Privacy Policy

Effective date: October 23, 2026

Optimal Brain MN Clinic (“Optimal Brain MN,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, and protect information when you visit optimalbrainmnclinic.com (the “Website”), contact us, or use our online scheduling and client portal.

This policy covers information collected through the Website. Protected health information (PHI) that you share as a patient is governed by the Health Insurance Portability and Accountability Act (HIPAA) and our Notice of Privacy Practices, which you receive at intake and may request at any time.

1. Information We Collect

Information you give us

Contact details such as your name, email address, and phone number
Messages and comments you submit through our contact form, referral form, or chat tool
Appointment requests and scheduling details
Job applications and resumes submitted through our Join Our Team page
Any health information you choose to include in a form or message

Information collected automatically

IP address, browser type, device type, and operating system
Pages viewed, time spent on pages, and the site that referred you
Approximate location based on your IP address
Cookies and similar technologies (see Section 5)

2. How We Use Your Information

To respond to inquiries and schedule appointments
To verify insurance and coordinate your care
To send appointment confirmations, reminders, and intake paperwork
To process patient referrals from other providers
To review job applications
To operate, maintain, and improve the Website
To understand how visitors use the Website
To comply with legal and regulatory obligations

We do not sell your personal information. We do not use your health information for marketing without your written authorization.

3. Client Portal and Online Scheduling

Appointment requests and the client portal are hosted by a third-party practice management platform (SimplePractice). Information you enter there is handled under that platform’s security controls and privacy terms, and under our HIPAA obligations as your provider.

4. Communicating With Us Electronically

Standard email, website forms, and text messages are not fully encrypted. Information sent this way could be intercepted or viewed by others. Please do not send detailed or sensitive health information through the contact form, standard email, or text message. Use the secure client portal or call us at 651-472-5915 instead.

If you are experiencing a mental health emergency, call 911 or the 988 Suicide & Crisis Lifeline. Do not use the Website, email, or text messaging for emergencies.

5. Cookies and Analytics

We use cookies and similar tools to keep the Website working, remember your preferences, and measure traffic. We may use analytics services such as Google Analytics, which collect information about how visitors use the Website. You can block or delete cookies in your browser settings. You can also opt out of Google Analytics with the Google Analytics Opt-out Browser Add-on.

We do not use tracking technologies to share health information or appointment details with advertising platforms.

6. Text Messaging (SMS)

If you give us your mobile number, you agree to receive text messages about appointments, care coordination, and clinic updates. Message frequency varies. Message and data rates may apply.

Reply STOP at any time to stop receiving messages.
Reply HELP for help, or call 651-472-5915.

We do not sell or share your mobile number or text messaging consent with third parties or affiliates for marketing purposes.

7. How We Share Information

We share information only as needed to provide services or as required by law:

Service providers that help us run the Website, scheduling, forms, chat, hosting, and analytics. They may use the information only to provide services to us.
Insurance companies and payers to verify coverage and process claims.
Other healthcare providers involved in your care, as permitted by HIPAA.
Legal and safety needs, such as complying with a subpoena, court order, or mandatory reporting law.

8. Data Security

We use reasonable administrative, technical, and physical safeguards to protect your information. No method of transmission over the internet or electronic storage is completely secure, so we cannot guarantee absolute security.

9. Data Retention

We keep website inquiries and job applications only as long as needed for the purpose they were collected. Medical records are kept for the periods required by Minnesota and federal law.

10. Your Choices and Rights

Ask to access, correct, or delete personal information you submitted through the Website
Opt out of text messages or emails at any time
Control cookies through your browser
As a patient, exercise your HIPAA rights as described in our Notice of Privacy Practices

To make a request, contact us using the details in Section 13. Some requests may be limited by legal record-keeping requirements.

11. Children’s Privacy

We provide services to patients ages 6 and older. The Website is not directed to children under 13, and we do not knowingly collect personal information online from children under 13 without parental consent. Parents or guardians should schedule appointments and submit information for minors.

12. Third-Party Links

The Website links to third-party sites such as Facebook, Instagram, Psychology Today, and Google Maps. We are not responsible for the privacy practices of those sites. Please review their policies.

13. Contact Us

Optimal Brain MN Clinic

992 Inwood Ave N, Oakdale, MN 55128
150 3rd Ave S, Minneapolis, MN 55401
Phone: 651-472-5915
Text: 651-243-0385
Fax: 651-342-8443
Email: info@optimalbrainMN.com

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes take effect when posted on this page with a new effective date.