Privacy Policy

This Privacy Policy explains how Robin Warner Neurology, PLLC (the "Practice," "we," "us," or "our") collects, uses, shares, and safeguards information when you visit our website (the "Site").

Summary of Key Points

• The Site collects limited information you choose to provide (for example, when you contact us).
• The Site also collects certain information automatically (for example, device identifiers, IP address, and usage data), including via cookies.
• We use Google Analytics on informational pages of the Site to understand how people use the Site.
• We do not use Google Analytics on pages where you schedule an appointment, access the patient portal, or submit clinical information.
• The Site contains third-party tools (Charm Health appointment booking) and link-outs (patient portal). Those third parties may collect information under their own policies.
• Patient health information handled in the course of providing care is governed by HIPAA and our Notice of Privacy Practices ("NPP"), not solely this Privacy Policy.
• You can control cookies through your browser settings, and Google provides tools to limit Google Analytics data collection.

1) Scope and Healthcare Privacy (HIPAA / New York)

This Privacy Policy applies to information collected through the Site.

If you are a patient, our use and disclosure of protected health information ("PHI") created or received while providing healthcare is governed by HIPAA and our Notice of Privacy Practices ("NPP"). The NPP describes how medical information about you may be used and disclosed and how you can access it. Our NPP is available upon request and is posted on our Site.

Please do not use the Site for medical emergencies. If you believe you may have an emergency, call 911 or go to the nearest emergency department.

New York law may provide additional protections for certain categories of health information. If applicable, those protections apply in addition to HIPAA.

2) Information We Collect

A. Information you provide

You may choose to provide information through the Site, such as:

• Name, email address, phone number
• Message content when you contact us

Please avoid submitting sensitive medical details through general website contact forms or standard email. When available, use the patient portal for clinical messages.

B. Information collected automatically

When you visit the Site, we (and service providers acting on our behalf) may collect:

• Device and browser information (such as browser type, operating system)
• IP address and general location derived from IP address
• Site usage data (pages viewed, time spent, referring/exit pages, interactions)
• Cookies and similar technologies (see Section 5)

3) How We Use Information

We use information to:

• Operate, maintain, and secure the Site
• Respond to inquiries and administrative requests
• Support scheduling workflows you initiate (for example, through third-party appointment tools)
• Understand Site performance and improve content and usability
• Detect and prevent fraud, abuse, and security issues
• Comply with applicable legal and professional obligations

4) How We Share Information

We may share information:

• With vendors and service providers that help us operate the Site (for example, hosting, security, analytics, IT support). We seek to require appropriate confidentiality and security protections contractually.
• With third-party tools you choose to use through the Site (see Section 6). Those providers may collect and process information under their own terms and privacy policies.
• For legal and safety reasons, such as to comply with law, respond to lawful requests, protect rights and safety, and investigate or prevent security issues.
• In connection with a business transaction (for example, a merger, acquisition, or asset sale), consistent with applicable law.
• With your direction or consent.

We do not use the Site to sell personal information for monetary consideration.

5) Cookies, Google Analytics, and Similar Technologies

Cookies are small data files stored on your device. We use cookies and similar technologies (such as pixels, tags, or log files) to support Site functionality, help keep the Site secure, and understand how visitors use the Site.

Google Analytics

We use Google Analytics on informational pages of the Site to help measure and analyze Site usage (for example, what pages are visited and how visitors navigate the Site). Google may set or read cookies or similar identifiers in connection with Google Analytics.

Important: We do not use Google Analytics on pages where you schedule an appointment, access the patient portal, or submit clinical information.

Your choices

• Browser controls: You can block or delete cookies using your browser settings. If you disable cookies, some Site features may not function as intended.
• Google controls: Google offers tools that may allow you to opt out of certain Google Analytics data collection (for example, the Google Analytics Opt-out Browser Add-on) and to manage certain advertising-related settings (where applicable).

6) Third-Party Features and Link-Outs (Charm Health, Patient Portal, Possible Future Tools)

The Site may include third-party features and link-outs. When you interact with these features, the third party may collect information directly from you and your device. We encourage you to review the privacy policies of any third-party services you use.

Charm Health embedded appointment booking

We offer an embedded appointment booking widget provided by Charm Health (for example, within an embedded frame). Information you submit through the widget is processed through Charm Health systems and may be handled as part of our administrative and clinical workflows.

Patient portal link-out

The Site includes a link to a patient portal. When you click through, you are interacting with a third party's site or platform and their privacy practices apply.

Third-party reviews and directories (not currently embedded)

From time to time, we may link to or integrate third-party services such as provider directories or review platforms (for example, Zocdoc). If we add links or embedded content from these services, they may collect information when you view or interact with that content. Any such collection is governed by the third party's policies.

7) Data Security and New York SHIELD Act

We use administrative, technical, and physical safeguards designed to protect information collected through the Site. No method of transmission over the internet or electronic storage is completely secure, so we cannot guarantee absolute security.

Referrer information: We take steps intended to limit the amount of referrer information your browser shares when navigating from certain Site pages to third-party services.

If a data security incident involves certain categories of "private information" of New York residents, New York's SHIELD Act may require reasonable safeguards and, in some situations, notification to affected individuals and, where applicable, regulators.

8) How Long We Keep Information

We keep information for as long as reasonably necessary to:

• Provide the Site and related services you request
• Maintain appropriate security and operational records
• Comply with legal, regulatory, and professional obligations

When we no longer need information for these purposes, we take reasonable steps to delete it, de-identify it, or store it in a manner that limits further use, consistent with applicable law and our retention practices.

Medical records and PHI are retained and handled under our NPP and applicable healthcare recordkeeping requirements, which may differ from Site-related information.

9) Your Rights and Choices

To the extent required by applicable law and depending on the nature of the information, you may request:

• Access to certain Site-related information we maintain about you
• Correction of certain inaccurate Site-related information
• Deletion of certain Site-related information, subject to legal and operational exceptions

To make a request, contact us using the information in Section 13. We may need to verify your identity before fulfilling certain requests.

Note: Requests relating to medical records or PHI are handled under HIPAA and our NPP.

10) Children's Privacy

The Site is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the Site. If you believe a child has provided personal information through the Site, please contact us so we can address it.

11) Do Not Track

Some browsers include a "Do Not Track" (DNT) signal. Because there is no uniform industry standard for DNT, the Site does not respond to DNT signals in a consistent way.

12) Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top indicates the most recent revision. Changes are effective when posted on the Site.

13) Contact Us

Robin Warner Neurology, PLLC
Attn: Privacy Contact
Phone: 201-719-5910
Email: [email protected]