Privacy Policy

1) Information We Collect

A. Information You Provide

• Contact details (name, email, phone, address)
• Appointment requests, forms, questionnaires, intake data
• Insurance details you choose to submit
• Messages, reviews, and uploaded files/photos
• Telehealth/Patient Portal information (e.g., symptoms you share on a call or form). These tools support communication and are not appropriate for emergencies.

B. Information Collected Automatically

• Device and usage data (IP address, browser, pages viewed, timestamps)
• Cookies, pixels, and similar technologies for analytics and advertising (e.g., Google Analytics, Meta/Instagram/LinkedIn pixels, call-tracking)
• Approximate location based on IP

C. Information from Third Parties

• Scheduling/payment platforms, referral sources, analytics providers, marketing platforms, and public sources

2) How We Use Information

• Provide and improve the Services and your user experience
• Schedule visits, respond to messages, and manage telehealth consults
• Send transactional messages (confirmations, reminders) and—if you opt in—marketing communications by email/SMS
• Personalize content and measure marketing performance
• Detect, prevent, and address security or technical issues
• Comply with legal and regulatory obligations

3) SMS/Text Messaging

If you opt in, you consent to receive text messages (e.g., appointment reminders, follow-ups, occasional promotions). Message/data rates may apply. Frequency varies. You can reply STOP to cancel or HELP for help. Consent is voluntary and not required for care.

4) Cookies & Online Analytics/Ads

We use cookies, pixels, and similar tools for site functionality, analytics, and advertising (including retargeting). You can adjust browser settings to block or delete cookies. Some third parties may offer choices about interest-based ads (e.g., NAI/DAA). Disabling cookies may limit certain features.

5) When We Share Information

• Vendors/Service Providers (hosting, EHR/portal, telehealth, forms, payment processors, call-tracking, analytics, marketing). Contracted parties may access info only to perform services for us.
• Third-Party Services (examples: scheduling tools such as Calendly; payment processors; map integrations; analytics providers; chat or video platforms; and social media networks like Meta or Google). These services operate under their own privacy policies.
• Legal/Compliance (to comply with law, enforce terms, protect rights or safety)
• Practice Transactions (as part of a merger, acquisition, or asset sale)

We do not sell your personal information.

PHI note: When we act as a HIPAA Covered Entity, PHI is handled per our HIPAA Notice of Privacy Practices and Business Associate Agreements, not for marketing without required permissions.

6) Payment Information

If you make a payment or deposit online, it is processed by a third-party processor. We do not store full payment card numbers on our servers. Use of your payment data is subject to the processor’s terms and privacy policy. If applicable, deposits may also be subject to posted cancellation or no-show policies.

7) Data Retention

We keep information as long as necessary for the purposes described, to provide the Services, comply with our legal obligations (including medical/dental recordkeeping requirements), resolve disputes, and enforce agreements.

8) Your Choices

• Emails: Use unsubscribe links in marketing emails.
• Texts: Reply STOP to opt out.
• Cookies: Adjust browser settings; use third-party opt-out tools where available.
• Access/Update: Contact us to request access or corrections to personal information we maintain via the website. For PHI, use the process in our HIPAA Notice of Privacy Practices.

9) Children’s Privacy

The Services are not directed to children under 13. Parents/guardians may use the Services on behalf of a minor patient.

10) Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information. No system is 100% secure. Please use caution when sending sensitive details online.

11) State-Specific Notices (Virginia & U.S.)

To the extent state law grants you additional rights (e.g., access, deletion, or limitation of certain data uses that are not PHI), you may submit a request using the contact info below. We will not discriminate against you for exercising your rights. These rights do not apply to PHI governed by HIPAA.

12) International Visitors

Our Services are intended for use in the United States. If you access from outside the U.S., you consent to processing in the U.S., where laws may differ.

13) Changes to This Policy

We may update this Privacy Policy from time to time. The revised version will be posted with an updated Effective Date. Your continued use constitutes acceptance.

14) Contact Us