Woodlands Primary Healthcare
Effective Date: December 12, 2025
Last Updated: December 12, 2025
1. INTRODUCTION
Woodlands Primary Healthcare ("we," "us," "our," or "the Practice") is committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website or use our services.This policy applies to information collected through:
• Our website (woodlandsprimaryhealthcare.com)
• Online forms and appointment requests
• Email communications
• Phone calls and text messages
• In-person visits to our facilities
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2. HIPAA NOTICE OF PRIVACY PRACTICES
As a covered healthcare provider, we comply with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule. This section serves as our Notice of Privacy Practices (NPP) as required by federal law.Our Legal DutiesWe are required by law to:• Maintain the privacy of your Protected Health Information (PHI)• Provide you with this notice of our legal duties and privacy practices• Follow the terms of the notice currently in effect• Notify you if we are unable to accommodate a requested restriction• Notify you in the event of a breach of your unsecured PHIHow We May Use and Disclose Your Health InformationFor Treatment: We use your health information to provide, coordinate, or manage your healthcare and related services.For Payment: We use and disclose your health information to bill and collect payment for services provided.For Healthcare Operations: We may use and disclose your health information for quality assessment, training, and administrative purposes.Other Permitted Uses:• As required by law• For public health activities• To report abuse, neglect, or domestic violence• For health oversight activities• In response to court orders or legal proceedings• To avert a serious threat to health or safety═══════════════════════════════════════════════════════════════════
3. INFORMATION WE COLLECTPersonal InformationWhen you use our website or services, we may collect:• Contact Information: Name, email address, phone number, mailing address• Demographic Information: Date of birth, gender, preferred language• Insurance Information: Insurance provider, policy number, subscriber information• Health Information: Medical history, symptoms, medications, treatment records• Payment Information: Credit card details, billing address (processed securely)• Account Information: Username, password (encrypted), preferencesAutomatically Collected InformationWhen you visit our website, we automatically collect:• Usage Data: IP address, browser type, device information, pages visited• Cookies and Tracking: Session cookies, analytics cookies, preference cookies• Location Data: General geographic location (city/state level)═══════════════════════════════════════════════════════════════════
4. HOW WE USE YOUR INFORMATIONWe use collected information to:• Schedule and confirm appointments• Provide medical care and treatment• Process insurance claims and billing• Send appointment reminders (via phone, text, or email)• Respond to your inquiries and support requests• Improve our website and services• Send marketing communications about our services (with your consent)• Comply with legal and regulatory requirements• Analyze website traffic and user behavior═══════════════════════════════════════════════════════════════════
5. COOKIES AND TRACKING TECHNOLOGIESOur website uses cookies and similar technologies to:• Remember your preferences and settings• Analyze website traffic and performance (Google Analytics)• Provide personalized content and advertisements• Improve user experience and functionalityTypes of Cookies We Use:• Essential Cookies: Required for basic website functionality• Analytics Cookies: Help us understand how visitors use our site (Google Analytics)• Marketing Cookies: Used for advertising purposes (Google Ads, Facebook Pixel)You can control cookies through your browser settings. Please note that disabling cookies may affect website functionality.═══════════════════════════════════════════════════════════════════
6. THIRD-PARTY SERVICESWe work with third-party service providers who may access your information:• Google Analytics: Website traffic analysis• Google Ads & Meta/Facebook Ads: Marketing and advertising• Email Service Providers: Appointment reminders and newsletters• Payment Processors: Secure payment processing• Electronic Health Records (EHR) Systems: Patient data management• Insurance Verification Services: Coverage confirmationAll third-party vendors with access to PHI sign Business Associate Agreements (BAAs) as required by HIPAA.═══════════════════════════════════════════════════════════════════
7. YOUR PRIVACY RIGHTSUnder HIPAA and applicable privacy laws, you have the right to:Access Your RecordsRequest copies of your medical records and health informationAmend Your RecordsRequest corrections to inaccurate or incomplete informationRequest RestrictionsAsk us to limit how we use or disclose your informationRequest Confidential CommunicationsRequest that we contact you by alternative means or at alternative locationsReceive an Accounting of DisclosuresObtain a list of certain disclosures of your informationOpt-Out of MarketingUnsubscribe from promotional emails and text messages at any timeWithdraw ConsentWithdraw your consent for uses and disclosures (where consent is required)Delete Your DataRequest deletion of personal information (subject to legal retention requirements)To exercise these rights, contact our Privacy Officer using the information below.═══════════════════════════════════════════════════════════════════
8. DATA SECURITYWe implement technical, physical, and administrative safeguards to protect your information:• Encryption: SSL/TLS encryption for data transmission• Access Controls: Limited access to authorized personnel only• Secure Storage: Encrypted databases and secure servers• Regular Audits: Periodic security assessments and updates• Employee Training: HIPAA compliance training for all staff• Incident Response: Procedures for breach notification and remediationDespite our efforts, no security system is 100% secure. We cannot guarantee absolute security of your information.═══════════════════════════════════════════════════════════════════
9. DATA RETENTIONWe retain your information for as long as necessary to:• Provide you with healthcare services• Comply with legal and regulatory requirements (typically 7 years for medical records)• Resolve disputes and enforce our agreements• Fulfill the purposes described in this policy═══════════════════════════════════════════════════════════════════
10. MARKETING COMMUNICATIONSWith your consent, we may send you:• Appointment reminders• Health tips and wellness information• Promotional offers and special events• Newsletters and practice updatesYou can opt-out of marketing communications at any time by:• Clicking "unsubscribe" in emails• Replying "STOP" to text messages• Contacting us directly═══════════════════════════════════════════════════════════════════
11. CHILDREN'S PRIVACY
Our website is not directed to children under 13. We do not knowingly collect personal information from children without parental consent. If you believe we have collected information from a child, please contact us immediately.═══════════════════════════════════════════════════════════════════
12. CALIFORNIA PRIVACY RIGHTS (CCPA)If you are a California resident, you have additional rights under the California Consumer Privacy Act:• Right to know what personal information we collect• Right to delete personal information• Right to opt-out of the sale of personal information (we do not sell personal information)• Right to non-discrimination for exercising your privacy rights═══════════════════════════════════════════════════════════════════
13. CHANGES TO THIS PRIVACY POLICYWe may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a new "Last Updated" date. Material changes will be communicated via email or prominent website notice.═══════════════════════════════════════════════════════════════════
14. CONTACT INFORMATION
For privacy-related questions, complaints, or to exercise your rights:
Privacy Officer Woodlands Primary Healthcare
Phone: [YOUR PHONE NUMBER]
Email: [YOUR EMAIL ADDRESS]
Website: woodlandsprimaryhealthcare.com
Office Hours:Monday - Friday: [YOUR HOURS]
Saturday: [YOUR HOURS]
File a Complaint
If you believe your privacy rights have been violated, you may file a complaint with:Our Practice:Contact the Privacy Officer using the information above
U.S. Department of Health and Human Services:Office for Civil Rights
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/complaintsYou will not be retaliated against for filing a complaint.
15. CONSENT
By using our website and services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.
