Privacy Policy

Effective date: September 24, 2026

This Privacy Policy explains how Cognitive FX (“Cognitive FX,” “we,” “us,” or “our”) collects, uses, and discloses information when you visit www.cognitivefxusa.com, use our online forms, quizzes, symptom trackers, chat, or scheduling tools, call or text us, or receive our emails (together, the “Services”). It also covers our Chrome extension, CFX Concussion Companion, which is described in Section 12.

By using the Services, you acknowledge that you have read this Privacy Policy. Your use of our website is also governed by our Terms & Conditions, including its limitation of liability, disclaimer of warranties, and governing law sections.

1. What this policy covers, and what it does not

This policy covers information collected through the Services. It does not cover:

• Your medical records and treatment information. Information we create or receive while evaluating or treating you as a patient is governed by our Notice of Privacy Practices, which we provide to patients, and by applicable health privacy laws. If this policy and the Notice of Privacy Practices conflict about that information, the Notice of Privacy Practices controls.
• Third-party websites and services. Our site links to or embeds services run by other companies, such as scheduling, form, video, and social media platforms. Those companies’ own privacy policies govern what they collect when you use their services. We do not control and are not responsible for their practices.

2. Information we collect on our website

Information you give us

• Contact details: name, email address, phone number, mailing address, and preferred contact method.
• Health-related information you choose to share: answers to quizzes, intake questionnaires, and consultation forms, such as your symptoms, diagnoses, injury history, and treatment history.
• Scheduling and communication details: appointment requests, chat messages, emails, text messages, and call details.
• Payment information, which is processed by our payment processor. We do not store full card numbers on our website.

Information collected automatically

• Device and usage data: IP address, approximate location based on IP address, browser and device type, pages viewed, links clicked, time spent on pages, the page that referred you, and similar diagnostic data.
• Session recording and heatmap data: we use tools that record how visitors scroll, click, and move through our pages so we can find and fix usability problems.
• Call tracking data: when you call a number shown on our site, our call tracking provider may log the number you called from, the call time and length, and the web page or ad that led to the call. Calls may be recorded for quality and training purposes.
• Cookies, pixels, and similar technologies, described in Section 5.

Information from other sources

We may receive information about you from referring clinicians, advertising and analytics partners, and publicly available sources, and combine it with information we already have.

3. How we use information

We use information to:

• Respond to your questions and requests, and schedule consultations and appointments.
• Assess whether our treatment may be a fit for you. Online quizzes, assessments, and symptom trackers are for general information only. They do not provide a diagnosis and do not create a doctor-patient relationship.
• Operate, maintain, secure, and improve the Services.
• Measure how our website, content, and advertising perform.
• Send you information about our services, events, and educational content, where the law allows.
• Detect, investigate, and prevent fraud, abuse, security incidents, and other harmful activity.
• Comply with legal obligations and enforce our agreements.
• For any other purpose we describe to you when we collect the information, or with your consent.

4. How we disclose information

We disclose information in these situations:

• Service providers. Companies that host our website and forms, manage our customer records, schedule appointments, send email and text messages, provide chat, track calls, process payments, and provide analytics. They may use the information only to provide services to us, subject to confidentiality obligations.
• Advertising and analytics partners. Companies such as Google, Meta (Facebook), Pinterest, and Microsoft receive device and usage data through cookies and pixels on our website to measure and deliver advertising. See Section 5 for your choices.
• Legal and safety reasons. When we believe in good faith that disclosure is needed to comply with law, a subpoena, or a court order; to protect the rights, property, or safety of Cognitive FX, our patients, or others; or to investigate fraud or wrongdoing.
• Business transfers. In connection with a merger, acquisition, financing, reorganization, or sale of all or part of our business, information may be transferred as a business asset.
• With your consent or at your direction.

We do not sell your name, email address, or phone number to data brokers. Mobile phone numbers and text messaging consent are not shared with third parties for their own marketing purposes.

5. Cookies, pixels, and your choices

We and our partners use cookies, pixels, tags, and similar technologies on our website:

• Strictly necessary: keep the site working and secure, and remember your cookie choices.
• Analytics and performance: for example, Google Analytics, HubSpot analytics, and Microsoft Clarity, which show us how visitors use the site.
• Advertising: for example, the Google Ads tag, Meta Pixel, and Pinterest Tag, which help us measure ad results and show our ads to people who have visited our site.
• Testing and call tracking: for example, Convert (website experiments) and WhatConverts (call and lead source tracking).

Your choices:

• Use our cookie banner to accept or decline non-essential cookies.
• Block or delete cookies in your browser settings. Some parts of the site may not work correctly if you do.
• Opt out of Google Analytics with Google’s browser add-on, and manage ad personalization in Google Ad Settings and in your Meta and Pinterest account settings.

6. Email and text messages

You can unsubscribe from marketing emails at any time using the link in the email. If you opt in to text messages, reply STOP to stop them or HELP for help. Message and data rates may apply. Opting out of marketing does not stop messages about appointments you have scheduled or services you have requested.

7. How we protect information

We use administrative, technical, and physical safeguards designed to protect information in our care. No website, internet transmission, or storage system is completely secure, and we cannot guarantee the security of information you send us. You send information to us at your own risk.

Please do not send detailed medical information through website chat or general contact forms. If you need to share medical records, ask our team for a secure way to do so.

If a security breach affects your personal information, we will notify you as required by applicable law.

8. How long we keep information

We keep information for as long as needed for the purposes in this policy, including to meet legal, medical record, accounting, and reporting requirements, resolve disputes, and enforce our agreements. When we no longer need it, we delete or de-identify it.

9. Children

Our website is intended for adults. We do not knowingly collect personal information online directly from children under 13. Parents or legal guardians may submit information about a minor when seeking care for that child. If you believe a child under 13 has given us personal information without a parent’s consent, contact us and we will delete it.

10. Visitors outside the United States

We are based in the United States. We process and store information in the United States and in other countries where our service providers operate, and data protection laws there may differ from the laws where you live. By using the Services or submitting information to us, you understand that your information will be transferred to and processed in the United States.

11. Your privacy rights

Depending on where you live, you may have the right to request access to, correction of, or deletion of your personal information, to opt out of targeted advertising or the sale or sharing of personal information, and to appeal our decision on your request. These rights have exceptions under applicable law, including for medical records we are required to keep.

To make a request, email info@cognitivefxusa.com or call +1 385-375-8590. We will verify your identity before acting on a request. An authorized agent may make a request for you with proof of your written permission. We will not discriminate against you for exercising your rights.

12. CFX Concussion Companion Chrome extension

This section describes what our Chrome extension, CFX Concussion Companion (the “extension”), does with information about you. Where this section differs from the rest of this policy, this section controls for the extension. The website cookies, pixels, and advertising partners described above are not part of the extension.

The short version

• Your symptom check-ins stay on your computer. Cognitive FX never receives them.
• Comfort mode changes how web pages look and sound. It does not read, collect, or keep what is on those pages or which sites you visit.
• Two features are off unless you turn them on: Sync, which copies your check-ins between your computers through your Google account, and Anonymous usage counts, which tell Cognitive FX which features are used.
• We do not sell extension data, use it for advertising, or share your health information.

Information that stays on your computer

The extension keeps the following in your browser’s extension storage on your computer:

• Your check-ins: symptom ratings from 0 to 6, the triggers you logged, whether anything was new or suddenly worse, and which comfort changes were on that day.
• Your settings: how many symptoms you rate, reminder times, appearance, comfort mode choices, and the list of sites where you turned comfort mode on.
• Which suggestions and safety prompts you have already seen, so they are not repeated too often.

This information is not sent to Cognitive FX or anyone else. Uninstalling the extension deletes it. You can also delete it at any time in Settings > Your data > Delete all data, or save a copy with Export check-ins.

The clinician report is built on your computer. Printing it or saving it as a PDF does not send it anywhere. If you give it to a healthcare provider, their own privacy practices apply.

Sync across your computers (optional, off by default)

If you turn on Sync my check-ins, a compact copy of your check-ins and settings is stored in your Google account through Chrome sync, so it can appear on your other computers where you are signed in to Chrome. Google handles that copy under Google’s privacy policy. Cognitive FX cannot see it. The list of sites where you use comfort mode is never synced. You can turn sync off at any time, and Remove the synced copy from Google deletes the synced copy.

Anonymous usage counts (optional, off by default)

If you say yes when asked, the extension sends Cognitive FX anonymous counts of feature use through Google Analytics 4. We use them to learn which features help people and what to improve.

What is sent:

• That the extension was set up, and whether you rate 12 or 22 symptoms.
• That a check-in was completed, but not what you rated.
• Which comfort suggestions and quick settings were shown or used, such as “dim pages.”
• When reminders, the clinician report, sync, export, or the Cognitive FX link are used.
• A random ID created by the extension, which is not linked to you, your Google account, or your check-ins.

What is never sent: your symptom scores, triggers, or answers; the dates of your check-ins; the websites you visit or where comfort mode is on; and your name, email address, or anything else that identifies you.

Google Analytics processes these counts on behalf of Cognitive FX. Google receives your IP address when the counts are sent, as with any internet request, and uses it to estimate an approximate location, such as your country or region, which Cognitive FX can see in its reports. Google states that Google Analytics 4 does not log or store IP addresses. You can turn usage counts off at any time in Settings > Anonymous usage. Turning them off also deletes the random ID.

Permissions the extension asks for

• Storage: keeps your check-ins and settings on your computer.
• Side panel: shows the extension beside the page you are on.
• Alarms and notifications: daily check-in reminders and break reminders.
• Idle: lets break reminders count only the time you are using the computer.
• Scripting and active tab: applies comfort mode to a page when you choose to.
• Access to sites you choose, or to all sites (asked only when you choose): lets comfort mode change how those pages look and sound. The extension does not read or keep what is on them.

What we never do with extension data

• Sell or rent it.
• Use it for advertising.
• Share health information with anyone.
• Read, collect, or keep the content of web pages or your browsing history.

Health information

Because your check-ins stay on your computer and are not sent to Cognitive FX, using the extension does not create a record at Cognitive FX. If you are a Cognitive FX patient and share your report with us, it becomes part of your care record under our Notice of Privacy Practices.

Children

The extension is intended for adults. People under 18 should use it with a parent or guardian.

Chrome Web Store user data

The use of information received from Google APIs will adhere to the Chrome Web Store User Data Policy, including the Limited Use requirements.

13. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and change the effective date above. For changes to the extension section, we will also describe important changes in the extension’s release notes. If we make material changes, we will give additional notice where required by law.

14. Contact us

Cognitive FX
Attn: Privacy
280 W River Park Drive, Suite 110
Provo, UT 84604
Email: info@cognitivefxusa.com
Phone: +1 385-375-8590