Privacy Policy

Coherent Awareness (“Coherent Awareness,” “we,” “us,” or “our”) operates the software platform used by the US Mexico Stem Cell Institute (“the Clinic”) to coordinate consultations, treatment planning, and post-treatment follow-up. This Privacy Policy describes what personal and health information we collect through the website at coherentawareness.com and the associated patient portal, how we use it, who we share it with, how long we keep it, and the choices you have.

1. Information we collect

Information you give us directly

• Contact information — full name, email address, phone number, and (when you tell us) preferred language and time-zone.
• Health intake — symptoms, conditions, prior treatments, age, height, weight, and any other clinical context you provide via the intake form or during a call with our virtual assistant or a Patient Care Coordinator (“PCC”).
• Uploaded medical records — any files you upload (imaging reports, prior workups, discharge summaries, etc.) either directly on the patient portal or via a PCC who uploads them on your behalf.
• Travel and logistics — arrival airport, dates, flight numbers, party size, and pickup/drop-off preferences when you submit them on the portal.
• Payment information — you do not enter card numbers on our servers. Payment cards are collected by our payment processor (Stripe) directly through a form Stripe hosts. We receive only the transaction result (amount, date, last-four digits, and a receipt link).

Information we collect automatically

• Standard web-server logs (IP address, browser type, pages viewed, referrer) for security and reliability.
• A session cookie that keeps you signed in to the patient portal. We do not use advertising or cross-site tracking cookies.

Information we receive from third parties

• GoHighLevel (“GHL”) — the CRM the Clinic uses. Contact records, appointment history, call transcripts, and messages you exchange with the Clinic through GHL flow into our platform so your PCC can see the full picture.
• SimpleTalk — the AI phone-assistant vendor the Clinic uses for outbound calls. Call transcripts, recording links, and campaign statistics are received into our platform.
• Stripe — payment status, receipt URLs, and card-brand metadata for payments you make.

2. How we use your information

• To provide the service — draft your AI-assisted treatment plan for physician review, coordinate your consultation and clinic visit, deliver receipts, and surface travel/pickup logistics to your PCC.
• To communicate with you — appointment confirmations, payment receipts, portal notifications, and messages from your PCC or the Clinic. Where you have consented (or where required to complete a transaction), we may email, text, or call you.
• To improve accuracy over time — clinically reviewed, doctor-approved treatment plans are added to a de-identified retrieval pool that helps future plan generation reference the Clinic’s actual prescribing patterns.
• To meet legal and safety obligations — respond to lawful requests, prevent fraud, protect our systems, and maintain records the Clinic is required to keep.

3. Who we share your information with

We share health and personal information with:

• The US Mexico Stem Cell Institute (physicians, nurses, and administrative staff) so the Clinic can review your plan, treat you, and follow up.
• Service providers we rely on to run the platform:
  • Stripe (payment processing)
  • GoHighLevel (CRM, SMS, email delivery)
  • SimpleTalk (AI phone assistant)
  • Google Workspace and Google Calendar (clinic scheduling and communications)
  • Anthropic (the AI provider that generates treatment-plan drafts from your intake)
  • Amazon Web Services (hosting)
  Each provider is bound by contract to use your information only to deliver the service they provide to us.
• Legal or regulatory authorities when we are required to do so by law, court order, or a valid subpoena, or to defend our legal rights.

We do not sell your personal information. We do not share it for advertising or marketing by third parties.

4. Cross-border data transfer

Treatment occurs at the Clinic’s facility in Tijuana, Mexico. To coordinate your care, information you give us may be transmitted from the United States (or your country of residence) to Mexico, and among the service providers listed above. By using the platform, you consent to this transfer.

5. How we protect your information

• Traffic to the site and portal is encrypted in transit (HTTPS/TLS).
• Health records and payment records are stored on encrypted infrastructure with role-based access.
• Staff access is scoped to the roles each person needs (PCC, physician, administrative). Every write is attributable in our audit log.
• Payment card numbers never touch our servers — Stripe handles them directly.

No system is perfectly secure. If we ever detect a breach that affects your information, we will notify you and take the corrective steps required by law.

6. How long we keep your information

We retain your account, plan, and communication history for as long as you have an active relationship with the Clinic, plus the period required for medical record-keeping and financial audit. Uploaded medical records remain on your patient profile so you and your care team can access them. You may request deletion of specific information (see “Your choices” below), subject to the Clinic’s obligation to preserve records required by law.

7. Your choices

• Access & correction. You can view and correct the personal details on your patient profile at any time via the patient portal, or by asking your PCC.
• Communication preferences. You may opt out of non-essential emails, SMS, or calls by replying “STOP” to any text, unsubscribing from any email, or telling your PCC. Transactional messages (appointment confirmations, receipts, safety-critical notices) will continue.
• Deletion. You may request that we delete information you provided, subject to the record-keeping obligations noted above. Contact us at the address below.
• Portability. You may request a copy of the information you have given us in a machine-readable form.

8. Children

The platform is not directed at children under 13. When a pediatric patient is treated by the Clinic, information is provided by and shared with the parent or legal guardian, and the child’s record is handled as part of the guardian’s interaction with the Clinic.

9. Changes to this Policy

We may update this Policy from time to time. The date at the top reflects when the current version took effect. Material changes will be announced on the patient portal and, when we have your email on file, by email.