Bent Tree Family Physicians Privacy Policy

Effective Date: April 23, 2026

This privacy notice discloses the privacy practices for https://www.benttreemd.com (“the Site”), Bent Tree for Patients, Bent Tree for Providers, and other Bent Tree applications powered by WellAI, LLC. (collectively referred to as “the App”). This privacy notice applies solely to information collected by this website and the App, except where stated otherwise. It will notify you of the following:

What information we collect;
With whom it is shared;
How it can be corrected;
How it is secured;
How long it is retained;
How it can be deleted;
How policy changes will be communicated; and
How to address concerns over misuse of personal data.

Information Collection, Use, and Sharing

We are the sole owners of the information collected on the Site and the App. We only have access to / collect information that you voluntarily give us via e-mail or other direct contact from you. We do not sell, rent, or otherwise disclose personal information collected by the Site or the App to third parties in the ordinary course of business.

We may share your personal information with third parties if we receive your explicit consent, or without your approval, only in the following manners and instances:

Our Affiliated Businesses (e.g. medical practices and hospitals): we will share personal information with the doctors affiliated with your clinic / hospital, or your primary care physicians (PCP), in order for them to provide you care. If you are in the United States, communications with our virtual visit service are also governed by our HIPAA Notice of Privacy Practices.

The Site and the App may use third-party services that may collect information used to identify you. We may employ third-party providers for the following reasons:

To facilitate our service;
To provide the service on our behalf;
To perform service-related services; or
To assist us in analyzing how our service is used.

Links to the privacy policies of third-party service providers used by the Site and the App:

Personal information may also relate to your health, such as information about your illness, symptoms and their potential causes, medical history, test results, and any other personal health information. In some instances, these types of information will only be collected when you communicate with a doctor using our App, and it will be subject to the HIPAA Notice of Privacy Practices in addition to this privacy policy.

We will use your information to respond to you regarding the reason you contacted us. We will not share your information with any third party outside of our organization, other than as necessary to fulfill your request, e.g. to securely share your medical information with a physician authorized by you.

Unless you ask us not to, we may contact you via e-mail in the future to tell you about specials, new products or services, or changes to this privacy policy.

Your Access to and Control Over Information

You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via e-mail at info@benttreemd.com:

See what data we have about you, if any;
Change / correct any data we have about you;
Have us delete any data we have about you;
Express any concern you have about our use of your data.

Data Retention

We retain your personal information only for as long as necessary to provide you with our services and for legitimate and essential business purposes, such as maintaining the performance of the App, making data-driven business decisions about new features and offerings, complying with our legal obligations, and resolving disputes. Specifically:

Account information (name, email, phone number, login credentials) is retained for as long as your account is active and for up to 90 days after account deletion, after which it is permanently removed from our active systems.
Protected Health Information (PHI) and medical records are retained in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable state law. Because Bent Tree Family Physicians operates in Texas, adult medical records are retained for at least 7 years from the date of last treatment, and minor patient records are retained until the patient’s 21st birthday plus 7 years, as required by the Texas Medical Board.
Billing and financial records are retained for the period required by U.S. tax and accounting laws (generally 7 years).
Log Data (IP address, device information, crash logs) is retained for up to 12 months and is then deleted or anonymized.
Backups may contain your data for up to an additional 90 days after deletion from active systems before they are overwritten.

When data is no longer needed for the purposes described above, we securely delete or anonymize it.

Data Deletion

You have the right to request deletion of your personal information at any time. There are two ways to request that your data be deleted:

In-app: Open the App, go to Profile→ Delete Profile, and follow the on-screen instructions.
By email: Send a deletion request to info@benttreemd.com from the email address associated with your account. Please include your full name and a short description of the data you would like deleted.

After we receive and verify your request, we will delete your account and associated personal data from our active systems within 30 days. Residual copies may remain in our encrypted backups for up to 90 additional days before being overwritten.

Please note the following exceptions, where we are legally required to retain certain information even after a deletion request:

Protected Health Information (PHI) and medical records must be retained for the periods described in the “Data Retention” section above, as required by HIPAA and Texas state law.
Billing, tax, and accounting records must be retained for the periods required by U.S. federal and state law.
Information needed to comply with a legal obligation, resolve disputes, prevent fraud or abuse, or enforce our agreements may be retained for as long as reasonably necessary.

Once these retention periods expire, the information will be securely deleted or de-identified.

If you have any questions about data retention or deletion, or if you need assistance submitting a deletion request, please contact us at info@benttreemd.com.

Security

We take precautions to protect your information. When you submit sensitive information via the Site or the App, your information is protected both online and offline.

Wherever we collect sensitive information (such as credit card data), that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a closed lock icon at the bottom of your web browser, or looking for “https” at the beginning of the address of the web page.

While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only employees who need the information to perform a specific job (e.g., billing or customer service) are granted access to personally identifiable information. The computers and servers on which we store personally identifiable information are kept in a secure environment.

Registration

In order to use the Site or the App, a user must first complete the registration form. During registration, a user is required to provide certain information (such as name, e-mail address, etc.). This information is used to contact you about the products and services on the Site or the App in which you have expressed interest. At your option, you may also provide demographic information (such as gender or age) about yourself, but it is not required.

Sharing Your Financial Information

We may ask for your financial information (such as credit card number, expiration date, etc.). This information is used for billing purposes only. If we have trouble processing an order, we will use this information to contact you. We use credit card processing companies to bill users for goods and services. These companies do not retain, share, store, or use personally identifiable information for any secondary purposes beyond filling your order.

Log Data

Whenever you use our service, in case of an error on the Site or in the App, we collect data and information (through third-party products) on your phone called Log Data. This Log Data may include information such as your device’s Internet Protocol (“IP”) address, device name, operating system version, the configuration of the App when utilizing our service, the time and date of your use of the service, and other statistics. Log Data is retained according to the schedule described in the “Data Retention” section above.

Cookies

We use “cookies” on the Site. A cookie is a piece of data stored on a site visitor’s hard drive to help us improve your access to our site and identify repeat visitors. For instance, when we use a cookie to identify you, you would not have to log in with a password more than once, thereby saving time while on our site. Cookies can also enable us to track and target the interests of our users to enhance their experience on our site. Usage of a cookie is in no way linked to any personally identifiable information on our site.

Some of our business partners may use cookies on our site. However, we have no access to or control over these cookies.

Sharing of Aggregated Information

We may share aggregated demographic information with our partners. This information is not linked to any personal information that can identify any individual person.

Links to Other Sites

The Site and the App may contain links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our Site or our App and to read the privacy statements of any other site that collects personally identifiable information.

Children’s Privacy

Our services at WellAI are not designed for anyone under the age of 18. We do not knowingly collect or solicit any information from anyone under the age of 18. If we learn or are informed that we have unintentionally collected personal information from an individual under the age of 18, we will delete such information promptly. If you believe that we might have any information regarding a person under the age of 18, please contact us at info@benttreemd.com.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Effective Date” at the top of this page and, where appropriate, notify you through the App or by email. Please review this page periodically for any changes.

Contact Us

If you have any questions about this privacy policy, wish to exercise any of your rights as set forth in this policy, or would like to submit a data deletion request, please contact us at:

Bent Tree Family Physicians
Email: info@benttreemd.com
Website: https://benttreemd.com