Privacy Policy

01 Information We May Collect

Depending on how you interact with us, we may collect information including:

• Name
• Date of birth
• Email address
• Telephone number
• Mailing address
• Appointment or scheduling information
• Information submitted through website forms
• Insurance or payment-related information, when applicable
• Health or medical information you voluntarily provide in connection with healthcare services
• Communications you send to us
• Device, browser, IP address, and website usage information
• Other information you voluntarily provide

02 Health Information and HIPAA

Certain information collected from you in connection with the provision of healthcare services may constitute Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”) or other applicable healthcare privacy laws.

When HIPAA applies, Totality Healthcare will use and disclose PHI in accordance with applicable law and our Notice of Privacy Practices.

This website Privacy Policy is separate from, and does not replace, our Notice of Privacy Practices.

General browsing information, cookies, analytics information, and other information collected through ordinary website use may not constitute PHI simply because it is collected through a healthcare-related website.

03 How We Use Information

We may use information collected through our website or communications to:

• Respond to questions and requests
• Schedule or confirm appointments
• Provide healthcare and related administrative services
• Communicate with patients and prospective patients
• Send appointment reminders and service-related notifications
• Process forms and intake information
• Verify identity or contact information
• Process payments where applicable
• Maintain and improve our website and services
• Monitor website functionality, security, and performance
• Protect against fraud, misuse, or unauthorized activity
• Maintain records as required by law
• Comply with legal, regulatory, professional, and contractual obligations
• Carry out other purposes disclosed to you at the time information is collected

We do not sell Protected Health Information.

04 SMS/Text Message Communications

If you provide your mobile telephone number and consent to receive text messages from Totality Healthcare, we may send SMS or text messages relating to matters such as:

• Appointment confirmations
• Appointment reminders
• Scheduling communications
• Follow-up communications
• Administrative notifications
• Other healthcare or service-related communications you have authorized

Message frequency may vary. Message and data rates may apply.

You may opt out of SMS communications at any time by replying STOP to a text message. You may reply HELP for assistance.

Consent to receive text messages is not a condition of receiving healthcare services or making a purchase.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be sold, rented, or shared with third parties for their own marketing or promotional purposes.

Information may be provided to service providers that assist us in delivering text messages or otherwise operating our communications systems, solely as necessary to provide those services on our behalf.

05 Email Communications

If you provide your email address, we may use it to communicate with you regarding appointments, forms, services, administrative matters, or other communications you have requested.

Email may not always be a secure communication method. You should avoid sending highly sensitive medical information through ordinary email unless specifically instructed to do so through an approved secure process.

06 Cookies and Website Technologies

Our website may use cookies and similar technologies to operate the website, remember preferences, analyze website performance, improve functionality, and understand how visitors interact with the website.

These technologies may collect information such as:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Time spent on pages
• Referral source
• General geographic information
• Website interaction information

You may be able to control cookies through your browser settings. Disabling cookies may affect certain website functions.

Totality Healthcare does not intend to use website tracking technologies to disclose PHI to third parties for targeted advertising.

07 Analytics and Service Providers

We may use third-party service providers to support our operations, including companies that provide:

• Website hosting
• Online forms
• Scheduling
• Electronic health record services
• Telehealth technology
• Payment processing
• Email delivery
• SMS/text messaging
• Data storage
• Analytics
• Information technology
• Cybersecurity
• Administrative support

These service providers may receive information only as reasonably necessary to perform services on our behalf and are expected to handle information in accordance with applicable contractual and legal requirements.

Where required by HIPAA, appropriate Business Associate Agreements or other safeguards will be used.

08 How We May Disclose Information

We may disclose information:

• To healthcare professionals and organizations involved in your care, when authorized or legally permitted
• To vendors and service providers performing services on our behalf
• To payment processors or billing providers
• When you direct or authorize us to disclose information
• To comply with applicable laws, regulations, court orders, subpoenas, or governmental requests
• To protect the rights, safety, property, or security of Totality Healthcare, our patients, or others
• In connection with a merger, acquisition, restructuring, financing, or transfer of business assets, subject to applicable law
• As otherwise permitted or required by law

We do not sell PHI or mobile SMS opt-in information for marketing purposes.

09 Data Security

We use reasonable administrative, technical, and physical safeguards intended to protect personal information against unauthorized access, disclosure, alteration, misuse, or destruction.

However, no website, electronic transmission, or information storage system can be guaranteed to be completely secure. You should use appropriate caution when transmitting information electronically.

10 Data Retention

We retain personal information for as long as reasonably necessary to provide services, maintain appropriate business and medical records, comply with legal and regulatory requirements, resolve disputes, enforce agreements, and fulfill other legitimate operational purposes.

Medical records and PHI may be subject to separate retention requirements under applicable healthcare laws and professional standards.

11 Your Privacy Rights

Depending on your state of residence and the type of information involved, you may have certain rights regarding your personal information, which may include the right to:

• Request access to certain information
• Request correction of inaccurate information
• Request deletion of certain information
• Request information about how your information is used or disclosed
• Withdraw certain consents
• Opt out of certain communications

These rights may be subject to legal exceptions.

Rights relating specifically to PHI are described in our Notice of Privacy Practices and applicable healthcare privacy laws.

To submit a privacy request, please contact us using the information listed below.

12 Children’s Privacy

Our website is not directed toward children under 13 for independent use.

We do not knowingly solicit personal information directly from children under 13 through the general portions of our website without appropriate authorization.

When healthcare services are provided to minors, information may be collected from a parent, legal guardian, or the minor as permitted by applicable law.

13 Third-Party Websites

Our website may contain links to websites or services operated by third parties.

Totality Healthcare does not control the privacy, security, or content practices of third-party websites. You should review the privacy policies of any third-party websites you visit.

14 Emergency Medical Situations

If you believe you are experiencing a medical emergency, call 911 or seek immediate medical attention.

Do not use website forms, email, or text messaging to communicate time-sensitive emergency medical information.

15 Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, services, or legal requirements.

When we make changes, the revised Privacy Policy will be posted on this website and the Effective Date at the top of the policy will be updated.

We encourage you to review this Privacy Policy periodically.

16 Contact Us

If you have questions about this Privacy Policy, our privacy practices, or wish to submit a privacy-related request, please contact:

For questions specifically involving your medical records or rights regarding Protected Health Information, please refer to Totality Healthcare’s Notice of Privacy Practices or contact us using the information above.