Privacy Policy

Effective Date: 07/21/2025
Last Updated: 07/21/2025

Introduction

At Aspen Ridge Family Practice (“we,” “our,” or “us”), we are committed to protecting your privacy and ensuring the security of your personal health information and other personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, receive our medical services, or interact with us in any way.

By using our services, visiting our practice, or providing us with your information, you consent to the practices described in this Privacy Policy. Please note that this policy supplements our Notice of Privacy Practices under HIPAA, which governs the use and disclosure of your protected health information.

Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us, including:

1. Name and contact information (email address, phone number, mailing address)
2. Date of birth and demographic information
3. Insurance information and payment details
4. Emergency contact information
5. Medical history, symptoms, and health-related information
6. Account credentials for patient portals
7. Communication preferences
8. Any other information you choose to provide

Automatically Collected Information

When you visit our website or use our services, we may automatically collect:

1. Device information (IP address, browser type, operating system)
2. Usage data (pages visited, time spent, click patterns)
3. Location information (with your consent)
4. Cookies and similar tracking technologies

Information from Third Parties

We may receive information about you from third-party sources, including:

1. Social media platforms
2. Business partners
3. Public databases
4. Marketing companies (with appropriate consents)

How We Use Your Information

We use the information we collect for the following purposes:

Service Provision

1. Provide, maintain, and improve our services
2. Process transactions and fulfill orders
3. Communicate with you about our services
4. Provide customer support

Business Operations

1. Analyze usage patterns and preferences
2. Conduct research and analytics
3. Manage our business operations
4. Comply with legal obligations

Marketing and Communication

1. Send promotional materials and updates (with your consent)
2. Personalize your experience
3. Conduct surveys and market research

Security and Legal

1. Protect against fraud and unauthorized access
2. Enforce our terms of service
3. Comply with legal requirements and court orders

Information Sharing and Disclosure

We may share your information in the following circumstances:

Service Providers

We may share information with trusted third-party service providers who assist us in operating our business, including payment processors, hosting providers, and analytics services.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction.

Legal Requirements

We may disclose information when required by law, court order, or government request, or to protect our rights, property, or safety.

Consent

We may share information with your explicit consent or at your direction.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

1. Encryption of sensitive data
2. Secure server infrastructure
3. Regular security assessments
4. Employee training on data protection
5. Access controls and authentication measures

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

Access and Portability

1. Request access to the personal information we hold about you
2. Request a copy of your information in a portable format

Correction and Updates

1. Request correction of inaccurate or incomplete information
2. Update your account information

Deletion

1. Request deletion of your personal information (subject to certain limitations)

Restriction and Objection

1. Request restriction of processing in certain circumstances
2. Object to processing based on legitimate interests

Communication Preferences

1. Opt out of marketing communications
2. Manage cookie preferences
3. Update notification settings

To exercise these rights, please contact us using the information provided below.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us:

1. Remember your preferences and settings
2. Analyze website traffic and usage patterns
3. Provide personalized content and advertisements
4. Improve website functionality

You can manage your cookie preferences through your browser settings, though disabling certain cookies may limit website functionality.

Third-Party Links and Services

Our website may contain links to third-party websites or services. This Privacy Policy does not apply to these third-party sites, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party sites you visit.

Children’s Privacy

Our services are not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.

International Data Transfers

If you are located outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States or other countries where our servers are located. We implement appropriate safeguards to ensure your information receives adequate protection.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of any material changes by:

1. Posting the updated policy on our website
2. Sending you an email notification (if you have provided an email address)
3. Providing notice through our services

Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

Contact Information

State-Specific Privacy Rights

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete personal information, and the right to opt out of the sale of personal information.

European Union Residents (GDPR)

If you are located in the European Union, you have rights under the General Data Protection Regulation (GDPR), including the right to access, rectify, erase, restrict processing, object to processing, and data portability.

This Privacy Policy is effective as of the date listed above and applies to all information collected by Aspen Ridge Family Practice.