Privacy Policy

1. Introduction

White Oak Chiropractic ("we," "our," or "us") is committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website or receive care at our clinic.

As a healthcare provider, we are required by law to maintain the privacy of your Protected Health Information (PHI) and to provide you with notice of our legal duties and privacy practices under the Health Insurance Portability and Accountability Act (HIPAA).

2. Information We Collect

Personal Information We may collect the following when you contact us or become a patient:

• Name, date of birth, and contact information (address, phone, email)
• Health insurance information and billing details
• Medical history, treatment records, and clinical notes
• Payment information

Website Information When you visit our website, we may automatically collect:

• IP address and browser type
• Pages visited and time spent on the site
• Referring website addresses
• Cookies and similar tracking technologies (used only to improve site functionality)

3. How We Use Your Information

We use your information to:

• Provide, coordinate, and manage your chiropractic and physical therapy care
• Process insurance claims and billing
• Communicate appointment reminders and follow-up care instructions
• Comply with legal and regulatory obligations
• Improve our website and patient experience

We will not sell, rent, or trade your personal or health information to third parties for marketing purposes.

4. How We Share Your Information

We may share your Protected Health Information only in the following circumstances:

• Treatment: With other healthcare providers involved in your care (e.g., referring physicians, specialists)
• Payment: With your health insurance company to process claims and obtain reimbursement
• Healthcare Operations: For internal quality improvement, staff training, or accreditation purposes
• Legal Requirements: When required by law, such as in response to a court order, subpoena, or public health reporting obligations
• Business Associates: With third-party vendors (e.g., billing services, IT support) who have signed a HIPAA Business Associate Agreement obligating them to protect your information
• Your Authorization: For any other purpose, only with your written consent

5. Your HIPAA Rights

As our patient, you have the right to:

• Access your medical records and request a copy
• Amend your records if you believe information is inaccurate or incomplete
• Restrict certain uses or disclosures of your health information
• Receive an accounting of disclosures we have made of your PHI
• Request confidential communications (e.g., contact you only at a specific phone number)
• Receive a paper copy of this Notice of Privacy Practices upon request
• File a complaint if you believe your privacy rights have been violated

To exercise any of these rights, please contact us in writing at the address or email below. We will not retaliate against you for filing a complaint.

6. Website Cookies

Our website may use cookies — small data files stored on your device — to enhance your browsing experience. You may disable cookies through your browser settings; however, some website features may not function properly as a result. We do not use cookies to collect health information.

7. Data Security

We implement physical, administrative, and technical safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction. These measures include secure electronic health record systems, encrypted communications, and staff training on privacy practices.

While we take reasonable steps to protect your information, no method of data transmission or storage is 100% secure. We encourage you to contact us by phone for sensitive matters.

8. Children's Privacy

Our website is not directed at children under the age of 13, and we do not knowingly collect personal information from children online. If you believe a child has submitted personal information to us via our website, please contact us so we can remove it.

9. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites and encourage you to review their privacy policies separately.

10. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page with a revised effective date. We will notify patients of material changes in accordance with applicable law.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

White Oak Chiropractic 785 Alamo Drive Vacaville, CA 95688 📞 707-446-1714

This policy is intended for general informational purposes. For your full HIPAA Notice of Privacy Practices — which patients receive at their first visit — please contact our office.