Hearing-Doctors and American Hearing Privacy Policy

Privacy Policy

Hearing Doctors
Effective Date: February 23, 2025
Last Updated: February 23, 2025

At Hearing Doctors, we are dedicated to safeguarding your privacy and complying with the Health Insurance Portability and Accountability Act (HIPAA). This Privacy Policy serves as our Notice of Privacy Practices, detailing how we collect, use, protect, and disclose your personal information—including protected health information (PHI)—when you visit our website (http://www.hearing-doctors.com) or book appointments online. PHI is any information that identifies you and relates to your health, healthcare, or payment for services (e.g., name plus appointment reason). Please read this carefully. By using our website, you consent to these practices.

1. Information We Collect

We collect the following when you interact with our website:

  • Personal Information and PHI: When booking an appointment online, we may collect your name, phone number, email address, preferred appointment date/time, and optionally, the reason for your visit (e.g., “hearing evaluation”). This may qualify as PHI under HIPAA.

  • Non-Personal Information: We gather anonymous usage data (e.g., IP address, browser type, pages visited) through cookies or similar tools to improve our site.

  • Clinic Records: Detailed health information (e.g., hearing test results) is managed in-office, not through this website, under separate HIPAA-compliant processes.

2. How We Use Your Information

We use your information, including PHI, to:

  • Schedule, confirm, and remind you of appointments.

  • Communicate with you via email or phone about your visit.

  • Enhance our website’s functionality and content based on usage trends.

  • Respond to inquiries (if applicable).

  • Fulfill legal obligations or protect the rights, property, or safety of Hearing Doctors, our patients, or others.

3. How We Disclose Your Information

We do not sell, rent, or trade your information. Disclosures occur only as follows:

  • With Service Providers: We share booking data with third-party vendors (e.g., scheduling platforms) under HIPAA-compliant Business Associate Agreements (BAAs), ensuring they protect your PHI.

  • For Legal Reasons: We may disclose PHI if required by law (e.g., court order) or to comply with public health reporting, audits, or investigations.

  • Business Transitions: If Hearing Doctors is sold or merged, your PHI may be transferred, but we will notify you and ensure continued protection.

4. How We Protect Your Information

We implement reasonable safeguards to secure your PHI:

  • Data from the booking form is encrypted using Secure Sockets Layer (SSL) technology during transmission.

  • Access to PHI is limited to authorized personnel trained in HIPAA compliance.

  • Third-party vendors handling PHI are bound by BAAs and must meet HIPAA security standards.

  • We regularly assess and update our security measures to prevent unauthorized access, use, or loss. However, no electronic system is entirely risk-free.

5. Cookies and Tracking Technologies

Our website uses cookies to improve your experience and analyze usage:

  • Cookies may store preferences or track which pages you visit.

  • You can disable cookies in your browser, but this may impact features like online booking.

  • No PHI is collected via cookies; this data is anonymous.

6. Your Rights Under HIPAA

You have the following rights regarding your PHI:

  • Access: Request a copy of your PHI we maintain (e.g., booking details). We’ll provide it within 30 days, though a reasonable fee may apply for copies.

  • Amendment: Ask us to correct inaccurate or incomplete PHI.

  • Accounting of Disclosures: Obtain a list of non-routine disclosures of your PHI over the past 6 years.

  • Restrictions: Request limits on how we use or share your PHI (e.g., opting out of reminders). We’ll consider but aren’t required to agree to all requests.

  • Confidential Communications: Ask us to contact you via specific methods (e.g., email instead of phone).

  • Complaints: If you believe your privacy rights were violated, file a complaint with us (see Section 9) or the U.S. Department of Health and Human Services (HHS) Office for Civil Rights at www.hhs.gov/ocr.

To exercise these rights, contact us using the details below.

7. Third-Party Links

Our website may link to external resources (e.g., audiology articles). We’re not responsible for their privacy practices. Review their policies before sharing information.

8. Children’s Privacy

Our website is not designed for children under 13. We do not knowingly collect PHI or personal data from minors under 13. If we discover such data, we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted here with a revised “Last Updated” date. Check back periodically. If changes materially affect your PHI, we’ll notify you via email or a website notice.

10. Contact Us

For questions, to exercise your rights, or to report privacy concerns, reach out:
Hearing-Doctors
1258 Washington Rd, Thomson, GA 30824
Email: gpitt@hearing-doctors.com
Phone: 912-216-0976

If unsatisfied with our response, you may contact the HHS Office for Civil Rights at:
Office for Civil Rights, U.S. Department of Health and Human Services
200 Independence Avenue, S.W., Washington, D.C. 20201
Phone: 1-800-368-1019 | TDD: 1-800-537-7697
Website: www.hhs.gov/ocr