Privacy Policy

Hudson Functional Medicine ("we", "us", or "our") is dedicated to protecting your data privacy and safety. We want to be completely transparent about how we collect and use it and do so in accordance with applicable Federal, state and local law. This Privacy Policy also provides your choices and rights regarding this data, so please read it carefully to be fully informed.

This Privacy Policy describes our practices in connection with information that we collect through websites operated by us from which you are accessing this Privacy Policy (the "Website"), through the software applications made available by us for use on or through computers and mobile devices (the "Apps"), and through our social media pages that we control from which you are accessing this Privacy Policy, as well as through HTML-formatted email messages that we may send to you that link to this Privacy Policy (all of the foregoing, collectively, the "Services").

Personal Information

Personal Information We May Collect

"Personal Information" is information that identifies you as an individual or relates to an identifiable person, including:

• Name
• Postal address (including billing and shipping addresses)
• Telephone number
• Email address
• Date of birth
• Social Security number
• Health Information in connection with, and/or in preparation for, the provision of professional services
• Payment card information
• Insurance information

If you submit any Personal Information relating to other people to us or to our service providers in connection with the Services, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.

How We May Collect Personal Information

We, and our service providers, may collect Personal Information in a variety of ways, including:

• Through the Services: We may collect Personal Information through the Services, e.g., when you register for an account, schedule an appointment, or contact us with questions or requests.
• Offline: We may collect Personal Information from you offline, such as when you visit our facility, attend one of our events, or call our office.
• From Other Sources: We may receive your Personal Information from other sources, such as from your insurance or healthcare provider, public databases, joint marketing partners and other third parties.

How We May Use and Disclose Your Personal Information

We are permitted to use and disclose your Personal Information as directed by your insurance or healthcare provider, if applicable. We may use Personal Information:

• To respond to your inquiries, fulfill your requests, and send you communications that you request, such as appointment confirmations and reminders.
• To send administrative information to you, for example, information regarding the Services and changes to our terms, conditions and policies.
• To provide you with functional medicine services and manage your care.
• To process payments and billing for services rendered.
• To personalize your experience on the Services.
• For our internal management and business purposes, such as data analysis, developing new services, enhancing, improving or modifying the Services, audits, fraud monitoring and prevention, identifying usage trends, and operating and expanding our business activities.
• As we believe to be necessary or appropriate: (a) to comply with legal process; (b) to respond to requests from public and government authorities; (c) to enforce our terms and conditions; (d) to protect our operations; or (e) to protect our rights, privacy, safety or property, and/or that of our affiliates, you or others.

Your Personal Information may be disclosed:

• To our third party service providers who provide services to us such as website hosting, data analysis, payment processing, information technology and related infrastructure provision, email delivery, auditing and other services.
• To third parties, such as your insurance or healthcare provider(s), consistent with your instructions or as required for treatment, payment, or healthcare operations.
• To comply with HIPAA (Health Insurance Portability and Accountability Act) requirements and other applicable healthcare privacy laws.
• In connection with a merger, sale, or other disposition of all or a portion of our assets.
• As we believe to be necessary or appropriate to comply with legal process, respond to government authorities, enforce our terms, or protect our rights and safety.

Other Information

Other Information We May Collect

"Other Information" is any information that does not reveal your specific identity or does not directly relate to an individual, such as:

• Browser and device information
• App usage data
• Information collected through cookies, pixel tags and other technologies
• Demographic information, and other information provided by you
• Aggregated information

If we are required to treat Other Information as Personal Information under applicable law, then we may use it for the purposes for which we use and disclose Personal Information as detailed in this Policy.

How We May Collect Other Information

We and our third party service providers may collect Other Information in a variety of ways, including:

• Through your browser or device: Certain information is collected by most browsers or automatically through your device, such as your MAC address, computer type, screen resolution, operating system name and version, device manufacturer and model, language, Internet browser type and version.
• Through your use of the Apps: When you download and use the Apps, we and our service providers may track and collect usage data.
• Using cookies: Cookies are pieces of information stored directly on the computer that you are using. Cookies allow us to collect information such as browser type, time spent on the Services, pages visited, language preferences, and other traffic data. We use this information for security purposes, to facilitate navigation, to display information more effectively, and to personalize your experience. If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows you to automatically decline cookies.
• Using pixel tags and other similar technologies: Pixel tags may be used in connection with some Services to track the actions of users and compile statistics about usage of the Services and response rates.
• IP Address: Your IP address is automatically assigned to the computer that you are using by your Internet Service Provider. We use IP addresses for purposes such as calculating usage levels, diagnosing server problems and administering the Services.
• Physical Location: We may collect the physical location of your device to provide you with personalized location-based services and content. You may be permitted to allow or deny such use.
• From you: Information such as your preferred means of communication is collected when you voluntarily provide it.
• By aggregating information: Aggregated Personal Information does not personally identify you or any other user of the Services.

We may use and disclose Other Information for any purpose, except where we are required to do otherwise under applicable law. In some instances, we may combine Other Information with Personal Information. If we do, we will treat the combined information as Personal Information as long as it is combined.

Mobile Opt-In and SMS Messaging

Collection and Use of Mobile Information

If you choose to provide us with your mobile phone number and opt-in to receive text messages (SMS) from us, we collect and use that information to send you appointment reminders, health information, promotional offers, and other communications you have requested or consented to receive.

Consent for SMS Communications

By providing your mobile phone number and opting in to receive SMS messages, you expressly consent to receive automated text messages from Hudson Functional Medicine at the phone number you provided. Consent is not a condition of purchase or use of our services. You may opt-out at any time by replying STOP to any text message you receive from us or by contacting us directly.

How We Obtain Consent

We obtain your consent for SMS communications in the following ways:

• Through explicit opt-in on our website contact forms or registration pages
• Through written consent forms provided during in-person visits
• Through verbal consent confirmed during phone conversations, which is documented in your patient record
• By texting a keyword to our designated short code or phone number

Message Frequency and Charges

Message frequency varies depending on your appointment schedule and the services you have requested. Standard message and data rates may apply as determined by your mobile carrier. We are not responsible for any charges incurred from your mobile carrier.

No Sharing of Mobile Opt-In Data

We do not share, sell, rent, or otherwise disclose your mobile opt-in data (including your mobile phone number and consent records) with any third parties or affiliates for marketing purposes. Your mobile information is used solely for the purposes you have consented to and is protected in accordance with this Privacy Policy and applicable laws, including HIPAA and the Telephone Consumer Protection Act (TCPA).

Carrier Information and Compliance

Our SMS messaging service is available on all major U.S. carriers including AT&T, Verizon, T-Mobile, Sprint, and others. We comply with all applicable carrier SMS policies and regulations. For help or support regarding SMS messages, reply HELP to any message or contact us using the information provided in this Privacy Policy.

Your Rights Regarding SMS Communications

You have the right to:

• Opt-out of SMS communications at any time by replying STOP
• Request information about our SMS program by replying HELP
• Update your mobile phone number by contacting us directly
• Withdraw your consent for SMS communications without affecting your ability to receive our services

Third Party Services

This Privacy Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties, including any third party operating any site or service to which the Services link. The inclusion of a link on the Services does not imply endorsement of the linked site or service by us or by our affiliates.

In addition, we are not responsible for the information collection, use, disclosure or security policies or practices of other organizations, such as Facebook, Apple, Google, Microsoft, or any other app developer, app provider, social media platform provider, operating system provider, wireless service provider or device manufacturer.

Security

We seek to use administrative, physical, and technical safeguards that are reasonable and appropriate for the protection of the Personal Information that we access, receive, process, maintain, archive, and/or transmit. We implement industry-standard security measures to protect your health information in compliance with HIPAA regulations.

Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the "Contacting Us" section below.

How You Can Access, Change or Suppress Your Personal Information

If you would like to review, correct, update, suppress or delete Personal Information that you have previously provided to us, you may do so by logging into your account within the Services or by contacting us. In your request, please make clear what Personal Information you would like to have changed, whether you would like to have your Personal Information suppressed from our database or otherwise let us know what limitations you would like to put on our use of your Personal Information.

For your protection, we may only implement requests with respect to the Personal Information associated with the particular email address that you use to send us your request, and we may need to verify your identity before implementing your request. We will try to comply with your request as soon as reasonably practicable.

Please note that we may need to retain certain information for recordkeeping purposes and/or to complete any transactions that you began prior to requesting a change or deletion.

Retention Period

We will retain your Personal Information for the period necessary to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law. For health information, we comply with applicable legal requirements regarding the retention of medical records, typically maintaining such records for a minimum of seven (7) years from the date of last treatment or as otherwise required by state or federal law.

Use of Services by Minors

The Services are not directed to individuals under the age of eighteen (18), and we request that they not provide Personal Information through the Services without parental consent. If you are a parent or guardian and believe your child has provided us with Personal Information, please contact us so we can delete such information.

HIPAA Notice of Privacy Practices

As a healthcare provider, Hudson Functional Medicine is required to maintain the privacy of your health information and to provide you with notice of our legal duties and privacy practices with respect to your health information. If you would like a copy of our Notice of Privacy Practices, which describes how we may use and disclose your health information in accordance with HIPAA, please contact us using the information provided below.

Updates to This Privacy Policy

We may change this Privacy Policy. The "Last Updated" legend at the top of this page indicates when this Privacy Policy was last revised. Any changes will become effective when we post the revised Privacy Policy on the Services. Your use of the Services following these changes means that you accept the revised Privacy Policy.

Contacting Us

If you have any questions about this Privacy Policy, please contact us at: