Privacy Policy

1. Introduction

AccidentDoc Pasadena ("we," "our," or "us") is committed to protecting the privacy and security of your personal and medical information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, submit forms, or receive medical services at our facility located at 4102 Woodlawn Ave Suite 230, Pasadena, TX 77504.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

Personal Information

When you submit our online evaluation form or contact us, we collect:

• Full name and contact information (phone number, email address, mailing address)
• Date of birth and demographic information
• Details about your accident (date, location, type of incident)
• Current injury symptoms and medical concerns
• Insurance information (if applicable)
• Attorney information (if you are represented)

Protected Health Information (PHI)

During medical evaluations and treatment, we collect:

• Complete medical history and prior injuries
• Physical examination findings and diagnostic test results
• Treatment plans, prescriptions, and therapy records
• Progress notes and follow-up visit documentation
• Billing and insurance claim information

Website Analytics

We automatically collect certain technical information when you visit our website:

• IP address and browser type
• Device information and operating system
• Pages viewed and time spent on site
• Referral source (how you found our website)
• Geographic location (city/state level only)

3. How We Use Your Information

We use your information for the following purposes:

• Medical Treatment: To provide diagnosis, treatment plans, prescriptions, and ongoing care for your injuries
• Appointment Scheduling: To contact you about appointments, send reminders, and reschedule as needed
• Case Coordination: To communicate with your attorney about your medical treatment and case progress
• Billing and Payment: To process Letter of Protection agreements, submit insurance claims, and manage billing
• Legal Documentation: To prepare medical reports, affidavits, and documentation for personal injury claims
• Website Improvement: To analyze site usage and improve user experience
• Legal Compliance: To comply with Texas medical record laws and HIPAA regulations

4. HIPAA Compliance and PHI Protection

As a HIPAA-covered entity, we are legally required to:

• Maintain the privacy and security of your protected health information (PHI)
• Notify you of our legal duties and privacy practices
• Follow the terms of our current Notice of Privacy Practices
• Notify you if we are unable to agree to a requested restriction
• Accommodate reasonable requests to communicate health information by alternative means or locations

Security Safeguards

We implement administrative, physical, and technical safeguards to protect your PHI:

• Encrypted electronic medical records systems
• Secure file storage with restricted access
• Password-protected computers and networks
• Employee confidentiality agreements and HIPAA training
• Physical security measures at our facility
• Regular security audits and risk assessments

5. Data Sharing and Third Parties

We may share your information only in the following circumstances:

With Your Consent

• Attorney Referrals: If you request a personal injury attorney referral, we share your contact information and basic case details with attorneys in our network
• Medical Records Requests: We provide copies of your medical records to you, your attorney, or other healthcare providers when you authorize us in writing

Legal Obligations

• Court orders, subpoenas, or legal proceedings
• Law enforcement investigations as required by law
• Public health reporting (e.g., communicable diseases)
• Workers' compensation claims (when applicable)

Service Providers

We use the following third-party services:

• Basin (usebasin.com): Our contact form service. Forms submitted through https://usebasin.com/f/667abd93ada4 are encrypted and stored securely. Basin does not sell or share your data with third parties.
• Email/Phone Providers: We use standard business email and phone services to contact you about appointments and case updates

6. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to improve functionality and analyze site usage:

• Essential Cookies: Required for website functionality (e.g., form submission, navigation)
• Analytics Cookies: Help us understand how visitors use our site (Google Analytics or similar)
• Performance Cookies: Remember your preferences for future visits

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

7. Your Privacy Rights

Under HIPAA and Texas law, you have the following rights:

Right to Access

You may request copies of your medical records at any time. We will provide records within 30 days. There may be a reasonable fee for copying and mailing.

Right to Correction

If you believe your medical records contain errors, you may request corrections. We will review your request and make changes if appropriate.

Right to Deletion

You may request deletion of personal information collected through our website. Note that we cannot delete medical records required by law to be retained for 7 years.

Right to Opt-Out

You may opt out of appointment reminders, text messages, or email communications at any time by:

• Replying STOP to text messages
• Clicking "unsubscribe" in emails
• Calling us at (346) 560-7001

Right to Data Portability

You have the right to receive your medical records in an electronic format to transfer to another healthcare provider.

Right to File a Complaint

If you believe your privacy rights have been violated, you may file a complaint with:

• Our Privacy Officer at (346) 560-7001
• U.S. Department of Health and Human Services Office for Civil Rights

8. Data Retention

We retain information as follows:

• Medical Records: Minimum 7 years from date of last treatment (Texas law requirement)
• Billing Records: Minimum 7 years for tax and audit purposes
• Website Forms: Contact information retained until you request deletion
• Analytics Data: Aggregated and anonymized data retained indefinitely for site improvement

After retention periods expire, records are securely destroyed through shredding (paper) or permanent deletion (electronic).

9. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from minors without parental consent. If we learn we have collected information from a child under 18 without parental consent, we will delete it promptly.

For minors receiving medical treatment, a parent or legal guardian must provide consent and will have access to the minor's medical records as permitted by law.

10. International Visitors

AccidentDoc Pasadena is located in Texas, USA. Our website and services are intended for individuals in the United States. If you access our website from outside the US, your information will be transferred to and stored on servers in the United States.

By using our services, you consent to the transfer of your information to the United States, where privacy laws may differ from your country of residence.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last Updated" date at the top of this page indicates when the policy was last revised.

Material changes will be communicated by:

• Posting a notice on our website homepage
• Sending an email to patients (if email address on file)
• Providing updated notices at our facility

Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: