Privacy Policy

1. Scope

BackSmart Health Chiropractic (“we,” “us,” or “our”) respects your privacy and is committed to protecting the confidentiality, integrity, and security of the information you share through backsmarthealth.com, related landing pages, online forms, booking tools, portals, patient communications, and digital services (collectively, the “Site”).

This Website Privacy Policy explains what information we collect, how we use it, when we disclose it, how we safeguard it, and what choices and rights may be available to you. It applies to information collected online and through electronic communications connected to the Site.

This policy does not replace any separate patient consent, financial policy, or Notice of Privacy Practices that applies to protected health information handled in the course of care.

2. Information We Collect

Depending on how you interact with the Site and the services offered by BackSmart Health Chiropractic, we may collect the following categories of information:

• Identifiers and contact details, such as name, mailing address, email address, phone number, date of birth, emergency contact information, ZIP code, and similar identifying data.
• Appointment, intake, and care-related information, such as preferred dates and times, reason for visit, referral source, symptoms, pain complaints, health goals, accident details, pregnancy status, insurance details, uploaded documents, and information submitted through forms, chats, or secure portals.
• Protected health information and other sensitive information submitted in connection with patient care, scheduling, billing, insurance verification, records requests, treatment planning, or communications with the clinic.
• Payment and billing information, which may include billing address, payer information, claim-related data, payment card information handled through approved processors, or account status information.
• Demographic, preference, and interest information, such as survey responses, communication preferences, service interests, and feedback that helps us understand patient needs and improve our services.
• Technical and usage information, such as IP address, browser type, device identifiers, operating system, pages visited, referral URLs, form interactions, session data, cookies, tags, pixels, and similar tracking information.
• Consent records and communication settings, including whether you agreed to receive appointment reminders, newsletters, educational content, text messages, or other communications.

3. How We Collect Information

We may collect information directly from you, automatically through your use of the Site, or indirectly from other sources connected to the patient relationship.

For example, we may collect information when you complete a contact form, request an appointment, submit intake paperwork, communicate by email or text, call the clinic, make a payment, respond to a survey, interact with cookies or analytics tools, or authorize another person or provider to share information with us.

4. How We Use Information

We may collect, use, and disclose information for legitimate business, clinical, and operational purposes, subject to applicable law and, where required, your authorization. Those purposes may include:

• Internal record keeping and administration.
• Responding to inquiries, scheduling appointments, processing intake, managing the patient relationship, and delivering requested services.
• Providing, coordinating, billing for, and supporting health care and related administrative operations.
• Improving our services, evaluating patient needs, conducting quality improvement activities, and carrying out limited surveys or market research related to practice operations.
• Customizing the Site, patient communications, and educational materials based on user preferences and interests.
• Processing payments, verifying insurance coverage, supporting claims activity, investigating suspected fraud, maintaining records, and responding to legal, regulatory, licensing, or professional obligations.
• Operating, securing, monitoring, and improving the performance, accessibility, and user experience of the Site.
• Sending service-related and marketing communications where permitted by law and consistent with your preferences.

We do not condition treatment on consent to non-essential marketing communications. Protected health information is used or disclosed for marketing only when permitted by HIPAA and other applicable law, including obtaining authorization where required.

5. HIPAA And Protected Health Information

As a HIPAA covered health care provider, protected health information (“PHI”) that we collect, create, receive, maintain, or transmit is governed by HIPAA and related federal rules, as well as applicable state law.

When this Website Privacy Policy overlaps with our Notice of Privacy Practices, the more specific notice or stricter legal requirement will control.

Any page, form, portal, booking widget, chat feature, or communication channel on this Site that collects information identifying you and relating to your past, present, or future health status, treatment, or payment for care may involve PHI and is handled in accordance with applicable HIPAA requirements and safeguards.

Do not use website forms, standard email, or text messaging for medical emergencies. If you believe you are experiencing a medical emergency, call 911 or seek appropriate emergency medical care.

6. Cookies, Pixels, Analytics, And Online Tracking

BackSmart Health Chiropractic may use cookies, pixels, scripts, tags, call-tracking tools, local storage, analytics technologies, and similar tools to operate the Site, remember preferences, evaluate traffic, measure campaign performance, detect abuse, and improve functionality.

Traffic log cookies and similar analytics tools may help us identify which pages are being used so we can improve the website and tailor content to patient needs.

We do not use advertising or retargeting technologies on pages or workflows involving appointment requests, symptom details, intake information, insurance details, payment, or patient portal activity.

Any analytics, tracking, or technology vendor that receives PHI on our behalf is used only where the disclosure is permitted by HIPAA and other applicable law. Appropriate contractual safeguards, including a Business Associate Agreement when required, must be in place.

Most browsers allow you to accept, reject, or delete cookies. Disabling cookies may affect certain Site features.

7. Text Messages, Email, Telephone, And Marketing Preferences

If you provide a mobile number, email address, or telephone number, BackSmart Health Chiropractic may use it to send appointment reminders, intake requests, follow-up instructions, billing messages, practice updates, and other service communications.

With the required consent where applicable, BackSmart Health Chiropractic may also send newsletters, wellness content, special offers, or other promotional materials.

You may opt out of non-essential marketing communications at any time by using the unsubscribe mechanism provided in the communication or by replying as instructed in the message.

Message and data rates may apply to text communications.

Electronic communications may carry some risk of interception, delay, or misdelivery. They should not be used for medical emergencies.

8. When We Share Information

BackSmart Health Chiropractic may disclose information only as reasonably necessary and as permitted or required by applicable law, including:

• To clinicians, staff members, and contractors who need the information to perform their duties.
• To service providers that host, support, secure, or administer our systems, such as scheduling vendors, electronic health record vendors, secure form providers, payment processors, IT vendors, analytics providers, call-tracking providers, legal advisers, accountants, and email or SMS platforms.
• To business associates and subcontractors where HIPAA requires a written Business Associate Agreement or similar contractual protections.
• To insurers, payers, billing companies, clearinghouses, collections vendors, and other parties involved in payment or health care operations where permitted by law.
• To another provider, caregiver, personal representative, or person involved in your care when permitted or authorized.
• To government authorities, regulators, law enforcement, courts, licensing bodies, or professional advisers when required or permitted by law.
• In connection with a merger, financing, sale, reorganization, or transfer of assets, subject to applicable confidentiality and legal requirements.

BackSmart Health Chiropractic does not sell protected health information for third-party marketing in circumstances requiring authorization under HIPAA without first obtaining the authorization required by law.

9. Third-Party Links And Embedded Features

The Site may contain links to or integrations with third-party websites, maps, review platforms, payment portals, telehealth services, social media pages, embedded videos, calendars, scheduling services, or other widgets.

Independent third-party websites and services that you access outside our Site are governed by their own privacy practices and terms. We do not control the privacy, security, content, or data practices of independent third-party websites.

Third-party vendors that BackSmart Health Chiropractic engages to perform services on our behalf remain subject to applicable contractual, privacy, security, and HIPAA requirements. Where required, this includes a Business Associate Agreement governing the vendor’s handling of protected health information.

10. Data Security

BackSmart Health Chiropractic uses reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

Depending on the information involved and the systems used, safeguards may include access controls, privacy and security policies, workforce training, authentication protections, encryption, logging and monitoring, secure vendors, need-to-know limitations, and secure disposal procedures.

Our security practices are reviewed and adjusted as appropriate based on the sensitivity of the information, applicable legal requirements, available technology, and identified risks.

No website, transmission method, or electronic storage system can be guaranteed to be completely secure.

11. Retention And Destruction

We retain personal information, including protected health information, for as long as reasonably necessary to provide care, meet legal and regulatory obligations, administer the practice, and support the purposes described in this policy.

• Chiropractic patient records are retained for at least ten (10) years from the date of the patient’s last visit, as required by Ga. Comp. R. & Regs. r. 100-7-.07.
• Certain health-record items may also be subject to separate retention requirements under O.C.G.A. § 31-33-2, including requirements that specified records be retained for at least ten years from the date they were created.
• HIPAA-required documentation, including documentation required under the HIPAA Privacy Rule, is retained for a minimum of six (6) years from the date of creation or the date it was last in effect, whichever is later.
• Billing, insurance, tax, payment, administrative, and other business records are retained in accordance with applicable legal, contractual, insurance, payer, and recordkeeping requirements.
• Other website, analytics, communications, and operational records may be retained for periods appropriate to their purpose and applicable legal obligations.

When an applicable retention period ends and information is no longer required, records may be securely destroyed, deleted, or de-identified in accordance with applicable law and our information-management procedures.

12. Your Rights And Choices

Subject to applicable law and verification requirements, you may have rights relating to access, copies, corrections, restrictions, confidential communications, consent withdrawal, complaint submission, and marketing preferences.

For PHI governed by HIPAA, your rights are described more fully in our Notice of Privacy Practices.

Depending on the information involved and applicable law:

• You may request access to information we maintain about you, subject to applicable legal limits and verification requirements.
• You may ask that inaccurate or incomplete information be corrected.
• You may request certain restrictions or confidential communication methods where applicable.
• You may choose to limit or opt out of optional marketing communications.
• You may withdraw certain consents or authorizations where permitted by law.
• You may manage certain tracking technologies through your browser settings or other consent tools when available.
• You may submit questions or complaints regarding our privacy practices.
• If you are a resident of a state that grants additional data privacy rights, those rights may apply in addition to the rights described here.

You may contact Talia Aldrich, Office Manager, at (770) 888-4288 or through our Contact Us form to make a request or ask a privacy question.

We may need to verify your identity or legal authority before processing certain requests.

13. Minors And Representatives

If the clinic provides services to minors or dependents, BackSmart Health Chiropractic may collect, use, or disclose information through a parent, legal guardian, personal representative, or other legally authorized individual as permitted by law.

Rights relating to a minor’s information may vary depending on applicable federal and Georgia law, the individual’s age, legal authority, custody arrangements, confidentiality requirements, and the nature of the care provided.

When someone requests access to or control over another person’s information, we may require documentation establishing that person’s authority to act as the individual’s personal representative.

14. Changes To This Policy

We may update this Website Privacy Policy from time to time to reflect changes in our practices, technologies, services, or legal obligations.

The revised version will be posted on backsmarthealth.com with an updated effective date or last-updated date.

Material changes may also be communicated through additional methods when required by law or when we determine that additional notice is appropriate.

15. Contact Us

Questions about this Website Privacy Policy or requests concerning website privacy may be directed to:

Talia Aldrich, Office Manager
BackSmart Health Chiropractic
5610 Bethelview Road #300A
Cumming, GA 30040
Phone: (770) 888-4288
Contact BackSmart Health Chiropractic