Effective Date: January 1, 2026

This Privacy Policy explains how EyeCare Efficiency Solutions, LLC ("we," "us," or "our") collects, uses, discloses, and safeguards information when you visit our website, contact us, or purchase or receive our consultation, training, performance assessment, and related services (collectively, the "Services"). This policy does not replace your clinics own patient-facing Notice of Privacy Practices or privacy policy. Where we process information on behalf of a clinic or practice as a service provider, we do so under the applicable contract (and, if required, a Business Associate Agreement).

1. Information We Collect

·        Contact and business information (e.g., name, title, practice/clinic name, email address, phone number, mailing address).

·        Engagement and scheduling information (e.g., requested dates, location for onsite visits, session logistics, attendee counts, and related communications).

·        Billing and payment information (e.g., invoicing details; payments may be processed through PayPal and/or Squarespace Payments; we may not store full payment card details).

·        Service delivery information (e.g., workflow notes, training objectives, performance assessment observations, and deliverables such as checklists or manuals created for your practice).

·        Website and device data (e.g., IP address, browser type, pages viewed, approximate location derived from IP, and similar analytics data collected via cookies or similar technologies).

·        Marketing and inquiry information (e.g., messages submitted through forms, webinar registrations, and email communications).

2. Patient Information (HIPAA/PHI)

Our Services are primarily focused on clinic operations, technician training, and quality workflows. We design engagements to minimize access to patient information. If a practice chooses to share patient-related information (including protected health information, "PHI"), we request that it be de-identified when feasible. When PHI is necessary to perform Services (for example, limited chart review for workflow validation), we will handle it as a service provider to the practice and, where required, we will enter into a Business Associate Agreement (BAA). We restrict access to information to those who need it for the engagement and apply reasonable administrative, technical, and physical safeguards.

3. How We Use Information

·        Provide, deliver, and administer the Services, including consultation, training sessions, performance assessments, and creation of resource materials.

·        Schedule onsite and virtual sessions, coordinate travel and logistics, and respond to inquiries.

·        Invoice, process payments, and maintain business records.

·        Improve our Services, develop new offerings (including virtual and online training), and maintain quality assurance.

·        Send administrative messages (e.g., confirmations, updates, or changes to terms or policies).

·        Send marketing communications where permitted by law; you can opt out as described below.

·        Protect our rights and interests, prevent fraud, and maintain security.

·        Comply with applicable legal, tax, and regulatory obligations.

4. Cookies, Analytics, and Marketing

We may use cookies and similar technologies to operate our website, understand usage, and support marketing. Our website is hosted by Squarespace, and Squarespace (and other service providers we use) may collect information about your device and interactions with our website (for example, through cookies, log files, and similar technologies). You can control cookies through your browser settings and may be able to opt out of certain targeted advertising where required by law. Some browsers transmit Do Not Track signals; our website may not respond to all such signals.

5. How We Share Information

·        Service providers: We may share information with vendors that help us operate our business (e.g., website hosting, email delivery, customer relationship management, scheduling tools, webinar platforms, learning management systems, and file storage) and who are contractually required to protect it.

·        Payment processing: If you pay for Services, your payment may be processed through PayPal and/or Squarespace Payments; we receive confirmation and limited payment details.

·        Professional advisors: We may share information with accountants, insurers, attorneys, and similar advisors as needed.

·        Legal and safety: We may disclose information if required by law or to protect the rights, safety, and security of our clients, the public, or our business.

·        Business transfers: If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction.

·        With your direction: We may share information with third parties when you request or authorize us to do so.

6. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information we maintain. However, no security measure is perfect; we cannot guarantee absolute security. You are responsible for ensuring that any information you send to us is shared through appropriate channels and that your own systems and accounts are protected.

7. Data Retention

We retain information for as long as reasonably necessary to provide the Services, maintain business records, resolve disputes, enforce agreements, and comply with legal and tax obligations. Retention periods may vary depending on the type of information and the terms of our contract with a practice. Copies may remain in backups for a limited period.

8. Your Rights and Choices

·        Marketing emails: You may opt out of promotional emails by using the unsubscribe link (if provided) or by contacting us at the email address below. We may still send non-promotional, service-related messages.

·        Cookies: Most browsers allow you to remove or reject cookies; doing so may affect site functionality.

·        Access, correction, and deletion: Subject to applicable law, you may request access to, correction of, or deletion of certain information we maintain about you.

·        Patient rights: If you are a patient of a clinic we serve, please direct privacy requests to that clinic. We generally do not manage patients medical records.

9. Childrens Privacy

Our website and Services are not directed to children under 13 and we do not knowingly collect personal information from children. If you believe a child has provided information to us, please contact us so we can take appropriate steps.

10. International Users

We are based in the United States and may process and store information in the United States or other locations where our service providers operate. If you access our website or Services from outside the United States, you understand that your information may be transferred to and processed in the United States.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on our website and update the Effective Date above. Changes will apply as of the Effective Date unless otherwise stated.

12. Contact Us

If you have questions about this Privacy Policy or want to submit a privacy request, contact:

·        EyeCare Efficiency Solutions, LLC

·        Email: jtrabucco@eyecare-efficiency.com

Effective Date: January 1, 2026

These Sales Terms and Conditions ("Terms") govern purchases from EyeCare Efficiency Solutions, LLC ("we," "us," or "our"), including consulting, onsite and virtual training, performance assessments, resource materials, and any digital products or online training programs we make available (collectively, the "Offerings"). By booking, paying for, accessing, or using any Offering, you ("Client") agree to these Terms. If we sign a separate written agreement, statement of work, proposal, or invoice that conflicts with these Terms, the signed agreement or the specific written terms on the invoice/proposal will control for that conflict.

1. Scope of Services

Our Offerings may include workflow assessment, operational consultation, technician/staff training, performance evaluation, and creation of practice-specific resources. Unless explicitly stated in writing, deliverables are provided "as is" and are intended for internal business and training use by the Client. We do not provide medical advice, clinical diagnosis, or patient-specific treatment recommendations.

2. Scheduling, Access, and Client Responsibilities

·        Provide timely access to relevant staff, processes, and (if applicable) facilities for the scheduled dates.

·        Ensure participants attend on time and are prepared (e.g., baseline workflows, current SOPs, or questions).

·        Provide necessary equipment and connectivity for virtual sessions (e.g., stable internet, video platform access).

·        Assign a primary point of contact with authority to coordinate scheduling and approvals.

·        Where patient information may be involved, comply with HIPAA and applicable privacy laws, minimize PHI shared with us, and provide de-identified information when feasible (and execute a BAA if required).

3. Fees, Payment, and Taxes

Fees are listed in our proposal, invoice, booking page, or other written communication. Unless otherwise stated in writing, payment is due upon receipt. We may require a deposit to reserve dates (especially for onsite engagements), with the balance due before the session begins.

·        Payment methods: We may accept payment via Squarespace Payments and/or PayPal, as well as other methods identified on an invoice or booking page.

·        Processor terms: Your payment may also be subject to the terms and policies of the applicable payment processor.

·        Taxes: You are responsible for all applicable taxes (excluding taxes on our income) unless you provide a valid exemption certificate.

·        Late payments: Past-due balances may incur a late fee of 1.5% per month (or the maximum allowed by law, if lower) and/or suspension of Services until paid.

·        Expenses: For onsite engagements, you are responsible for pre-approved travel and related expenses unless included in a flat-rate package.

·        Chargebacks: If you initiate a chargeback or payment dispute, we may suspend access to Offerings and you remain responsible for any undisputed amounts, plus any fees charged to us by the processor.

4. Cancellations and Rescheduling

Because we reserve time and may incur travel and preparation costs, cancellation and rescheduling fees may apply unless otherwise stated in writing:

·        Onsite engagements: If you cancel or reschedule with at least 14 days notice, we will apply amounts paid (excluding non-refundable travel already incurred) to a rescheduled date within 6 months, subject to availability. If you cancel or reschedule with fewer than 14 days notice, you agree to pay a fee of 50% of the booked fees (or $800, whichever is greater), plus any non-refundable travel costs incurred.

·        Virtual sessions: If you cancel or reschedule with at least 24 hours notice, we will reschedule without penalty. If you cancel or fail to attend with fewer than 24 hours notice, the session may be forfeited or subject to a rescheduling fee of $225.

·        No-shows and delays: If the Client is not ready to begin at the scheduled time, we may shorten the session to end at the scheduled end time, and the full fee remains due.

5. Refund Policy

Unless otherwise stated in writing, all sales are final. If a refund is approved in writing, it will be issued to the original payment method when possible.

·        Services: Deposits and prepaid fees may be non-refundable as described in the applicable proposal/invoice and the cancellation terms above.

·        Digital products and online training: Because access is granted immediately, digital products, downloads, and online training access/licenses are generally non-refundable once delivered or access is provided, unless required by law or expressly stated at purchase.

·        Technical issues: If you experience a technical issue preventing access to a digital product, contact us promptly and we will work with you in good faith to resolve it (e.g., re-send access, correct email address, or provide alternate delivery).

6. Digital Products, Online Training, and License Terms

If you purchase access to online training, digital resources, templates, manuals, recordings, or similar materials ("Digital Products"), we grant you a limited, non-exclusive, non-transferable, revocable license to use the Digital Products for your internal business purposes within your clinic/practice, subject to any seat limits or clinic-license limits stated at purchase.

·        Do not copy, resell, distribute, publish, share login credentials, or make Digital Products available to third parties outside your organization without our written permission.

·        Do not remove proprietary notices or claim our materials as your own.

·        We may suspend or terminate access if we reasonably believe there has been unauthorized sharing, misuse, or non-payment.

7. Intellectual Property

We retain all rights, title, and interest in our pre-existing materials, methods, templates, training content, and know-how, including any improvements or derivative works. The Client retains rights in materials the Client provides to us. If you provide feedback or suggestions, you grant us a non-exclusive right to use that feedback to improve our Offerings, without obligation to you.

8. Confidentiality

Each party may receive non-public business, operational, or financial information from the other that is marked or reasonably understood to be confidential ("Confidential Information"). Each party agrees to use the others Confidential Information only as needed to perform under these Terms and to protect it using reasonable care. Confidential Information does not include information that is publicly available through no fault of the receiving party, independently developed without use of the Confidential Information, or rightfully received from a third party. If PHI is involved, the parties will address required HIPAA terms in a separate BAA if applicable.

9. Disclaimers

We provide business and operational guidance based on our experience and the information available at the time. We do not guarantee specific outcomes (e.g., revenue increases, staffing results, or regulatory compliance) and the Client remains responsible for its business decisions, patient care, and compliance obligations. Our materials are provided for informational and training purposes and are not legal advice.

10. Limitation of Liability

To the maximum extent permitted by law, we will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or goodwill, arising out of or related to any Offering, even if advised of the possibility of such damages. To the maximum extent permitted by law, our total liability for any claim arising out of or related to the Offerings will not exceed the total fees paid by the Client for the specific Offering giving rise to the claim during the 6 months preceding the event giving rise to the claim.

11. Indemnification

The Client agrees to indemnify and hold harmless EyeCare Efficiency Solutions, LLC from and against third-party claims, damages, liabilities, and expenses (including reasonable attorneys fees) arising from (a) the Clients misuse of the Offerings, (b) the Clients violation of law (including privacy and employment laws), or (c) materials or information the Client provides that infringe or misappropriate a third partys rights. This obligation does not apply to the extent a claim is caused by our gross negligence or willful misconduct.

12. Dispute Resolution; Governing Law

Before filing a claim, the parties agree to try in good faith to resolve any dispute informally by written notice and a management-level discussion. Unless otherwise agreed in writing, these Terms are governed by the laws of the State of Pennsylvania, without regard to conflict-of-laws rules, and any legal action must be brought in the state or federal courts located in Delaware County, Pennsylvania, and the parties consent to personal jurisdiction and venue there.

13. Force Majeure

We are not responsible for delays or failure to perform caused by events beyond our reasonable control, including severe weather, travel disruptions, natural disasters, pandemics, power or internet outages, or government actions. In such cases, we will work with you to reschedule or otherwise adjust delivery in a commercially reasonable manner.

14. Changes to These Terms

We may update these Terms from time to time. Updated Terms will apply to future purchases and, where permitted by law, to continued use of Offerings after the Effective Date of the updated Terms.

15. Contact

Questions about these Terms should be sent to jtrabucco@eyecare-efficiency.com.