Privacy Policy

Effective Date: January 01, 2026
Last Updated: April 22, 2026

This Privacy Policy describes how Bent Tree Family Physicians (“Clinic,” “we,” “us,” or “our“) collects, uses, and safeguards information in connection with our website and the contact forms available on it. Our Clinic operates two locations in Texas:

Frisco, TX — 3550 Parkwood Blvd, Ste 600, Frisco, TX 75034
North Dallas, TX — 17110 Dallas Pkwy, Ste 100, Dallas, TX 75248

Please read this Privacy Policy carefully. By using our website, you acknowledge that you have read and understood this policy.

1. Scope of This Policy

This Privacy Policy applies solely to information collected through our website — specifically through the contact/inquiry forms provided on the site and through telephone calls made to our offices. It does not apply to information collected in person at either of our clinic locations, which is governed by separate clinical privacy notices provided to patients at the time of service.

2. Information We Collect

We collect only the information that you voluntarily provide to us when you:

Submit a contact or inquiry form on our website; or
Call our clinic directly by phone.

The information you provide may include your name, phone number, email address, and the content of your message or inquiry. We request that you do not include sensitive health, medical, or financial information in any website contact form. For any matter involving protected health information, please contact us by telephone.

We do not use cookies, web beacons, tracking pixels, analytics tools (such as Google Analytics), advertising tags, social media trackers, or any similar technologies on our website. No data is automatically collected from your browser or device when you visit our site for analytics or advertising purposes. However, like most websites, our web hosting provider may maintain standard technical server logs (including IP address, browser type, and timestamp) for operational, security, and troubleshooting purposes. These logs are not used to identify individual visitors and are retained only for a limited period.

3. How We Use Your Information

Any information you submit through our website forms or provide over the phone is used exclusively to:

Respond to your specific inquiry or service request;
Schedule or confirm appointments at your request;
Contact you regarding the subject matter of your inquiry.

We do not sell, rent, lease, or trade your personal information to any third parties under any circumstances. We do not use your information for marketing, advertising, or any purpose unrelated to responding to your direct request. Your information is disclosed only to clinic staff members who need it to respond to your inquiry, and only as otherwise required by law.

Contact form submissions are transmitted from your browser to our website over encrypted channels using industry-standard Transport Layer Security (TLS/HTTPS) encryption. They are then forwarded to our clinic staff through encrypted communication channels so that they may respond to your inquiry. While we use encryption to protect your data in transit, we nonetheless recommend that you contact us by telephone for any matter involving sensitive health or financial information.

You may request at any time that we stop contacting you or delete your inquiry information by calling our office or emailing us at the address in Section 12 below.

4. Data Storage and Retention

Our website does not store, accumulate, or process personal information on its own servers or databases. Information submitted through contact forms is transmitted directly to clinic staff to facilitate a response and is retained only for as long as necessary to fulfill the purpose for which it was provided, or as required by applicable law.

As a general matter, we apply the following retention periods:

Website inquiry information (contact form submissions, voicemails, and related correspondence): retained for up to twenty-four (24) months after the matter has been resolved, unless a longer retention period is required or permitted by law.
Medical and clinical records of established patients: retained in accordance with the Texas Medical Board rules (22 Tex. Admin. Code § 165.1) — generally seven (7) years from the date of the patient’s last treatment for adult patients, and until the patient reaches twenty-one (21) years of age for minor patients, or longer where required.
Technical server logs maintained by our web hosting provider: retained only for a limited period sufficient for operational, security, and troubleshooting purposes.

Once information is no longer needed for the purposes described above and is not subject to a legal retention requirement, it is securely disposed of in accordance with applicable state and federal standards.

5. HIPAA Notice

To the extent that any information you share with us through this website constitutes protected health information (“PHI”) as defined under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), as amended by the Health Information Technology for Economic and Clinical Health Act (“HITECH”), and their implementing regulations, we handle such information in compliance with HIPAA’s Privacy Rule, Security Rule, and Breach Notification Rule.

In the event of a breach of unsecured PHI or other personal information, we will provide notification in accordance with HIPAA (45 C.F.R. §§ 164.400–414) and the Texas Identity Theft Enforcement and Protection Act (Tex. Bus. & Com. Code § 521.053), as applicable.

However, we strongly encourage you not to submit sensitive medical information through the website contact form. For matters involving your protected health information, please contact our office directly by telephone.

Our clinic’s full HIPAA Notice of Privacy Practices (“NPP”), which describes your rights regarding your medical records and our obligations under HIPAA, is provided to patients separately upon registration and is available upon request at either of our locations.

6. Your Privacy Rights

This website is operated by a clinic located in the State of Texas. We comply with applicable Texas and federal privacy laws, including:

The Texas Medical Records Privacy Act (Tex. Health & Safety Code, Chapter 181);
The Texas Data Privacy and Security Act (“TDPSA”) (Tex. Bus. & Com. Code, Chapter 541), to the extent it applies to our operations; and
HIPAA and HITECH, as described in Section 5 above.

Rights of Texas Residents. Subject to applicable legal limitations and verification of your identity, Texas residents may exercise the following rights with respect to personal information we hold about them:

Right to Access — to confirm whether we are processing your personal information and obtain a copy of it;
Right to Correct — to correct inaccuracies in your personal information;
Right to Delete — to request deletion of your personal information;
Right to Data Portability — to obtain a copy of your personal information in a portable, readily usable format;
Right to Opt Out — to opt out of the sale of personal information, targeted advertising, or certain types of profiling. (As described in Section 3, we do not engage in any of these activities.)

How to Submit a Request. To exercise any of these rights, please send a written request to support@benttreemd.com with the subject line “Privacy Rights Request”, or contact us by mail or telephone using the information in Section 12 below. An authorized agent may submit a request on your behalf with appropriate written authorization and proof of identity.

Verification and Response Time. We will take reasonable steps to verify your identity before responding to any request. We will respond to verifiable requests within forty-five (45) days of receipt. This period may be extended by an additional forty-five (45) days where reasonably necessary, in which case we will notify you of the extension and the reason for it.

Appeal. If we decline to take action on your request, you may appeal our decision within a reasonable time by submitting a written appeal to the email address above with the subject line “Privacy Rights Appeal.” We will respond in writing within sixty (60) days. If your appeal is denied, you may contact the Office of the Texas Attorney General to submit a complaint at texasattorneygeneral.gov/consumer-protection.

Non-Discrimination. We will not discriminate or retaliate against you for exercising any of your privacy rights. Exercising these rights will not affect the quality of care or services provided to you.

Residents of Other U.S. States. If you are a resident of a state other than Texas — including but not limited to California (CCPA/CPRA), Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), Oregon (OCPA), or any other state with a comprehensive privacy law — you may have similar or additional rights under the laws of your state. Please note that information protected as PHI under HIPAA is generally exempt from these state privacy laws. To exercise any rights you may have, please contact us using the information in Section 12 below.

7. Children’s Privacy

Our website is not directed to children under the age of 13, and in compliance with the Children’s Online Privacy Protection Act (“COPPA”), we do not knowingly collect personal information from children under 13 through this website. If you believe we have inadvertently received information from a child under 13, please contact us immediately so that we may delete such information.

With respect to patients who are minors (including those aged 13 to 17), information about their care is handled in accordance with HIPAA, the Texas Medical Records Privacy Act, and applicable state laws governing minor patient consent and parental access. A parent or legal guardian may submit a website inquiry on behalf of a minor child; we may request reasonable verification before acting on such requests.

8. Security

We take reasonable and appropriate administrative, technical, and physical measures to protect the information you provide against unauthorized access, disclosure, alteration, or destruction. Our website uses Transport Layer Security (TLS/HTTPS) encryption to protect all data transmitted between your browser and our website, including every contact form submission. Submissions are then relayed to our clinic staff through encrypted communication channels.

Despite these safeguards, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security. We encourage you to use caution when submitting information online and to contact us by telephone for any sensitive matters.

9. Do Not Track Signals

Because our website does not use tracking technologies, cookies, or behavioral analytics of any kind, “Do Not Track” (DNT) signals sent by your browser have no effect on our practices. We do not track visitors across websites and do not respond to DNT signals because no tracking is performed in the first place.

10. Third-Party Links

Our website may contain links to third-party websites, such as mapping services, professional directories, or social media platforms. We are not responsible for the privacy practices, content, or security of any third-party sites. We encourage you to review the privacy policies of any third-party site you visit through a link on our website.

11. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the State of Texas and applicable U.S. federal law, without regard to conflict-of-laws principles. Any dispute arising out of or relating to this Privacy Policy or your use of our website shall be subject to the exclusive jurisdiction of the state and federal courts located in Dallas County or Collin County, Texas.

12. Contact Us

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

Frisco Location
3550 Parkwood Blvd, Ste 600, Frisco, TX 75034
Phone: (972) 377-8800 | Fax: (972) 377-8808
Hours: Monday – Friday, 7:30 AM – 5:00 PM
North Dallas Location
17110 Dallas Pkwy, Ste 100, Dallas, TX 75248
Phone: (972) 380-7000 | Fax: (972) 377-8808
Hours: Monday – Friday, 7:30 AM – 4:30 PM
General Inquiries: support@benttreemd.com
Privacy Officer / HIPAA Privacy Requests: support@benttreemd.com (please use the subject line “Attn: Privacy Officer”)

Accessibility. If you require this Privacy Policy in an alternative format or accessible medium, please contact us using the information above and we will make reasonable accommodations in accordance with the Americans with Disabilities Act (“ADA”) and applicable state law.

13. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page with a revised effective date. We encourage you to review this Privacy Policy periodically. Your continued use of our website following the posting of any changes constitutes your acceptance of the revised policy.