lead to websites controlled by other operators; review their notices before providing information.

Retention and privacy requests

Retention depends on why information was collected, whether correspondence or a service relationship is ongoing, applicable legal or recordkeeping requirements, security needs, and the operation of provider logs and backups. An unsubscribe preference may be retained to help prevent further marketing. A request to delete information may be limited where records must be kept for a legitimate legal or operational reason.

To ask about your information or request access, correction, or deletion, email trenttolan@clearphi.com. Describe the request and the email address used to contact us. Please do not send patient records or identity documents with an initial request. We may need reasonable information to verify a request and will handle it in accordance with applicable requirements.

Patient information and client systems

This public website is not a patient portal. Do not send protected health information, patient records, passwords, payment-card details, or other sensitive information through general inquiries or introductory emails. Future client work involving patient information requires an agreed secure process and appropriate written agreements, including a business associate agreement where applicable, before access is provided. Any authorized access must be limited to the agreed purpose of supporting the proper and secure operation of client systems. Patient information is not for website analytics or marketing use. This notice does not replace a client agreement, a business associate agreement, or a healthcare practice’s own privacy notice.

Audience, security, and changes

The website is intended for adult practice owners, managers, and professionals seeking business IT information. It is not directed to children or intended to collect patient information. No internet transmission or storage method can be guaranteed completely secure; use an agreed secure channel for sensitive matters. This notice may be updated as services and tools change. The effective date above identifies the current version. Questions can be sent to trenttolan@clearphi.com.