Privacy Policy

Overview

At Northwest DPC & Headache Clinic, your privacy matters to us. We are committed to protecting the personal information you share with us online and in our clinic. This Privacy Policy explains how we handle information collected through our website, our electronic health record system, and other communication channels.

HIPAA and Protected Health Information

Northwest DPC & Headache Clinic complies fully with the Health Insurance Portability and Accountability Act (HIPAA). HIPAA protects the privacy and security of your protected health information (PHI) — the medical and identifying details you share with us in the course of receiving care.

Your PHI is stored and managed through AdvancedMD, our secure, HIPAA-compliant electronic health record and patient portal system. Access is limited to authorized members of your care team, and all data is encrypted in transit and at rest.

We use your PHI only for purposes of providing medical care, coordinating services such as prescriptions, labs, or referrals, and complying with legal requirements. We will never disclose your PHI to outside marketers or non-healthcare entities.

Please note: Information you submit through non-secure channels (such as email, social media, or website contact forms) is not considered PHI until it is received and entered into our medical record system. For sensitive health-related information, we encourage patients to use the AdvancedMD patient portal or speak with us directly.

You will receive a full Notice of Privacy Practices (NPP) when you establish care with us, which describes in detail your rights under HIPAA and how your information may be used or disclosed.

Website and Squarespace Services

Our website is hosted and managed through Squarespace. When you visit our site, Squarespace may collect standard internet log information such as your IP address, browser type, and the pages you visit. This information helps us understand how visitors use the site and improve its design and functionality. Squarespace may also use cookies or similar technologies for analytics and performance.

When you submit forms through our website, such as joining our waitlist or contacting us, we collect the information you provide, including your name, email, and phone number. We use this information solely to respond to your request, provide services, or share clinic updates with your consent. We do not sell or share this information with outside marketers.

Google Analytics and Online Tracking

We use Google Analytics to understand how visitors use our website. Google Analytics collects information such as which pages you visit, how long you stay, and what device you use. This data helps us improve our site and our services.

Google may also collect data using cookies or device identifiers. You can opt out of Google Analytics tracking by installing the Google Analytics opt-out browser add-on.

Advertising and Social Media

We may run ads through Google, Facebook, and Instagram to inform people about our clinic. These platforms may use cookies, pixels, or tracking technologies to measure the performance of our ads and to provide relevant advertising.

This means you may see Northwest DPC ads on other websites or social media platforms based on your prior visits to our site. We do not sell your personal information to these companies; they provide us with aggregated data to help us understand how our ads perform.

You can manage your ad preferences directly through Google Ads settings and Facebook/Instagram account settings.

AdvancedMD and Medical Information

For clinical services, scheduling, and patient communication, we use AdvancedMD, a secure, HIPAA-compliant electronic health record system. When you become a patient, your health information is documented and stored within AdvancedMD. This information is protected under HIPAA and is only used for the purposes of providing medical care, maintaining records, and complying with legal requirements.

You may also have access to a patient portal through AdvancedMD. Information you share through the portal is encrypted and transmitted securely. Access to your records is limited to you and authorized members of your care team.

Communication and Records

If you email us directly, use our website contact forms, or call our office, we may collect and store that communication to better serve you. For sensitive information, we encourage using the secure AdvancedMD portal whenever possible.

We may also send clinic announcements, educational content, or updates about our services to patients who have opted in. You may unsubscribe from these communications at any time.

Sharing Information

We do not sell or rent your personal information. We only share information when required by law, when necessary to protect your safety, or when it is directly related to your care (for example, coordinating with pharmacies, labs, or referrals).

Data Security

We take the security of your information seriously. Squarespace provides industry-standard protections for website data, and AdvancedMD maintains HIPAA-compliant safeguards for medical records. While no system can be guaranteed 100% secure, we use appropriate technical and administrative measures to reduce risk.

Your Rights

As a patient, you have rights under HIPAA to access, amend, and request an accounting of disclosures of your health information. If you are using our website, you may request deletion or correction of personal information collected through forms by contacting us directly.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The updated policy will always be posted on our website.

Contact Us

If you have any questions or concerns about our privacy practices, please reach out:

Northwest DPC & Headache Clinic
Email: info@nwdpc.com
(509) 903-5061