Privacy Policy

Effective Date: [[MONTH DAY, YEAR]]
Last Updated: [[MONTH DAY, YEAR]]

[[CLINIC LEGAL NAME]], doing business as [[CLINIC DBA, IF APPLICABLE]] (“Clinic,” “we,” “us,” or “our”), respects your privacy and is committed to protecting the personal information you provide through [[LANDING PAGE DOMAIN]] and any related pages that link to this Privacy Policy (collectively, the “Website”).

This Privacy Policy explains:

• What information we collect;

• How and why we use it;

• When we may disclose it;

• How we protect it;

• Your privacy choices and rights; and

• How you can contact us.

By accessing or using the Website, you acknowledge the practices described in this Privacy Policy.

1. Relationship to Our HIPAA Notice of Privacy Practices

This Privacy Policy describes our privacy practices concerning information collected through the Website. It is separate from our Notice of Privacy Practices, which describes how we may use and disclose protected health information under the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations (“HIPAA”).

Information you submit to us may become protected health information when it is received or maintained by us in our capacity as a HIPAA-covered healthcare provider. When HIPAA applies, our handling of that information is also governed by our Notice of Privacy Practices.

You may review our Notice of Privacy Practices here:

[[LINK TO CLINIC’S NOTICE OF PRIVACY PRACTICES]]

If there is a conflict between this Privacy Policy and our Notice of Privacy Practices concerning protected health information, the Notice of Privacy Practices will govern to the extent required by applicable law.

2. Information We Collect

We may collect the following categories of information.

A. Information You Provide Directly

When you complete a form, claim an offer or voucher, request an appointment, communicate with us, or otherwise interact with the Website, you may provide:

• Your name;

• Telephone number;

• Email address;

• Preferred appointment date or time;

• Communication preferences;

• Information concerning your request;

• Information you voluntarily provide in messages or form fields; and

• Any other information you choose to provide.

Please do not submit detailed medical histories, diagnoses, treatment records, Social Security numbers, payment-card details, or other unnecessary sensitive information through a general website form unless the form specifically requests that information through an appropriate secure process.

B. Information Collected Automatically

When you visit the Website, our systems and service providers may automatically collect limited technical information, such as:

Internet Protocol address;

• Browser type;

• Device type;

• Operating system;

• Date and time of access;

• Referring webpage or advertising source;

• Pages viewed;

• General interaction and diagnostic data;

• Security and fraud-prevention information; and

• Cookie or similar technology identifiers necessary for the Website to operate.

We seek to limit automatic collection to information reasonably necessary to operate, secure, troubleshoot, and understand the general performance of the Website.

C. Information From Advertising Sources

You may reach the Website after interacting with an advertisement displayed by Meta, Google, or another platform. Those platforms may independently collect information about your interactions with their services under their own privacy policies.

The Website may receive limited campaign-attribution information, such as the advertisement, campaign, keyword, or referring source that led you to the Website.

Unless this Privacy Policy is updated to state otherwise, we do not intentionally transmit information submitted through our Website forms, medical information, or information revealing your treatment interests to advertising platforms through Meta Pixel, Google Analytics, advertising pixels, retargeting tags, or similar third-party behavioral advertising technologies placed on this landing page.

3. How We Use Information

We may use information collected through the Website to:

• Respond to your inquiry;

• Process your request for an offer, voucher, consultation, or appointment;

• Contact you regarding appointment availability;

• Schedule, confirm, reschedule, or cancel appointments;

• Send appointment and service-related reminders;

• Provide information you requested;

• Communicate with you by telephone, email, or text message when permitted;

• Provide marketing messages when you have given the required consent;

• Maintain records of your requests and communications;

• Provide and improve our services;

• Operate, maintain, secure, and troubleshoot the Website;

• Measure general campaign and operational performance;

• Prevent fraud, abuse, and security incidents;

• Comply with applicable laws, regulations, legal processes, and professional obligations;

• Establish, exercise, or defend legal claims; and

• Protect the rights, safety, and property of the Clinic, our patients, Website users, and others.

We will not use information collected through the Website in a materially different manner without updating this Privacy Policy or providing additional notice when required.

4. Telephone, Email, and Text Communications

When you provide your contact information, we may contact you concerning your inquiry, voucher request, appointment request, scheduling, reminders, service updates, or other matters related to your interaction with the Clinic.

We will send marketing text messages only when we have obtained the consent required by applicable law and our messaging-provider requirements.

Consent to receive marketing communications is not a condition of receiving treatment, purchasing services, or submitting a general request to the Clinic.

Text-message frequency may vary. Message and data rates may apply. You may reply STOP to a text message to opt out of future text messages from that messaging program. You may reply HELP for assistance.

You may unsubscribe from marketing emails by using the unsubscribe link included in the email or by contacting us using the information below. We may still send non-marketing communications that are necessary to respond to your request or administer an existing relationship.

Mobile Information and Consent

We do not sell or share mobile telephone information, text-message opt-in data, or messaging consent with third parties or affiliates for their own marketing or promotional purposes.

We may disclose this information to service providers that help us operate our communications, scheduling, technical-support, or customer-service systems. Those providers may use the information only to provide services on our behalf and not for their independent marketing.

Text-message opt-in data and consent will not be transferred to third parties for purposes unrelated to providing the messaging services requested or authorized by you, except when disclosure is required by law.

For complete messaging terms, please review our:

[[LINK TO TERMS AND CONDITIONS]]

5. When We May Disclose Information

We may disclose personal information in the following circumstances.

A. Service Providers

We may provide information to vendors and service providers that perform functions on our behalf, including providers of:

• Website hosting and development;

• Customer relationship management systems;

• Appointment scheduling;

• Telephone, email, and text-message communications;

• Form processing;

• Data storage and backup;

• Information security;

• Campaign attribution and reporting;

• Professional consulting;

• Legal, accounting, and compliance services; and

• Other operational support.

Our Website, communications, and scheduling functions may be supported by HighLevel, LeadConnector, or related technology providers.

Service providers are permitted to process information only as necessary to perform services for us and are subject to contractual privacy and security obligations where appropriate. When a service provider handles protected health information on our behalf, we require a business associate agreement when required by HIPAA.

B. Healthcare Operations

When permitted by law, information may be used or disclosed for treatment, payment, healthcare operations, appointment coordination, and other purposes described in our Notice of Privacy Practices.

C. Legal and Safety Requirements

We may disclose information when we reasonably believe disclosure is necessary to:

• Comply with applicable law, regulation, subpoena, court order, or legal process;

• Respond to a lawful governmental request;

• Enforce our agreements or policies;

• Investigate suspected fraud, misuse, or unlawful activity;

• Protect the security or integrity of our systems;

• Protect the rights, property, health, or safety of the Clinic, our patients, Website users, or others; or

• Establish, exercise, or defend legal claims.

D. Business Transactions

If the Clinic is involved in a merger, acquisition, reorganization, financing, sale of assets, or similar business transaction, information may be disclosed as part of that transaction, subject to applicable privacy and healthcare laws.

E. At Your Direction or With Your Authorization

We may disclose information when you direct us to do so, authorize the disclosure, or intentionally interact with a third party through the Website.

6. No Sale of Personal or Health Information

We do not sell personal information submitted through this Website.

We do not sell protected health information.

We do not use or disclose information submitted through our appointment, voucher, or inquiry forms for third-party targeted advertising based on an individual’s medical condition, diagnosis, treatment needs, or healthcare interests.

If our practices change in a manner that creates an opt-out right under applicable state law, we will update this Privacy Policy and provide the legally required method of exercising that right.

7. Cookies and Similar Technologies

The Website may use cookies or similar technologies that are reasonably necessary to:

• Display and operate the Website;

• Maintain form functionality;

• Remember limited user preferences;

• Prevent fraud or abuse;

• Maintain security;

• Diagnose technical problems; and

• Preserve basic campaign-attribution information.

Your browser may allow you to block or delete cookies. Blocking necessary cookies may prevent portions of the Website from functioning properly.

Unless expressly disclosed in an updated version of this Privacy Policy, we do not use cookies or similar technologies on this landing page to create profiles of visitors based on their health interests or to retarget visitors with condition-specific advertising.

8. Data Retention

We retain personal information only for as long as reasonably necessary to:

• Respond to and administer your request;

• Schedule and manage appointments;

• Provide healthcare or related services;

• Maintain appropriate clinical, operational, consent, and communication records;

• Comply with legal, regulatory, insurance, accounting, and professional obligations;

• Resolve disputes;

• Enforce agreements; and

• Protect against fraud, abuse, or security incidents.

Retention periods may differ depending on the type of information, the purpose for which it was collected, applicable healthcare-record requirements, and the laws of the state in which the Clinic operates.

When information is no longer reasonably required, we may delete, destroy, anonymize, or securely archive it in accordance with applicable law and our retention procedures.

9. Information Security

We use reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, acquisition, use, disclosure, alteration, or destruction.

These safeguards may include:

• Access controls;

• User authentication;

• Encryption where appropriate;

• Secure hosting and communications systems;

• Staff access limitations;

• Vendor oversight;

• Logging and monitoring;

• Security policies and procedures; and

• HIPAA-required safeguards when protected health information is involved.

No website, transmission method, or storage system can be guaranteed to be completely secure. You should use appropriate caution when transmitting information electronically.

If you believe information you submitted has been compromised, contact us promptly using the information in Section 16.

10. Your Privacy Choices

You may:

• Choose not to submit information through the Website;

• Decline optional marketing consent;

• Opt out of marketing text messages by replying STOP;

• Opt out of marketing emails through the unsubscribe link;

• Request that we stop certain telephone communications;

• Adjust cookie settings through your browser; or

• Contact us regarding your personal information.

Opting out of marketing communications will not prevent us from sending communications necessary to respond to your inquiry, manage an appointment, provide requested services, or meet legal obligations.

11. State Privacy Rights

Depending on your state of residence and the laws applicable to the Clinic, you may have certain rights concerning your personal information, such as the right to:

• Request confirmation that we process your personal information;

• Request access to certain personal information;

• Request correction of inaccurate information;

• Request deletion of certain information;

• Obtain a portable copy of certain information;

• Opt out of certain sales, sharing, targeted advertising, or profiling;

• Limit certain uses of sensitive personal information;

• Withdraw consent when processing is based on consent; or

• Appeal the denial of a privacy request.

These rights are subject to exceptions and limitations under applicable law. Information maintained as part of a patient’s medical record may be governed by HIPAA, state medical-record laws, and our Notice of Privacy Practices rather than a generally applicable state consumer privacy law.

To submit a request, contact us using the information in Section 16 and state that you are submitting a privacy request.

We may take reasonable steps to verify your identity before processing a request. We may also request written authorization before processing a request submitted through an authorized agent.

We will not unlawfully discriminate against you for exercising an applicable privacy right.

12. Children’s Privacy

The Website is not directed to children under 13 for independent use, and we do not knowingly solicit personal information directly from children under 13 without legally required parental or guardian involvement.

A parent or legal guardian may submit information concerning a minor when seeking care or services for that minor.

If you believe a child has submitted personal information without appropriate authorization, contact us so that we may review the situation and take appropriate action.

13. Third-Party Websites and Services

The Website may link to third-party websites or services, including advertising platforms, maps, social-media pages, payment services, or other resources.

We do not control and are not responsible for the privacy, security, accuracy, or content of third-party services. Your use of those services is governed by the third party’s own policies and terms.

A link does not necessarily constitute an endorsement of the third party or its privacy practices.

14. Visitors From Outside the United States

The Clinic and Website are operated in the United States and are intended primarily for individuals seeking services in the United States.

If you access the Website from another country, your information may be transferred to, processed, and stored in the United States, where privacy laws may differ from those in your jurisdiction.

Do not submit information through the Website if doing so would violate the laws applicable to you.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in:

• Our Website;

• Our information practices;

• Our services;

• Our vendors;

• Applicable laws or regulations; or

• Operational and security requirements.

The revised Privacy Policy will be posted on this page with an updated “Last Updated” date.

When legally required, we may provide additional notice or request consent before applying a material change to information previously collected.

16. Contact Us

Questions, concerns, or requests concerning this Privacy Policy may be directed to:

[[CLINIC LEGAL NAME]]
[[CLINIC STREET ADDRESS]]
[[CITY, STATE ZIP CODE]]
Phone: [[CLINIC PHONE NUMBER]]
Email: [[PRIVACY OR GENERAL CONTACT EMAIL]]

For questions or requests concerning protected health information or your HIPAA rights, please review our Notice of Privacy Practices or contact our designated privacy contact using the information above.