Privacy Policy & Notice of Privacy Practices

Effective date: June 15, 2026  ·  Last updated: June 15, 2026

1. Scope & who we are

This Privacy Policy explains how Back in Motion Injury and Wellness Center (“Back in Motion,” “we,” “us,” or “our”), a chiropractic and wellness clinic located in St. Augustine, Florida, collects, uses, shares, and protects information when you visit our website, contact us, request an appointment, or receive care from us.

This policy applies to information collected through our website and general business operations. Separate and more specific rules apply to your protected health information(PHI) as a patient — those rules are described in our HIPAA Notice of Privacy Practices below. Where the two overlap, the HIPAA Notice governs your medical information.

Our practice address is 309 Kingsley Lake Drive, Suite 901, St. Augustine, FL 32092. You can reach us by email at admin@backinmotionstjohns.com.

2. Information we collect

We collect information in a few different ways:

Information you provide directly

• Contact information— your name, email address, phone number, and mailing address when you message us, call us, or fill out a form.
• Appointment and intake information— details you share when you request, schedule, or attend an appointment, including your reason for the visit, preferred contact method, insurance details, and patient intake or new-patient forms.
• Form submissions— anything you type into our contact form, scheduling tools, or other forms on the site. (Please do not submit detailed personal health information through general web forms; share those details during your visit instead.)
• Communications— the content of emails, text messages, and other messages you send us, and our replies.

Information collected automatically

• Website usage and analytics— pages visited, links clicked, approximate location, referring website, time spent on pages, and similar usage data.
• Device and technical data— IP address, browser type, operating system, device type, and general settings.
• Cookies and similar technologies— small files and identifiers stored by your browser. See Cookies & analytics below.

3. How we use information

We use the information we collect to:

• respond to your messages, questions, and requests;
• schedule, confirm, reschedule, and remind you about appointments;
• provide and improve our chiropractic and wellness care and services;
• operate, maintain, secure, and improve our website;
• understand how visitors use our site so we can make it more helpful;
• send service-related communications, and (where permitted) appointment or wellness updates;
• handle billing, insurance, and payment-related matters;
• comply with our legal, regulatory, and professional obligations; and
• protect the rights, safety, and property of our patients, staff, and practice.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising in exchange for payment.

4. Sharing & disclosure

We may share information in the following limited circumstances:

• Service providers— vendors who perform services on our behalf (for example, scheduling, hosting, email, analytics, and billing providers) and are permitted to use the information only to provide those services to us.
• For care and payment— with other providers, insurers, or payers as needed to provide treatment, obtain payment, and run the practice (subject to the HIPAA rules described below for PHI).
• Legal and safety reasons— when required by law, subpoena, or legal process, or to protect the rights, safety, or property of our patients, staff, the public, or our practice.
• Business changes— in connection with a merger, acquisition, financing, or sale of assets, consistent with applicable law.
• With your direction or consent— when you ask us to share information or otherwise authorize a disclosure.

5. Third-party services

Our website may use third-party tools for functions such as website hosting, online scheduling, form handling, maps, and analytics. These providers may collect information through your use of our site under their own privacy policies. We encourage you to review the privacy practices of any third-party service you interact with. Our site may also link to external websites that we do not control and are not responsible for.

6. Cookies & analytics

Cookies are small files stored on your device that help websites function and remember preferences. We and our analytics providers may use cookies and similar technologies to keep the site working properly, remember your choices, and understand how the site is used so we can improve it.

You can usually control or disable cookies through your browser settings. Most browsers also let you delete existing cookies. Disabling some cookies may affect how parts of the site work. Where required by law, we will request your consent before placing non-essential cookies.

7. Data retention

We keep information only for as long as it is needed for the purposes described in this policy, to provide care, to meet our legal, professional, tax, and recordkeeping obligations, to resolve disputes, and to enforce our agreements. Medical and treatment records are retained in accordance with applicable Florida law and professional retention requirements. When information is no longer needed, we take reasonable steps to delete, de-identify, or securely dispose of it.

8. How we protect information

We use reasonable administrative, technical, and physical safeguards designed to protect the information we hold against loss, misuse, and unauthorized access, disclosure, alteration, and destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. Please avoid sending sensitive personal or health information through unsecured channels such as ordinary email or general web forms.

9. Your privacy rights

Depending on where you live and the laws that apply to you, you may have rights regarding your personal information. These can include the right to:

• Access — request a copy of the personal information we hold about you;
• Correct — ask us to correct inaccurate or incomplete information;
• Delete — ask us to delete certain personal information;
• Portability — request a copy of certain information in a portable format;
• Restrict or object — ask us to limit or stop certain processing;
• Withdraw consent — withdraw consent where we rely on it; and
• Non-discrimination and no “sale” / no “sharing”— including the right to opt out of any sale or sharing of personal information.

These rights reflect the kinds of protections found in privacy laws such as the EU/UK General Data Protection Regulation (GDPR) and the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA/CPRA), among others. The specific rights available to you, and any limits or exceptions, depend on the laws that apply to your situation. Some health information is governed by separate rules — see the HIPAA Notice of Privacy Practices below for your rights regarding protected health information.

To exercise any of these rights, contact us using the details in How to contact us. We will respond consistent with applicable law and may need to verify your identity before acting on your request. You will not be treated differently for exercising your rights.

10. Children’s privacy

Our website is intended for a general audience and is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the website. We do, of course, treat minor patients and provide care to minors with the involvement of a parent or legal guardian; information collected as part of treating a minor patient is handled under our HIPAA Notice and applicable law. If you believe a child has provided us information through the website without parental consent, please contact us so we can address it.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and post the new version on this page. Material changes may be communicated through additional notice where appropriate or required. Your continued use of our website after an update means you accept the revised policy.

12. How to contact us

If you have questions about this policy or want to exercise your privacy rights, contact us:

• Privacy Officer: Colby Caltrider DC
• Practice: Back in Motion Injury and Wellness Center
• Address: 309 Kingsley Lake Drive, Suite 901, St. Augustine, FL 32092
• Phone: (904) 999-8343
• Email: admin@backinmotionstjohns.com

You can also contact us through our website for general questions. Please do not include detailed health information in general messages.

HIPAA Notice of Privacy Practices

Effective date: June 15, 2026

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

Back in Motion Injury and Wellness Center is committed to protecting the privacy of your protected health information(PHI) — information that identifies you and relates to your past, present, or future health, treatment, or payment for care. This Notice describes how we may use and disclose your PHI and your rights regarding that information. We are required by law to maintain the privacy of your PHI, to provide you with this Notice of our legal duties and privacy practices, and to follow the terms of the Notice currently in effect.

How we may use and disclose your health information

We may use and disclose your PHI for the following purposes without your separate authorization:

• Treatment— to provide, coordinate, and manage your chiropractic and wellness care, including sharing information with doctors, therapists, and other providers involved in your care.
• Payment— to bill and collect payment for the care you receive, including verifying coverage, submitting claims, and obtaining prior authorization from insurers and payers.
• Health care operations— to run the practice, including quality assessment, staff training and review, scheduling, business management, and similar administrative activities.

We may also use or disclose your PHI, as permitted or required by law, for purposes such as: appointment reminders; treatment alternatives and health-related benefits or services; public health and safety activities; required reporting (for example, abuse, neglect, or certain communicable diseases); health oversight activities; legal proceedings, subpoenas, and law enforcement requests; coroners, medical examiners, and funeral directors; organ donation; research under approved safeguards; to avert a serious threat to health or safety; workers’ compensation; and specialized government functions. Most other uses and disclosures — including most uses of psychotherapy notes, marketing, and any sale of PHI — require your written authorization, which you may revoke in writing at any time.

Your rights regarding your health information

You have the following rights with respect to your PHI:

• Access and copies— to inspect and obtain a copy of your PHI, including an electronic copy of electronic records, subject to limited exceptions and reasonable fees.
• Amendment— to request a correction of PHI you believe is incorrect or incomplete. We may deny the request in certain cases and will explain why in writing.
• Accounting of disclosures— to request a list of certain disclosures we have made of your PHI.
• Restrictions— to request limits on how we use or disclose your PHI. We are not required to agree to every request, but we will honor a request to restrict disclosure to a health plan for an item or service you paid for in full out of pocket.
• Confidential communications— to ask that we communicate with you in a certain way or at a certain location (for example, by mail rather than phone).
• Paper copy of this Notice— to obtain a paper copy of this Notice at any time, even if you agreed to receive it electronically.
• Breach notification— to be notified if a breach occurs that compromises the privacy or security of your PHI.
• Choose someone to act for you— if you have a personal representative or legal guardian, that person can exercise your rights and make choices about your PHI.

Our duties

• We are required by law to maintain the privacy and security of your PHI.
• We will notify you promptly if a breach occurs that may have compromised the privacy or security of your information.
• We must follow the duties and privacy practices described in this Notice and give you a copy of it.
• We will not use or share your information other than as described here unless you tell us we can in writing. If you give us written permission, you may change your mind at any time by notifying us in writing.

We reserve the right to change the terms of this Notice and to make the new provisions effective for all PHI we maintain. If we make a material change, we will post the revised Notice in our office and on our website and make copies available upon request.

How to exercise your rights or file a complaint

To exercise any of the rights above, or if you have questions about this Notice, please contact our Privacy Officer:

• Privacy Officer: Colby Caltrider DC
• Back in Motion Injury and Wellness Center
• Address: 309 Kingsley Lake Drive, Suite 901, St. Augustine, FL 32092
• Phone: (904) 999-8343
• Email: admin@backinmotionstjohns.com

If you believe your privacy rights have been violated, you may file a complaint with us using the contact information above, or with the U.S. Department of Health and Human Services, Office for Civil Rights (OCR):

• Mail: U.S. Department of Health and Human Services, Office for Civil Rights, 200 Independence Avenue, S.W., Washington, D.C. 20201
• Online: www.hhs.gov/ocr/privacy/hipaa/complaints
• Phone: 1-877-696-6775

You will not be penalized or retaliated against for filing a complaint.