Privacy Policy

1. Introduction

Advanced Family Eye Care Inc ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, use our services, or interact with our practice.

This policy applies to all patients, website visitors, and individuals who provide information to us. As a healthcare provider, we are committed to complying with applicable federal and state privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA), where applicable.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of your information as described herein.

2. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us, including:

• Full name and contact information (email address, phone number, mailing address)
• Date of birth and demographic information
• Insurance information and billing details
• Emergency contact information
• Government-issued identification numbers (for insurance verification)

Health Information

As an eye care provider, we collect health-related information necessary to provide quality care:

• Medical history and current health conditions
• Vision and eye health examination results
• Diagnostic test results and imaging
• Treatment plans and prescriptions
• Previous eye care records from other providers
• Information about medications and allergies

Usage and Technical Information

When you visit our website, we may automatically collect certain information:

• Browser type and version
• Operating system and device type
• IP address and approximate geographic location
• Pages visited and time spent on our site
• Referring website addresses
• Interaction with website elements and forms

3. How We Use Your Information

We use the information we collect for various purposes, including:

Healthcare Delivery

• Providing and managing your eye care services
• Conducting eye examinations and diagnostic tests
• Developing and implementing treatment plans
• Communicating about your care and appointments
• Coordinating with other healthcare providers involved in your care

Administrative Purposes

• Processing appointments and payments
• Verifying insurance coverage and submitting claims
• Maintaining accurate medical records
• Responding to your inquiries and requests
• Sending appointment reminders and follow-up communications

Legal and Security Purposes

• Complying with legal obligations and regulations
• Protecting the rights and safety of our patients and staff
• Responding to lawful requests from authorities
• Conducting audits and ensuring compliance

Marketing and Communications

• Sending educational materials about eye health
• Informing you about new services or offerings
• Requesting feedback about your experience

You may opt out of marketing communications at any time by contacting us or using the unsubscribe link provided in communications.

4. Who Has Access to Your Data

Internal Access

Access to your personal and health information is limited to employees and contractors who need the information to perform their job duties. This includes:

• Optometrists and clinical staff providing your care
• Administrative staff managing appointments and billing
• IT personnel maintaining our systems
• Management overseeing practice operations

Third-Party Disclosure

We may share your information with third parties in the following circumstances:

• Healthcare Partners: Other healthcare providers involved in your care, specialists, laboratories, and imaging centers
• Insurance Companies: For claims processing and coverage verification
• Service Providers: Business associates who perform services on our behalf under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or regulatory authorities
• Public Health: For public health activities as permitted by law
• Payment Processors: To process payments for services rendered

We do not sell, rent, or lease your personal information to third parties for marketing purposes.

5. Third-Party Services

Our website and services may use third-party services that may collect information about you. These include:

Form Processing

We use FormSubmit (formsubmit.co) to process contact form submissions. When you submit a form, your information is transmitted through FormSubmit's servers to our email. FormSubmit's privacy policy applies to their processing of your data. For more information, visit: formsubmit.co/privacy

Google Services

• Google Maps: We may embed Google Maps to display our location. Google may collect information about your use of the map feature.
• Google Analytics: If implemented, this service helps us understand how visitors interact with our website.

Social Media

Links to social media platforms may be present on our website. These platforms have their own privacy policies, and we encourage you to review them.

Email Services

We may use email service providers to send appointment reminders and communications. These providers are bound by confidentiality agreements.

We are not responsible for the privacy practices of these third-party services. We encourage you to review the privacy policies of any third-party services you interact with.

6. Data Security

We implement appropriate technical, administrative, and physical safeguards to protect your personal and health information:

Technical Safeguards

• Encryption of data in transit using SSL/TLS technology
• Secure storage systems with access controls
• Regular security assessments and updates
• Firewalls and intrusion detection systems
• Regular backups and disaster recovery procedures

Administrative Safeguards

• Staff training on privacy and security practices
• Access controls based on job responsibilities
• Policies and procedures for handling sensitive information
• Regular audits and compliance reviews

Physical Safeguards

• Secure facilities with controlled access
• Locked storage for physical records
• Proper disposal of sensitive documents

While we take reasonable steps to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security of your data.

7. Data Retention

We retain your personal and health information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Medical Records

Medical records are retained in accordance with Pennsylvania state law and federal regulations. Generally, adult patient records are maintained for a minimum of seven (7) years after the last date of service. Records for minor patients are retained until the patient reaches the age of majority plus the applicable retention period.

Business Records

Business and financial records are retained as required by applicable laws and accounting standards, typically for a minimum of seven (7) years.

Website Data

Website analytics and usage data are typically retained for 26 months, after which it is aggregated or deleted.

When data is no longer needed, we securely destroy or anonymize it using appropriate methods.

8. Your Rights

You have certain rights regarding your personal information. Depending on your location, these may include:

Right to Access

You have the right to request access to the personal information we hold about you and receive a copy of that information.

Right to Correction

You have the right to request correction of inaccurate or incomplete personal information.

Right to Deletion

You have the right to request deletion of your personal information, subject to certain exceptions (such as legal retention requirements for medical records).

Right to Restriction

You have the right to request restriction of processing of your personal information in certain circumstances.

Right to Data Portability

You have the right to request that your personal information be provided in a structured, commonly used, and machine-readable format.

Right to Withdraw Consent

Where processing is based on your consent, you have the right to withdraw that consent at any time.

Right to Object

You have the right to object to certain processing of your personal information.

To exercise any of these rights, please contact us using the information provided in Section 13.

9. How to Request Data Deletion

If you wish to request deletion of your personal information, please follow these steps:

1. Submit a written request - Send an email to support@myadvanced2020.net with the subject line "Data Deletion Request."
2. Provide identification - Include sufficient information to verify your identity (full name, date of birth, last appointment date, or other identifying information).
3. Specify the data - Clearly indicate what information you want deleted. Be as specific as possible.
4. Understand limitations - Please note that certain information may be retained as required by law, such as medical records that must be kept for a minimum retention period.

We will respond to your request within 30 days. If we cannot fully comply with your request, we will explain why and provide information about what we can do.

You may also contact us by mail at:

10. Cookies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us remember your preferences and understand how you use our site.

Types of Cookies We Use

• Essential Cookies: Required for the website to function properly.
• Functional Cookies: Remember your preferences and settings.
• Analytics Cookies: Help us understand how visitors use our website.
• Marketing Cookies: May be used to deliver relevant content.

For detailed information about the cookies we use and how to manage them, please review our Cookie Policy.

11. Children's Privacy

As a family eye care practice, we provide services to patients of all ages, including children. We are committed to protecting the privacy of our pediatric patients in accordance with applicable laws.

For Children Under 13 (COPPA Compliance)

In compliance with the Children's Online Privacy Protection Act (COPPA), we do not knowingly collect personal information from children under 13 years of age through our website without verifiable parental consent. If we learn that we have collected personal information from a child under 13 without consent, we will take steps to delete that information.

Parental Rights

Parents or legal guardians have the right to:

• Review their child's personal information
• Request correction or deletion of their child's information
• Consent to or withdraw consent for collection of their child's information

Medical information collected during the course of treatment is maintained in accordance with HIPAA and applicable state laws, regardless of the patient's age.

If you believe we have collected information from your child inappropriately, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:

• We will update the "Last Updated" date at the top of this policy
• Significant changes will be communicated through a notice on our website or by email
• We encourage you to review this policy periodically

Your continued use of our website and services after any changes indicates your acceptance of the updated policy. If you do not agree with the changes, you may stop using our services.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We will respond to your inquiry within a reasonable timeframe, typically within 30 days for data requests.