PRIVACY POLICY & NOTICE

Why We Collect Personal Information

We collect personal information in order to provide our Services to our Patients for our own business purposes (such as managing your appointments and your payments), to learn about use of our Services (for improvement, accessibility and relevant content), and to provide you with information about our Services, including features and promotions. We collect only the minimum amount of personal information needed for these purposes. We do not sell or trade personal information, and we will only share your personal information with third parties in the ways that are described in this Privacy Notice.

Information We Collect from You

  • Contact Information: We collect your contact information, such as your name, phone number, and email address, when you fill out our online forms or set up your user account for our Services. We use your contact information to give you access to the Services and to send you notices about your upcoming appointments. We may also use your contact information for promotional emails and direct mail. You can opt-out of our marketing communications at any time by unsubscribing or contacting us at info@carnationacupuncture.com.
  • Billing Information: The credit card information provided by the patient to us is provided directly to our PCI-compliant payment processor. Providing your credit card information is completely optional and is for your convenience.
  • Log and Device Information: When you access and browse our Services, we collect information about how you access our Services, such as your internet or mobile network connection, your browser, or the type of mobile device you are using (if applicable). We use this log and device information to identify how our Services are being accessed and used so we can optimize them for the types of connections, browsers, and devices being used. This information is not used to market or send promotions at an individual user level.
  • Cookies and Tracking Information: Our website uses cookies. Cookies are small data files that are downloaded to your computer or device by a website. Your web browser lets you manage cookies through its “settings” or “options” menus. You can change your browser settings to display a warning before accepting a cookie or to refuse all cookies other than essential cookies required for the functioning of the Services. You can also delete cookies at any time; however, please note that certain cookies must remain in order to use certain portions of the Services. We also use web beacons, which are tiny graphic objects embedded in a web page or an email which allows us to determine if a user has viewed the web page or email.

We use cookies and web beacons to:

  • Learn about use of our websites, such as user traffic patterns and the effectiveness of our navigational structure.
  • Identify email open rates in order to gauge the effectiveness of certain communications or marketing campaigns.
  • Allow you to log in to secure areas of our Services.
  • Store your login credentials for easy access to our Services.

Social Media & Third-Party Services

If you access our Services using a third-party sign-in service, such as Google, we will receive personal information from those services, such as your name and email address, to pre-populate our online forms. These features may collect your IP address and the page you are visiting on our website. They may also set a cookie to enable the feature to function properly. Your interactions with these features are governed by the privacy policies of the third parties who provide them.

Google Calendar Integration

If you choose to connect your Google Calendar with our Services, we will collect your calendar information from Google for the purposes of displaying “external events” on your schedule within the Services and to send push notifications. This is automated through our clinic management platform. We only collect Google Calendar metadata, which includes a list of your calendars, the start time, end time, and duration of calendar events, and a unique event identifier from Google. We do not collect event titles, descriptions, attendees, or other personal information. You can disconnect your Google Calander and other third-party login at any time. Please note that Google Workspace APIs are not used to develop, improve, or train generalized AI and/or Machine Learning models.

Cookies & Website Analytics

We use cookies for our website to function. With your consent, we may also use analytics cookies and cookies associated with third-party content, such as Google services, to understand website usage and provide embedded features. We do not use cookies for advertising or marketing purposes. You can accept or reject optional cookies through our cookie settings. Blocking certain cookies or third-party content may affect the availability or functionality of some website features.

Patient Data & Healthcare Privacy

  • Patient Data Overview: We use our clinic management platform to collect personal information from patients and create patient records. These records may include a patient’s name, address, health insurance and billing information, medical charts, appointment history, and other patient data (“Patient Data”). This information is sometimes referred to as “personal health information”, “protected health information”, “data concerning health”, or “sensitive data”. Patient Data is collected from you when you visit Carnation Acupuncture or when you create a profile or book appointments with our clinic through our online booking Service.
  • Our Role: Carnation Acupuncture retains sole control over Patient Data and acts as the health information custodian. We are responsible for complying with laws and regulations governing the use of Patient Data, and for determining the legal basis for such use. We use a HIPAA-compliant service provider (Jane Software, Inc.) to store Patient Data in their secure data centers and make it available to us and our Patients through our clinic management platform. Jane Software, Inc. will only access Patient Data on our instructions or, in rare cases, where needed in order to prevent or address technical problems, or if required by law or court order.
  • Storage Location: Patient Data is stored in regional data centers in the United States.
  • Patient Rights: Patients have certain rights with respect to their Patient Data, which may include knowing what information our clinic has about you, correcting any inaccurate Patient Data, obtaining a record of your Patient Data and, in certain circumstances, deleting or removing your Patient Data. Please note that we have strict legal and regulatory obligations around Patient Data and may not always be permitted to delete or remove Patient Data.
  • Questions about Patient Data: If you have any questions about your Patient Data or wish to exercise any of your patient rights, please contact Carnation Acupuncture at info@carnationacupuncture.com.

Sharing Your Information

We do not sell or distribute personal information to third parties for their own commercial or marketing purposes. We will only share personal information we collect in the following circumstances:

  • Customer support services to help us collect feedback and manage our support services.
  • Communication services to send out email and SMS notices or reminders.
  • Payment processors.
  • Compliance with Laws: We may disclose personal information to governmental or judicial authorities (to respond to a request, subpoenas, registrations, or legal processes) or other third parties (as required by law, to comply with our legal and regulatory obligations, or to protect and secure our interests, rights, and our assets), to enforce security requirements, or to respond to an emergency which we believe, in good faith, requires us to disclose personal information. In such instances, we carefully review a request to make sure it complies with applicable law; if we consider the request to be too broad, we may try to narrow it to minimize the scope of the request, and, if permissible, we will make every reasonable effort to give you as much notice and detail as we can regarding the disclosure of your personal information, what information was disclosed, and why. We will not disclose Patient Data unless legally required to do so.

Interest-Based Advertising

Carnation Acupuncture may use your Personal Information to provide you with targeted advertisements or marketing communications we believe may be of interest to you. For more information about how targeted advertising works, you can visit the Network Advertising Initiative’s (“NAI”) educational page at Network Advertising Initiative.

In some instances, you may be able to opt-out of interest-based advertising using the following links:

Additionally, you may be able to opt out of these services by visiting the Digital Advertising Alliance’s opt-out portal at https://optout.aboutads.info/. Links to these services and their interest-based advertising opt-out policies and options are provided by Carnation Acupuncture for transparency and convenience only.

Security Safeguards

Our HIPAA-compliant provider (Jane Software, Inc.) takes reasonable measures, including firewall barriers, SSL/TLS encryption techniques, and authentication procedures, to help protect personal information from accidental loss, theft, misuse, and unauthorized access, disclosure, alteration, and destruction. In addition, Jane Software, Inc. limits access to Patient Data to those employees, agents, contractors, and other third parties who have a business need to know. Patient Data stored on our provider’s platform is protected by:

  • Using industry-standard security controls such as encryption and an SSL (Secured Sockets Layer) certificate to ensure information is transmitted over a secured connection between your browser and our web server.
  • Using state-of-the-art data centers with appropriate security and compliance certifications, such as ISO-27001, SOC 2, etc.
  • Having personnel sign strict confidentiality agreements in addition to completing periodic training to ensure they understand the confidential nature of the data processed, accessing your account only when requested.
  • Requiring password protection of the clinic’s user account with a password set by the clinic. Our clinic aids data protection by setting a strong password and by keeping our credentials confidential, along with utilizing additional security features.

Data Retention & Storage Period

We retain personal information only for as long as necessary to achieve our stated purposes, or as required by applicable law. If you are a patient at Carnation Acupuncture, please contact us for information regarding the retention period for your Patient Data.

Your Individual Rights

  • Correction and Deletion: We will make reasonable efforts to ensure that the personal information we collect from you is accurate and complete. You may update, correct, or delete your account information at any time by contacting us. Per your request, we will modify your personal information, including your preferences to receive messages from us.
  • Withdrawing Consent: Where we have relied on your consent to use your personal information, you have the right to withdraw that consent at any time by contacting us, which we will give effect to promptly. In addition, all our marketing email messages contain the ability to automatically “opt-out” or unsubscribe from our mailing lists and marketing messages.
  • Access and Portability: You have the right to request a record of the personal information that we have collected about you and to ask that the information be provided in a structured, commonly used electronic format (where applicable and technically feasible). There may be some cases where we cannot provide you with certain information if it would mean disclosure of personal information of another person or other confidential information, or if it would compromise our security systems. If you require access to your personal information, please contact us. We will respond to you within thirty (30) days of receiving your request. We may charge a fee where permitted by applicable law.

Contact Us

If you have any questions or concerns about our Privacy Policy and our privacy practices, please contact us at:

Carnation Acupuncture
Email: info@carnationacupuncture.com
Phone: (617) 959-0110
Website: https://carnationacupuncture.com

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