Privacy Policy

Last Updated: [Month Day, Year]

This Privacy Policy explains how [Clinic Legal Name], doing business as [Clinic Name] (“we,” “our,” or “us”), collects, uses, shares, and protects information when you visit our website at [Website URL].

This website is intended to provide general information about our clinic, providers, services, location, and ways to contact or schedule an appointment. This website is not intended for emergencies, medical diagnosis, or the transmission of sensitive medical information.

If you are experiencing a medical emergency, call 911 or go to the nearest emergency room.

1. Information We Collect

We may collect information that you voluntarily provide through this website, such as:

  • Name
  • Email address
  • Phone number
  • Preferred method of contact
  • General message or inquiry
  • Any other information you choose to submit

Please do not submit sensitive medical information, medical history, diagnosis, insurance details, Social Security number, or urgent medical information through our general website contact form.

If you use a patient portal, appointment platform, telehealth platform, or other third-party system linked from our website, information submitted through that system is governed by that platform’s privacy practices and, when applicable, our HIPAA Notice of Privacy Practices.

2. Information Collected Automatically

When you visit our website, certain information may be collected automatically, such as:

  • IP address
  • Browser type
  • Device type
  • Pages visited
  • Date and time of visit
  • Referring website
  • General website usage information

This information helps us understand how visitors use our website, improve performance, protect website security, and maintain the website.

3. Cookies and Similar Technologies

Our website may use cookies or similar technologies to support basic website functionality, improve user experience, measure website performance, and understand general visitor activity.

We do not intend to use cookies, pixels, or similar tracking technologies to collect or share sensitive medical information through this website.

Some third-party services, such as analytics, maps, embedded content, or scheduling links, may use their own cookies or tracking technologies. You may control cookies through your browser settings or through any cookie banner or consent tool available on our website.

4. How We Use Information

We may use information collected through this website to:

  • Respond to your inquiry
  • Provide general information about our clinic and services
  • Help you schedule or request an appointment through appropriate channels
  • Improve our website and user experience
  • Maintain website security
  • Comply with legal, regulatory, or administrative obligations
  • Send updates or communications, if you have requested or consented to receive them

We do not sell personal information submitted through our website.

5. Medical Information and HIPAA

Certain health information handled by our clinic may be protected under the Health Insurance Portability and Accountability Act of 1996, commonly known as HIPAA.

This Website Privacy Policy applies to general information collected through this public website. Our use and disclosure of protected health information, when applicable, is described in our separate HIPAA Notice of Privacy Practices.

You can review our HIPAA Notice of Privacy Practices here:

[Insert link to HIPAA Notice of Privacy Practices]

Please do not use this website’s general contact form to send medical records, detailed symptoms, diagnosis information, insurance information, or urgent medical questions.

6. Appointment Scheduling and Patient Portal Links

Our website may link to an external appointment scheduling system, patient portal, telehealth platform, or other third-party service.

When you click those links, you may leave our website and interact with a third-party platform. Information you provide to those platforms may be governed by their own privacy policies, terms of use, and, where applicable, healthcare privacy protections.

We encourage you to review the privacy policy of any third-party platform before submitting information.

7. Email, Phone, and Text Communications

If you provide your contact information, we may use it to respond to your inquiry or contact you about appointment-related matters.

If we send marketing or promotional emails, we will provide a way to unsubscribe where required by law. The FTC’s CAN-SPAM guidance requires commercial emails to avoid misleading headers or subject lines, include a valid physical address, and provide a clear opt-out method.

Text message communications, if offered, may require your consent. Message and data rates may apply. You may opt out of non-essential text communications by following the instructions provided in the message or contacting us directly.

8. When We Share Information

We may share information in limited circumstances, including:

  • With service providers who help operate our website, hosting, email, security, analytics, or scheduling tools
  • With healthcare technology vendors, where appropriate and legally permitted
  • To respond to your request or inquiry
  • To comply with legal obligations
  • To protect the rights, safety, and security of our clinic, patients, website, or others
  • In connection with business administration, compliance, or legal review

When required, we seek appropriate agreements with vendors that handle protected health information.

9. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information collected through our website.

However, no website, email system, or online transmission is completely secure. Please avoid sending sensitive medical or personal information through general website forms or standard email unless specifically instructed through a secure channel.

For New York businesses, the SHIELD Act strengthens data-security and breach-notification obligations for private information of New York residents. The New York Attorney General states that businesses must notify affected consumers after discovering a breach affecting private information.

10. Data Retention

We retain information only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

11. Your Choices

Depending on applicable law and the type of information involved, you may have the right to:

  • Request access to certain personal information
  • Request correction of inaccurate information
  • Request deletion of certain information
  • Opt out of certain marketing communications
  • Manage cookies through your browser or website cookie settings

To make a privacy-related request, contact us using the information below.

12. Children’s Privacy

This website is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 through this website.

If you believe a child has provided information through this website, please contact us so we can review and delete the information where appropriate.

13. Accessibility

We are committed to making our website accessible and usable for all visitors. If you experience difficulty accessing content on this website, please contact us using the information below and we will make reasonable efforts to assist you.

Accessibility contact:

Email: [Accessibility Email]
Phone: [Phone Number]

14. Links to Other Websites

Our website may include links to third-party websites, such as maps, scheduling platforms, patient portals, insurance resources, or educational materials.

We are not responsible for the privacy practices, security, or content of third-party websites. Please review their privacy policies before submitting information.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new “Last Updated” date.

Your continued use of the website after changes are posted means you acknowledge the updated Privacy Policy.

16. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

[Clinic Legal Name]
[Street Address]
[City, State ZIP]
Phone: [Phone Number]
Email: [Privacy Email]
Website: [Website URL]

For questions about medical records or protected health information, please refer to our HIPAA Notice of Privacy Practices or contact our office directly.