Effective January 15, 2026

Root & Branch Chinese Medicine, LLC (“we,” “our,” or “us”) operates HerbaScript, an online medicinary ordering and patient management platform. This Privacy Policy describes how we collect, use, store, and protect your personal information when you use our services, including our website, patient portal, and SMS/email notification features.

By using HerbaScript or providing your information to us, you agree to the practices described in this policy. If you do not agree, please do not use our services.

1. Information We Collect

1.1 Information You Provide Directly

Name, date of birth, and contact information (mailing address, email address, mobile phone number)
Health and treatment information as necessary for herbal formula preparation
Payment information processed through our third-party payment processor (Square)
Account credentials for the patient portal
Communications you send to us, including responses to SMS messages

1.2 Information Collected Automatically

Device and browser information when you access the patient portal
IP address and general location data
Usage data such as pages viewed and features used within the portal

1.3 Information from Practitioners

Your treating practitioner may submit information on your behalf, including herbal formula orders, treatment notes, and contact details necessary for order fulfillment and communication.

2. How We Use Your Information

We use your personal information for the following purposes:

To prepare, fulfill, and deliver herbal formula orders
To send transactional SMS and email notifications related to your orders, including order confirmations, payment requests, order status updates, pickup or shipping notifications, and delivery tracking information
To send appointment reminders and clinic communications (such as holiday hours or temporary closures)
To process payments and manage billing
To allow practitioners to view and manage formulas written for you
To operate and improve the HerbaScript platform
To comply with legal and regulatory obligations, including HIPAA

3. SMS/Text Messaging Program

HerbaScript uses SMS text messaging to communicate order-related and service notifications to patients and practitioners. By providing your mobile phone number and opting in, you consent to receive text messages from Root & Branch Chinese Medicine via HerbaScript.

3.1 Types of Messages

Messages may include:

Order status updates (e.g., order received, ready for pickup, shipped)
Payment request notifications
Shipping and tracking notifications
Clinic announcements (holiday hours, closures, service updates)

3.2 Message Frequency

Message frequency varies based on your order activity and clinic communications. You will typically receive 1–5 messages per order and occasional service announcements.

3.3 Opt-In and Consent

You opt in to receive SMS messages by providing your mobile phone number during patient registration or account setup and consenting to receive text communications.

Your consent to receive SMS messages is not a condition of purchasing any goods or services.

3.4 Opt-Out

You can opt out of SMS messages at any time by replying STOP to any message you receive from us. After opting out, you will receive a confirmation message and will no longer receive SMS messages from HerbaScript. If you wish to re-enroll, you may do so through your patient portal account or by contacting us directly.

3.5 Help

For assistance with SMS messaging, reply HELP to any message or contact us using the information in Section 10 of this policy.

3.6 Message and Data Rates

Message and data rates may apply depending on your mobile carrier and plan. We are not responsible for any charges from your carrier related to SMS messages.

3.7 Carrier Disclaimer

Carriers (e.g., T-Mobile, AT&T, Verizon) are not liable for delayed or undelivered messages. Delivery of text messages is subject to effective transmission by your mobile carrier and is not guaranteed.

4. Sharing of Information

We do not sell, rent, or share your personal information, including your mobile phone number, with third parties or affiliates for marketing or promotional purposes.

All categories of information collected exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties.

We may share your information only in the following limited circumstances:

With your treating practitioner(s) for the purpose of treatment and order fulfillment
With third-party service providers who perform services on our behalf (payment processing through Square, shipping through our fulfillment partners, SMS delivery through our messaging provider), subject to contractual obligations to protect your data
When required by law, regulation, or legal process
To protect the rights, safety, or property of Root & Branch Chinese Medicine, our patients, or the public

5. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, or disclosure. These measures include encrypted data storage, secure access controls, and compliance with applicable HIPAA security requirements for protected health information.

SMS messages are transmitted through standard cellular networks and are not encrypted end-to-end. We limit the content of text messages to avoid including detailed protected health information.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, maintain your account, comply with legal obligations, and resolve disputes. Health records are retained in accordance with applicable state and federal requirements for medical record retention.

If you request deletion of your account, we will remove or de-identify your personal information within a reasonable period, except where retention is required by law.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

Access the personal information we hold about you
Request correction of inaccurate information
Request deletion of your personal information, subject to legal retention requirements
Opt out of SMS communications at any time by replying STOP
Withdraw consent for data processing where consent is the legal basis

To exercise any of these rights, contact us using the information in Section 10.

8. HIPAA Compliance

Root & Branch Chinese Medicine is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Your protected health information (PHI) is handled in accordance with HIPAA regulations and our Notice of Privacy Practices, which is provided separately and available upon request.

This Privacy Policy addresses general data practices for the HerbaScript platform. In the event of any conflict between this policy and our HIPAA Notice of Privacy Practices, the HIPAA notice will control with respect to protected health information.

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the revised policy on our website and, where appropriate, by SMS or email. Your continued use of HerbaScript after any changes constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy, your personal information, or our SMS messaging program, please contact us:

Root & Branch Chinese Medicine, LLC

7642 SW Capitol Hwy

Portland, OR 97219

Email: info at rootandbranchpdx.com

Phone:971-288-5939

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