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Privacy Policy

Last Updated: August 10, 2026

Policy

This Policy applies only to information collected through this Site and related web-based tools. It does not replace our HIPAA Notice of Privacy Practices (“NPP”), which governs Protected Health Information (“PHI”) created or received in connection with healthcare services.

Notice of LFMC’s Website Policy shall be posted on the website in a manner easily accessible to patients.

1. Categories of Individuals Covered (“Individuals”)

This Policy applies to:

  • Current Patients
  • Prospective Patients
  • Caregivers or authorized representatives
  • Visitors browsing the Site
  • Individuals accessing telehealth services
  • Individuals accessing the patient portal

2. Collection and Use of Information

LFMC collects information in three primary ways: information provided directly by individuals, information collected automatically, and information collected through integrated service platforms. We use information collected through the Site to:

  • Respond to appointment requests and inquiries
  • Provide telehealth services
  • Provide patient portal functionality
  • Deliver newsletters (if subscribed)
  • Improve website performance and security
  • Monitor compliance with legal and regulatory requirements
  • Prevent fraud or misuse

LFMC will not sell personal information.

3. Online New Patient Forms

  1. When prospective patients complete online intake forms, LFMC may collect limited preliminary information, including:
    • Full name
    • Date of birth
    • Address
    • Email address
    • Telephone number
    • Preferred clinic location
    • Insurance type (if provided)
    • Preferred appointment dates/times
  2. Online submissions are used solely to initiate scheduling contact. Complete medical history, financial documentation, and clinical information are collected separately through HIPAA-compliant systems.
  3. Online forms are not intended for emergency or urgent medical communication.
  4. When individuals submit inquiries, LFMC does or may collect name, email address, telephone number (if provided), and message content.
  5. The LFMC Website Notice will advise Patients and other individuals not to include sensitive medical information on contact forms. An individual submits PHI. LFMC will manage the PHI as required by applicable law.

4. Patient Portal Access

  1. Patients may access secure portal services to view portions of their medical record, review lab results, send secure messages, request appointments, and pay bills.
  2. Portal access requires authentication credentials. Information transmitted through the portal is encrypted in transit and stored within secure systems managed by vendors operating under HIPAA Business Associate Agreements (BAAs), where applicable.

5. Telehealth Services

  1. Patients may participate in telehealth visits using integrated audiovisual technology platforms.
  2. Telehealth services may involve real-time audio/video communication, electronic transmission of clinical documentation, and temporary storage of session metadata.
  3. Telehealth platforms are selected based on security capabilities, encryption standards, and vendor compliance commitments.

6. Newsletter Subscriptions

If LFMC offers a newsletter for updates and patient education, LFMC will maintain the individual’s email address. Patients may unsubscribe at any time.

7. Information Collected Automatically

  1. LFMC may collect the following when an individual visits the website:
      IP address; Browser type and version; Device type and operating system; Pages viewed; Date and time of visit; Referring URL; Geographic region (generalized)
  2. This information is used to maintain system security, monitor website performance, detect suspicious or malicious activity, and improve user experience.
  3. LFMC does not use website analytics to profile individuals for medical decision-making.

8. Cookies and Tracking Technologies

  1. We use cookies and similar technologies to enable core website functionality, enhance navigation, analyze aggregate traffic patterns, and protect against spam and automated abuse.
  2. Cookies may be first-party or third-party. Users may disable cookies in browser settings; however, certain features may not function properly.

9. Google reCAPTCHA

This Site uses Google reCAPTCHA to protect against spam and automated misuse. reCAPTCHA collects hardware and software information and sends it to Google for security analysis.

Use of reCAPTCHA is subject to Google’s Privacy Policy and Terms of Service.

10. HIPAA and Protected Health Information

  1. Protected Health Information collected in connection with clinical care is governed by our HIPAA Notice of Privacy Practices.
  2. When PHI is transmitted through patient portal messaging, telehealth platforms and secure electronic forms, it is handled in accordance with the Health Insurance Portability and Accountability Act (HIPAA), 42 CFR Part 2, and Federal FQHC regulations.
  3. Website browsing activity alone does not typically constitute PHI unless combined with identifiable healthcare information.

11. Sharing of Information

LFMC does not sell or rent personal information. LFMC may disclose information in the following circumstances:

  1. Business Associates and Service Providers for the following purposes:
    • We engage third-party vendors for:
    • Website hosting
    • Electronic health record systems
    • Telehealth platforms
    • Portal services
    • Email and SMS communication delivery
    • IT and cybersecurity services
    • Where required by law, these vendors operate under written agreements requiring appropriate safeguards.
  2. Legal and Regulatory Compliance
    • We may disclose information to:
    • Comply with court orders, subpoenas, or legal process
    • Respond to regulatory authorities
    • Protect the safety of patients, staff, or the public
    • Prevent fraud or illegal activity
    • Organizational Transactions

In addition, information may be transferred in connection with a merger, restructuring, or asset transfer, subject to legal protections.

12. Web Analytics and Advertising Tools

LFMC uses analytics services such as Google Analytics, Google Ads, and Google Search.

These services collect aggregated traffic data to evaluate website effectiveness. LFMC does not use online tracking technologies to intentionally collect sensitive health condition information for advertising purposes. Users may review Google’s privacy disclosures to understand how those services operate.

13. Data Retention

LFMC retains information collected through the Site:

  • As long as necessary to fulfill the purpose for which it was collected
  • As required by applicable federal or state record retention laws
  • As needed for compliance, auditing, or security purposes

14. Data Security Measures

LFMC implements administrative, technical, and physical safeguards, which may include:

  • Encrypted transmission (HTTPS/TLS)
  • Access controls and authentication measures
  • Role-based access to systems
  • Firewall and intrusion detection systems
  • Ongoing monitoring and vulnerability management
  • Workforce privacy and security training

15. Children’s Information

This Site is not directed to children under age 13. LFMC will not knowingly collect personal information directly from children through the Site without appropriate parental or guardian involvement.

16. Rights and Choices

Individuals may:

  • Opt out of marketing emails
  • Request updates to inaccurate contact information
  • Contact us regarding privacy concerns
  • Exercise applicable rights under state or federal law

HIPAA-related rights are described in the LFMC Notice of Privacy Practices.

17. Do Not Track

LFMC does not currently respond to “Do Not Track” browser signals due to the absence of a uniform industry standard.

18. Changes to This Policy

LFMC may update this Policy periodically. Changes will be posted with a revised “Last Updated” date on the Website Notice. Continued use of the Site constitutes acceptance of the revised Policy.

19. Contact Information

For questions about this Website Privacy Policy, contact:

  • Drew Walker, LFMC Information Technology Director, Email: drwelker@lfmctr.org, or
  • Jasmin Milz, LFMC Chief Marketing and Development Director, Email: jholmstrup@lfmctr.org