Privacy Policy
1.1Introduction
NovaSpine Pain Institute ("NovaSpine," "we," "our," or "us") is committed to protecting your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website (novaspine.net), use our online booking tools, or communicate with us digitally.
This policy applies to information collected through our website and digital properties. It does not apply to information collected in person at our clinic locations, which is governed by our HIPAA Notice of Privacy Practices provided to you at the time of service.
1.2Information We Collect
Information You Provide Directly
When you fill out a contact form, request an appointment, or communicate with us through our website or chat tools, we may collect your full name, email address, phone number, a general description of your condition or reason for inquiry, preferred appointment times and location, and any other information you choose to share.
Information Collected Automatically
When you visit our website, we may automatically collect your IP address and general geographic location, browser type and device information, pages visited and time spent on each page, referring website or search query, and cookie identifiers (see Section 1.6).
Information From Our AI Communication Tools
NovaSpine uses an AI-powered communication assistant ("Layla") to help answer general questions and assist with appointment scheduling. Conversations with Layla may be stored to improve response quality and to follow up on your inquiry. Layla is not a physician, cannot provide medical advice, and any information shared with Layla is treated as general inquiry data, not protected health information (PHI) under HIPAA.
1.3How We Use Your Information
We use the information we collect to respond to your inquiries and schedule consultations, send appointment confirmations and reminders, follow up on requests submitted through our website or AI assistant, improve our website and digital communication tools, send promotional communications where you have opted in, and comply with applicable law. We do not sell your personal information to third parties.
1.4How We Share Your Information
We may share your information with our staff and physicians to coordinate your care and respond to your inquiry, with service providers who assist with website hosting, appointment systems, and communication platforms under confidentiality agreements, and with legal or regulatory authorities when required by law. We do not share your information with advertisers or data brokers.
1.5HIPAA Notice
Information you share through our website contact forms and AI assistant is pre-treatment inquiry data and may not qualify as Protected Health Information (PHI) under HIPAA at the time it is collected. However, once you become a patient of NovaSpine Pain Institute, all health-related information is subject to our full HIPAA Notice of Privacy Practices, provided separately at intake.
For questions about your rights as a patient under HIPAA, contact our Privacy Officer at: privacy@novaspinepain.com
1.6Cookies and Tracking
Our website uses cookies and similar tracking technologies to improve your experience. You may disable cookies in your browser settings; however, some features of our website may not function properly without them. We may use Google Analytics or similar tools to understand website traffic patterns. These tools collect anonymized data and do not identify you personally.
1.7Data Retention
We retain inquiry and contact data for up to 24 months to support follow-up and service improvement. You may request deletion of your data at any time (see Section 1.8).
1.8Your Rights
Depending on your state of residence, you may have the right to request access to the personal information we hold about you, request correction of inaccurate information, request deletion of your information, and opt out of promotional communications at any time.
To exercise any of these rights, contact us at privacy@novaspinepain.com or call (623) 977-4747.
1.9Children's Privacy
Our website is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has submitted information through our website, contact us immediately.
1.10Changes to This Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last Updated" date. Continued use of our website following any changes constitutes acceptance of the updated policy.