Privacy Policy

Effective {{EFFECTIVE_DATE}}

{{CLINIC_NAME}} ("we", "us", "our") operates this website to share information about our clinic, doctors, services and locations, and to let you contact us or apply for a job. This Privacy Policy explains what we collect, why, who sees it, how long we keep it, and the choices you have. It applies to this website and to the calls, emails and text messages that result from it.

This website is not for medical emergencies and is not a patient portal. Do not send us medical records, diagnoses, symptoms or other health details through any form on this site. If you have an emergency, call 911.

1. What this site is, and what it is not

This is an informational and marketing website. It does not provide medical advice, does not create a doctor–patient relationship, and is not designed to collect protected health information. Our clinical services, patient records and billing are handled separately, through channels that carry their own notices and privacy practices.

2. Information we collect

Information you give us

• Contact details you enter into a form: name, email address, phone number and the message you write.
• Job application details: name, email, phone, cover letter and the resume you upload.
• Newsletter sign-up: email address and the topics you choose.
• Opening announcement sign-up: your email address, the wording you agreed to and when, and a scrambled (hashed) form of your network address used only to limit abuse. We email you once to confirm your address and only then add you to the list. We use it only to tell you when we open, and we never sell or share it.
• Information you give us during a phone call, which may be recorded (see our Call Recording Policy).

Information collected automatically

• Basic technical data: IP address (used for security and rate limiting, and stored only in hashed form where we keep it), browser type, device type, pages viewed, referring page and approximate region.
• Cookies and similar technologies, described in our Cookie Policy. We use privacy-friendly, self-hosted analytics. We do not use advertising trackers or sell data to ad networks.

Information we ask you not to send

Please do not include health conditions, symptoms, insurance details, Social Security numbers or payment card numbers in any form on this site. If you do, we may delete it.

3. How we use information

• To respond to your inquiries and requests.
• To review job applications and contact applicants.
• To send newsletters and marketing messages you have asked for, with an unsubscribe option in every message.
• To understand how the site is used and to improve it, using aggregated analytics.
• To keep the site secure, prevent abuse and spam, and meet legal obligations.
• To train and quality-check our staff on the calls we record.

We do not make automated decisions that have legal or similarly significant effects on you.

4. How we share information

We share information only as needed to run the site and our business:

• Service providers that host the site, deliver email and text messages, store files, scan uploads for malware, or provide translation, under contracts that limit their use of your data.
• Professional advisers and authorities when required by law, subpoena or court order, or to protect rights, safety and security.
• A successor organization if we merge with or are acquired by another organization.

We do not sell your personal information. We do not "share" it for cross-context behavioral advertising.

5. Cookies, analytics and Global Privacy Control

Our Cookie Policy lists the cookies and analytics we use. Your choices are available on the Privacy Settings page. We treat a Global Privacy Control (GPC) browser signal as a valid request to opt out of any sale or sharing and of optional analytics or marketing cookies.

6. Email, calls and text messages

• Email: marketing email includes our postal address and a working unsubscribe link, and we honor opt-outs promptly, and in any case within 10 business days.
• Text messages and calls: we contact you by automated text or prerecorded call for marketing only with your prior express written consent. Consent is never a condition of receiving care. Message and data rates may apply; reply STOP to opt out.
• Recorded calls: see the Call Recording Policy.

7. How long we keep information

• Contact-form messages: up to 24 months, then deleted.
• Job applications and resumes: up to 24 months after the position closes, unless you ask us to remove them sooner.
• Newsletter data: until you unsubscribe, then only a suppression record so we do not email you again.
• Opening announcement data: until we send the announcement and you unsubscribe or ask us to delete it, whichever comes first. To ask us to delete it sooner, use the contact details in this policy.
• Call recordings: see the Call Recording Policy.
• Analytics: aggregated and not tied to your identity; raw event data is rotated on a rolling basis.

8. Security

We use encryption in transit, access controls, malware scanning of uploads, hashed IP addresses and least-privilege access for staff. No system is perfectly secure. If a breach affects your information we will notify you and regulators as the law requires, including under the FTC Health Breach Notification Rule where it applies.

9. Your privacy rights

Depending on where you live (for example California, Colorado, Connecticut, Texas, Virginia and other states with privacy laws), you may have the right to:

• know and access the personal information we hold about you;
• correct inaccurate information and delete your information;
• obtain a portable copy of your information;
• opt out of the sale or sharing of personal information and of targeted advertising and profiling (we do none of these);
• limit the use of sensitive personal information (we do not use it beyond what is needed to respond to you);
• appeal our decision on a request; and
• not be discriminated against for exercising these rights.

Washington and Nevada consumer health data. Information you give us on this site is not intended to be consumer health data. If a form submission nonetheless contains such information, we use it only to respond to you, do not share it for any other purpose, and you may ask us to access or delete it.

To make a request, email {{PRIVACY_EMAIL}} or call {{CONTACT_PHONE}}. We will verify your identity before acting and respond within 45 days (extendable once by a further 45 days where permitted). You may use an authorized agent.

10. Children

This site is not directed to children under 13 and we do not knowingly collect their information. If you believe a child has given us information, contact us and we will delete it. Job applicants must be at least 16.

11. Third-party sites

Links to other websites are provided for convenience. We are not responsible for their content or privacy practices.

12. Changes to this policy

We will post updates here with a new effective date. If a change is material we will tell you through the site or by email where we have your address.

13. Contact us

{{CLINIC_NAME}}
{{CLINIC_ADDRESS}}
Email: {{PRIVACY_EMAIL}}
Phone: {{CONTACT_PHONE}}

_This document is a template prepared for review by the clinic's legal counsel. It is not legal advice._