Privacy Policy

We at Core Integrative Digestive Wellness are committed to safeguarding your privacy. This privacy policy and agreement (this “Privacy Policy“) covers how we collect and use information in our electronic health records and practice management system (our “EHR“) that can be used to identify you and that are created, used, or disclosed in the course of providing a health coaching and wellness service (your “Protected Information“), which includes information that you provide or access via the portal at https://www.simplepractice.com (the “Client Portal“).

In this policy, “you” and “your” refer to a user of the Client Portal, client, or other person with Protected Information on file with Core Integrative Digestive Wellness. “Core Integrative Digestive Wellness,” “we,” “our,” and “us” refer to Core Integrative Digestive Wellness and its subsidiaries and affiliates.

Please read this policy carefully, by checking the privacy box on the “let’s connect” page of the site you confirm your acceptance of this privacy policy and are acknowledging that you have read it, understand it, and are agreeing to be legally bound by the terms provided here.

The Information We Collect

We collect Protected Information in the form of (1) registration information that you provide in order to enroll as a client or use the Client Portal (your “Personal Information“); (2) information that is created, used, or disclosed in the course of providing health coaching and wellness services to you, which we file in your record electronically and/or on paper (your “Protected Health Information“); and (3) financial records, such as records of payments and balance statements, related to our provision of health coaching and wellness services to you (your “Billing Information“). We do not collect any more Protected Information than reasonably necessary to provide our services, operate our EHR and the Client Portal, and respond to your requests.

By law, you have a right to access and amend your health records. We own original copies of any records created by us or shared with us, which we maintain in accordance with federal and state law. We may provide you with access to your Protected Information via the Client Portal at our discretion as a convenience to you. We reserve the right to suspend your Client Portal account at any time.

Our Use of Your Protected Information

We will not share your Protected Information with any third party, other than as expressly disclosed in this policy. In general, we will use your Protected Information as necessary to provide you with health coaching and wellness services, respond to your requests, and maintain our EHR and the Client Portal. We will use your Billing Information to maintain a record of payment for services that we provide to you.

Periodically, we may send you news, bulletins, educational materials, marketing materials, or other information based on your Protected Health Information, e.g. targeted to your requests and needs. If we choose to send such communications, you will have the ability to opt-out of receiving them, as further provided below. We may also use your Protected Information to make informational content available to you via the Client Portal.

Opt-Out

If we choose to send you bulletins, updates, or other unsolicited, marketing-related communications, we will provide you with the ability to opt-out of receiving such communications. However, you may not opt-out of formal notices concerning (i) operation of our EHR or the Client Portal, or (ii) legal and other related notices concerning your relationship to us. Nor may you opt-out of being provided with content passively via internet or Client Portal pages that you choose to access.

Anonymous, Aggregate Information

“Aggregate Information” is information that does not identify you, such as statistical information and analyses concerning the use of our services, the number of customers registered in our EHR, usage data for the Client Portal, aggregated information about health statistics, treatments, conditions or similar aggregated healthcare information, or other aggregated information that is not personally-identifiable.

We may use or disclose Aggregate Information in order to undertake or commission statistical and other summary analyses of (i) the general behavior and characteristics of users participating in our services or using the Client Portal, (ii) the effect of our services on the behavior of our clients, and (iii) the general characteristics of visitors to our website or the Client Portal and participants in our services. We may share these analyses and Aggregate Information with third parties. Aggregate Information provided to third parties will not allow anyone to identify you, or determine anything personal about you. We may collect Aggregate Information through features of the software that supports our services, through cookies, and through other means described below.

IP Addresses

We may automatically receive and record information in our server logs from your browser, including your IP address, your computer’s name, the type and version of your web browser, referrer addresses and other generally accepted log information. We may also record page views, and other general statistical and tracking information, which will be aggregated with that of other users and may be disclosed to third party consultants in order to understand how our website and the Client Portal are being used. None of this data contains personal information.

Cookies

A cookie is a small amount of data, which often includes an anonymous unique identifier, which is sent to your browser from a website’s computers and is stored on your computer’s hard drive. Cookies can be used to provide you with a tailored user experience and to make it easier for you to use a website upon a future visit. We may include cookies on our website or the Client Portal and use them to recognize you. You may set your browser so that it does not accept cookies. Cookies must be enabled on your web browser, however, if you wish to access certain personalized features of our services.

In order to determine whether your computer is supported by our system, we may collect certain anonymous information. This information includes, but is not limited to, your operating system and browser, as well as the presence of any software that our website or the Client Portal may require to operate with your computer, or other third party software on your computer. This information is kept strictly confidential and is not shared with third parties, except as provided in this Privacy Policy.

EHR Maintenance

In the course of maintaining this EHR, our staff, employees and technical/maintenance contractors (the “Vendor”) may have limited or full access to your protected information.

Such individuals may include a technician or service provider that provides us with the technology, services, and/or content related to (i) enhancing operation and maintenance of the Client Portal or our EHR, (ii) responding to and sending electronic mail in support of help requests or (iii) providing other functions necessary to our business. Access to your Protected Information by a Vendor is limited to the information reasonably necessary for that Vendor to perform his or her limited functions for us. We also contractually require each Vendor to protect the privacy of your information consistent with this Privacy Policy.

Imminent Harm

We may, but are not obligated to, reveal certain Protected Information to attorneys, or law enforcement agencies if we believe that (a) you are at risk of harm, or (b) you are harming or interfering with (or will imminently harm or interfere with) others or violating (either intentionally or unintentionally) our Terms and Conditions of Use or otherwise violating legal rights.

Legal Requirement

We will reveal your Protected Information to the extent we reasonably believe we are required to do so by law. If we receive legal process calling for the disclosure of your Protected Information, we will notify you via the email address you supplied during registration within a reasonable amount of time before we respond to the request, unless such notification is not permitted.

Disclosure

Except as specified in this Privacy Policy or required by law, we will not disclose your Protected Information without your permission.

By submitting Protected Information to us that you received from healthcare sources such as laboratories or other records owners, you are consenting to the disclosure of this information to our staff for use in your health coaching and wellness programs.

Security

Security measures are in place to protect the loss and misuse of your Protected Information.

Security Measures

Information lodged in the Client Portal is maintained by SimplePractice and is subject to encryption technology.  Should you be interested in the specifics of this technology you may contact SimplePractice directly.  To prevent loss of your Protected Information, all data is backed up regularly.  Our security systems are structured to prevent unauthorized third parties from accessing your Protected Information. We also monitor network traffic to identify unauthorized attempts to access or alter your Protected Information. However, we do not warrant as fail-proof the security of your Protected Information. Due to the nature of internet communications and evolving technologies, we cannot provide, and we explicitly disclaim, assurance that your Protected Information will remain free from loss or misuse by third parties who, despite our efforts, obtain unauthorized access.

Your Password and Account Information

Regardless of the security we have in place to safeguard your Protected Information, anyone with your password and account information can access your Client Portal account. You are solely responsible for maintaining the secrecy of your password and account information.

Notice of Security Incident

If we detect or become aware of any unauthorized access to your Protected Information, we will notify you and any agencies as required by federal and state laws.

Changes to this Privacy Policy

We reserve the right to change this Privacy Policy at any time. If we make any changes to this Privacy Policy, you will be prompted to accept the revised Privacy Policy in order to continue using the Client Portal. If we make any changes regarding disclosure of your Protected Information to third parties, we will attempt to contact you prior to the date that the modified policy is scheduled to take effect via your current email address on file.

Effective Date

The effective date of this Privacy Policy is February 20, 2022.