Privacy Policy

Privacy Policy

Circadian Chiropractic & Sport 5250 17th St #101, Sarasota, FL 34235 (941) 259-2229 info@circadiansrq.com

Last Updated: October 2026

Introduction

At Circadian Chiropractic & Sport (“we,” “us,” “our,” or “Company”), we are committed to protecting your privacy and ensuring you have a positive experience on our website and in our practice. This Privacy Policy explains how we collect, use, disclose, and otherwise handle your information, including health information, across our website (circadiansrq.com), in our office, and through our services.

This policy applies to information we collect from you through our website, telehealth services, contact forms, appointment booking systems, and during your in-person visits to our practice.

1. Information We Collect

Health Information (Protected Health Information – PHI)

When you visit our practice, we collect health information including:

  • Medical history and current health conditions
  • Chief complaints and symptoms
  • Examination findings and diagnostic results
  • Treatment plans and progress notes
  • Insurance information and billing details
  • Emergency contact information

Website & Contact Form Information

When you visit our website or contact us, we may collect:

  • Name, email address, and phone number
  • Messages and inquiries you submit through our contact forms
  • Questions about our services and conditions we treat

Appointment & Telehealth Information

  • Appointment scheduling details and history
  • Telehealth session recordings (with your consent)
  • Communication records via phone, email, or secure messaging

Automatically Collected Information

  • IP address and device information
  • Pages visited and time spent on the website
  • Referring website URLs
  • Browser type and operating system
  • Cookies and similar tracking technologies (see Cookies section below)

Information from Third Parties

  • Referral sources and referring providers
  • Insurance verification data
  • Payment processing information

2. How We Use Your Information

We use the information we collect for:

Healthcare Delivery:

  • Providing chiropractic care and related services
  • Diagnosing and treating your conditions
  • Tracking your progress and outcomes
  • Communicating with you about your care

Business Operations:

  • Scheduling and confirming appointments
  • Processing payments and insurance claims
  • Billing and financial management
  • Maintaining medical records

Communications:

  • Responding to your inquiries
  • Sending appointment reminders and follow-up messages
  • Educational content about conditions and treatments we offer
  • Service updates and announcements
  • Telehealth appointment coordination

Website Improvement:

  • Analyzing website traffic and user behavior
  • Improving website functionality and user experience
  • Troubleshooting technical issues

Legal & Compliance:

  • Complying with healthcare regulations (HIPAA, state laws)
  • Maintaining required medical records
  • Fulfilling legal obligations and court orders
  • Fraud prevention and security

Marketing (with your consent):

  • Sending newsletters or promotional materials
  • Informing you about new services

3. Legal Basis for Processing Health Information

As a healthcare provider, we process your health information under:

  • HIPAA Privacy Rule (45 CFR §164.500 et seq.)
  • Your consent to receive treatment
  • State healthcare laws and chiropractic regulations
  • Legitimate business interests in providing quality care

4. Sharing Your Information

We Do NOT Share Your Information For:

  • Marketing purposes to third parties
  • Sale or commercial purposes
  • Direct marketing by unaffiliated entities

We MAY Share Your Information With:

Healthcare Providers & Facilities:

  • Referring physicians and specialists
  • Hospitals or imaging centers
  • Other providers involved in your care (with your consent)

Insurance Companies:

  • To verify coverage
  • To process and file claims
  • As required by your insurance agreement

Payment Processors:

  • Credit card processors for appointment payments
  • Our billing and accounting service provider (SecureChiro, ZocDoc, or similar HIPAA-compliant vendors)

Our Business Partners:

  • Appointment scheduling systems (HIPAA-compliant)
  • Telehealth platforms (with end-to-end encryption)
  • Email and communication services (HIPAA Business Associates)
  • Practice management software providers

Legal Requirements:

  • Law enforcement (with valid legal process)
  • Court orders or subpoenas
  • Public health authorities
  • State medical board investigations

Disaster Relief:

  • Emergency responders in case of medical emergency

Business Associates

We use third-party vendors that are bound by Business Associate Agreements (BAAs) to maintain HIPAA compliance:

  • Practice management and EHR software
  • Payment processors
  • Insurance verification services
  • Telehealth platforms
  • Marketing and communication tools

5. Cookies & Tracking Technologies

What We Use Cookies For:

  • Session management (keeping you logged into your patient portal)
  • Remembering your preferences
  • Analyzing website traffic
  • Improving user experience
  • Google Analytics (anonymized)

Types of Cookies:

  • Essential Cookies: Required for website functionality
  • Analytical Cookies: Help us understand site usage
  • Preference Cookies: Remember your settings

Your Cookie Choices: You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Note that disabling cookies may affect website functionality.

Third-Party Analytics:

  • Google Analytics (Google’s privacy policy: https://policies.google.com/privacy)
  • We use analytics to improve content and user experience
  • Data is anonymized and not shared with third parties for marketing

6. Embedded Content & Third-Party Services

Our website may include embedded content from:

  • YouTube (videos)
  • Google Maps (location)
  • Social media platforms
  • Other websites and services

These third parties may collect data about your visits according to their own privacy policies. We are not responsible for their data practices.

7. Telehealth Services

Privacy for Telehealth:

  • Secure, encrypted video conferencing platforms (HIPAA-compliant)
  • Private, secure internet connection required
  • No recording without your written consent
  • Your health information during sessions is protected like in-office visits
  • Ensure your telehealth environment is private

Your Responsibilities:

  • Use a secure, private location
  • Use password-protected Wi-Fi or mobile data
  • Ensure your device is secure
  • Keep your login credentials confidential

8. Contact Forms & Website Inquiries

Contact Form Data:

  • Information submitted through contact forms is used only to respond to your inquiry
  • Responses are sent via email to the address you provide
  • We retain inquiries for customer service and quality improvement purposes
  • We do not automatically add you to marketing lists (you must opt-in)

Email Communications:

  • Your email address is not shared with third parties
  • Unsubscribe instructions are included in all promotional emails
  • Patient communications may continue regardless of marketing preferences

9. Data Retention

Patient Health Records:

  • Retained according to Florida healthcare regulations
  • Minimum: 5 years from last treatment for adults
  • Minimum: Until age of majority plus 5 years for minors
  • Longer retention if required by law or for legal holds

Website Contact Forms:

  • Retained for 3 years for quality assurance and legal compliance
  • May be retained longer if related to ongoing disputes

Analytics Data:

  • Google Analytics data retained for 26 months by default
  • Cookies expire based on browser settings and cookie type

Appointment Reminders & Notifications:

  • Retained while relevant to patient care
  • Deleted after appointment or as requested

Failed Payment Attempts:

  • Payment information not stored (processed securely by payment provider)
  • Transaction records retained per accounting requirements

10. Data Security

Security Measures We Implement:

  • Encryption of data in transit (SSL/TLS)
  • HIPAA-compliant practice management software
  • Limited access to patient information (staff only)
  • Regular security audits and updates
  • Employee HIPAA training and privacy agreements
  • Secure password policies
  • Firewall and intrusion detection

Your Responsibility:

  • Keep your patient portal password confidential
  • Use secure Wi-Fi for accessing patient accounts
  • Do not share your health information with unauthorized individuals
  • Notify us immediately of suspected security breaches

11. Your Privacy Rights

Right to Access

You have the right to access and obtain a copy of your health record. Request by calling (941) 259-2229 or emailing info@circadiansrq.com.

Right to Amendment

You may request correction of inaccurate health information. We will consider your request and respond within 30 days.

Right to Accounting of Disclosures

You may request a list of entities to whom we have disclosed your health information.

Right to Request Restrictions

You may request limitations on our use or disclosure of your health information (though we may not be able to comply with all requests).

Right to Confidential Communications

You may request to receive communications at alternative addresses or by alternative means.

Right to Opt-Out

You may opt-out of marketing communications at any time. Opt-out will not affect treatment or payment.

Right to Receive Notices

You have the right to receive notices of privacy practices and notification of privacy breaches.

Right to Lodge a Complaint

You have the right to file a complaint with:

  • Circadian Chiropractic & Sport management
  • The U.S. Department of Health and Human Services Office for Civil Rights (OCR)

To exercise these rights, contact: Circadian Chiropractic & Sport 5250 17th St #101, Sarasota, FL 34235 (941) 259-2229 info@circadiansrq.com

12. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected
  • Right to know whether personal information is sold or disclosed
  • Right to delete personal information collected
  • Right to opt-out of the sale or sharing of personal information
  • Right to non-discrimination for exercising CCPA rights

Note: CCPA exemptions apply to health information protected by HIPAA. Your protected health information is exempt from most CCPA requirements but you retain your rights under HIPAA.

To make a CCPA request: info@circadiansrq.com

13. Children’s Privacy

Our website and services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If we become aware of such collection, we will take steps to delete the information and notify parents.

Parents requesting information about our practices regarding children’s information should contact us at info@circadiansrq.com.

14. Links to Third-Party Websites

Our website may contain links to external websites. This Privacy Policy applies only to our website. We are not responsible for the privacy practices of external websites. Review their privacy policies before providing information.

15. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

  • Posting the updated policy on our website
  • Updating the “Last Updated” date
  • Sending notice to your email address on file
  • Posting notices at our office

Your continued use of our website or services after changes constitutes your acceptance of the updated Privacy Policy.

16. Contact Information

For Questions About This Privacy Policy or Your Privacy:

Circadian Chiropractic & Sport 5250 17th St #101 Sarasota, FL 34235

Phone: (941) 259-2229 Email: info@circadiansrq.com

Privacy Officer: Dr. Alex Lee Hours: Monday & Thursday 8-11am, 3-6pm; Tuesday 8am-1pm; Wednesday 1-6pm

For HIPAA Complaints: U.S. Department of Health and Human Services Office for Civil Rights 200 Independence Avenue, S.W. Washington, D.C. 20201 Phone: 1-800-368-1019 Email: ocrmail@hhs.gov Website: https://www.hhs.gov/ocr/privacy/hipaa/complaints/index.html

Appendix: Specific Third-Party Services

Appointment Scheduling & Practice Management

  • Services: HIPAA-compliant scheduling, patient records
  • Data Shared: Name, contact, appointment details, health information
  • Privacy Link: Vendor’s privacy policy available on request

Payment Processing

  • Services: Credit card and payment processing
  • Data Shared: Payment information (processed securely)
  • No storage of full credit card numbers on our servers

Telehealth Platform

  • Services: Secure video conferencing
  • Data Shared: Basic appointment info, health discussion
  • Encryption: End-to-end encryption standard

Email & Communications

  • Services: Patient communications and reminders
  • Data Shared: Contact information, appointment details
  • Compliance: HIPAA Business Associate Agreement

Website Hosting & Analytics

  • Services: Website hosting, traffic analytics
  • Data Shared: IP address, browsing behavior (anonymized)
  • Google Analytics: No personally identifiable information shared

Acknowledgment of Receipt

By visiting our website, using our services, or providing health information to Circadian Chiropractic & Sport, you acknowledge that you have received and read this Privacy Policy.