Privacy Policy

Who we are

The Institute for Infant Feeding and Early Development is a multidisciplinary infant specialty practice providing family-centered feeding therapy for infants in the North Texas area. Our contact email is info@infantexperts.com.

What information we collect

We collect information you submit through our website forms and practitioner referral tools, along with limited technical and usage information described below.

Contact form

When you use the contact form, we collect:

• First and last name
• Email address
• Phone number (optional)
• Your question or message
• The reason for your inquiry (general question, referral, partnership, etc.)

Appointment request and other scheduling forms

When you submit an appointment request or a priority-scheduling request, we collect:

• Parent or caregiver first and last name
• Child's first name
• Child's date of birth (optional)
• Email address
• Phone number
• City or area (optional)
• Service you are inquiring about, or the concerns and timing you select
• Referring provider name (optional)
• Any additional notes you include in your message

Submitting either form is a scheduling request, not a confirmed appointment. Our team reviews what you share and follows up to schedule your visit.

Practitioner referral uploads

Referring practitioners can submit a completed referral form (photographed or uploaded as a PDF) through our secure referral upload tool. That tool collects the referring practitioner's name, practice name, phone, email, and the referral document itself. A referral submitted by a healthcare provider about a specific patient may itself contain protected health information (PHI) created by that provider, regardless of whether the patient has an established clinical relationship with this practice yet. We do not treat referral content as exempt from PHI protections. Referral files are stored in a private, access-controlled storage location (separate from public website assets) and are viewable only by authenticated Institute staff who have enrolled multi-factor authentication, using short-lived signed links rather than direct or public access. Referral files are never attached to email. Once a scheduled cleanup process is configured and active, staged files are deleted automatically after transfer into our official patient-record system (Jane) and after a configured retention window (14 days by default); until that automation is verified as running, deletion of transferred files is handled manually by staff.

Automatically collected information

When you submit a form, our systems also record:

• Your IP address
• Your browser and device type (user-agent string)
• The page you submitted the form from
• An approved entry-page path and approved campaign source, medium, campaign, and content identifiers, when available

If enabled with your permission, short-lived browser-tab storage may retain approved entry-page and campaign information to support internal reporting when you submit a form. It is not intended to contain form answers or a visitor browsing history. We filter out unapproved URL parameters.

Website analytics and cookies

We use Google Analytics 4 (GA4) to understand how people find and use our public information pages so we can improve our content. GA4 is optional and off until you choose to accept analytics. Nothing is sent to Google Analytics, and no Google Analytics script is loaded, before you accept or if you reject.

Once you accept, on the selected pages described below GA4 may collect: the page address and title we report, the date and time, how long the page is in view, your approximate location derived from your IP address, device, browser and operating-system details, and the general website that referred you (domain only, never the full address or search terms). Google receives your IP address when your browser contacts its servers. GA4 sets first-party cookies named ie_ga and ie_ga_ followed by an identifier, which distinguish returning browsers and sessions and expire after up to 180 days. We have turned off Google Signals and advertising personalization, and we do not use advertising pixels or conversion tags.

Analytics runs only on selected general information pages, such as our home, about, team, programs and similar pages. It does not run on appointment, contact, scheduling, referral, patient-intake, provider-submission, or staff pages, and it does not run on our service, condition-specific, FAQ, blog, resource, or practitioner-referral pages. Because analytics is not on every page, our reports will not show a complete picture of anyone’s visit. We report a standardized page address without query strings or fragments, and we do not send names, email addresses, phone numbers, form answers, appointment or referral details, or health information to GA4. We may change the list of pages only after review and will update this policy and ask for your choice again if the scope changes materially.

Your analytics choice

On your first visit a banner asks you to Reject or Accept Analytics. Neither is preselected, and you can use the whole website either way; essential site functions do not depend on this choice. Your choice is stored in your browser (local storage) for up to 180 days, then we ask again. It records only whether you accepted or rejected, the date and time, and a version number for this policy; it contains no name, form entry, or visitor identifier. If your browser blocks storage, your choice applies only to the page you are viewing.

To change your mind at any time, select Analytics Settings in the footer of any page and choose Reject or Accept Analytics. If you reject or withdraw consent, we stop sending analytics, remove the analytics cookies and related campaign information this site stored, and may reload the page so no analytics code keeps running. Withdrawal does not delete information already sent to Google. You may also block cookies in your browser settings, and you may use Google’s opt-out tools. Google’s privacy information is available at policies.google.com/privacy.

If your browser sends a Global Privacy Control signal, we keep optional analytics off and the Accept Analytics button is unavailable while the signal is present. We do not treat a Do Not Track setting as a choice; you can accept or reject analytics using the banner or Analytics Settings.

If you accept analytics, we may also keep, in your browser tab for up to 30 minutes, the page where you entered our site and any approved campaign labels from a link you followed, so that a request you submit can be attributed. It does not include form answers or a browsing history, and it is cleared if you reject or withdraw consent.

We do not use advertising pixels or advertising-conversion tags on this website. Other third-party resources include Google Fonts and, on the Contact page, an embedded Google Map. Loading these resources may disclose technical connection information to Google independently of GA4. Practitioner referral-upload pages are designed not to load these third-party resources.

How we use your information

We use the information you submit to:

• Respond to your question or inquiry
• Follow up on appointment requests and schedule evaluations or therapy sessions
• Review and follow up on practitioner referrals
• Notify our clinical team that a new inquiry, request, or referral was received

We do not sell, rent, or share your personal information with third parties for marketing purposes.

Email notifications sent from this system are intentionally generic, for every form on this site including the contact form, appointment requests, priority-scheduling requests, and practitioner referrals. A staff notification says only that a new inquiry, request, or referral was received, along with a non-identifying confirmation number. It does not include your name, contact information, the content of what you submitted, or any indication of urgency or clinical classification. It does not currently include a link; staff access the relevant system directly. A confirmation email sent back to you contains only a confirmation number and general next-step information, not a copy of what you submitted. This is a deliberate security measure, since email is not a secure channel for sensitive information.

Where your information is stored

Form and referral submissions are stored in a secure database and, for referral files, private file storage, both managed by Supabase, a cloud database and storage provider, and are only ever written or read by our server-side systems using credentials that are never exposed to your browser. Email notifications described above are sent through the Institute's own Gmail account rather than a third-party marketing or transactional-email vendor, but Gmail is itself operated by Google, which processes the notification content (confirmation numbers and generic status text only, never submitted form content) as part of delivering that email. You can review Google's privacy practices at policies.google.com/privacy.

Supabase stores data on infrastructure hosted in the United States. You can review Supabase’s privacy practices at supabase.com/privacy.

How long we keep your information

We retain inquiry, appointment request, and priority-scheduling records as long as they are needed to support your care or our clinical records obligations. Practitioner referral files are retained only until the referral is transferred into our official patient-record system and the configured staging window has elapsed. The cleanup removes the staged referral record and its files. Information transferred into the official patient record follows our clinical record obligations; separate operational audit records support access and deletion review. If you would like your information removed and you are not an active patient, contact us at info@infantexperts.com and we will respond within a reasonable timeframe.

Children’s privacy

This website is intended for parents and caregivers seeking services for their children, and for practitioners referring patients to our practice. When you submit an appointment request, you may provide limited information about your child (first name and date of birth) to help us prepare for your inquiry. We do not knowingly collect personal information directly from children.

Your rights

You may contact us at any time to:

• Request access to the information we have on file for you
• Ask us to correct inaccurate information
• Request deletion of your information (subject to any clinical records obligations)

To make a request, email us at info@infantexperts.com with the subject line “Privacy Request.”

Security

We use industry-standard security measures to protect information submitted through this site, including encrypted data transmission (HTTPS), access controls on stored data, and, for practitioner referral uploads, private storage, multi-factor authentication for staff access, and time-limited access links. No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security. We do not claim that any part of this website or its intake systems is fully HIPAA compliant; see the note below.

Medical information notice

Information shared when asking about care may be sensitive health information. Whether information is protected health information (PHI) under HIPAA depends on the information, the parties involved, and the circumstances in which it is collected or maintained. We do not assume that information falls outside HIPAA solely because an appointment has not yet been confirmed or a first visit has not occurred. Please avoid including unnecessary medical details in general contact messages.

Practitioner referrals are different: a referral submitted by a healthcare provider about a specific patient may itself be, or contain, PHI created by that provider in the course of treatment, independent of whether this practice has an established relationship with the patient yet. We handle referral submissions with that in mind (see "Practitioner referral uploads" above) and do not claim referral content falls outside PHI protections.

Once a clinical relationship is established with this practice, applicable health privacy regulations govern how your information is handled; see our HIPAA Notice of Privacy Practices. Nothing in this policy should be read as a representation that this website or its intake systems are, in full, HIPAA compliant; the systems described above are designed with that goal in mind, and the practitioner referral tool remains in a synthetic-data-only mode until required business associate agreements and a completed security review allow real referrals to be enabled.

The content on this website is for general informational purposes only and does not constitute medical advice, diagnosis, or treatment. For medical emergencies, call 911 or seek immediate care.

Changes to this policy

We may update this policy from time to time. The date at the top of this page reflects the most recent revision. We will post the updated policy here with a revised date. Where consent is legally required, continued website use alone does not replace that consent.

Contact us

Questions about this policy can be directed to:
The Institute for Infant Feeding and Early Development
info@infantexperts.com