Privacy Policy

1. Who we are

This website, protocolhealthmd.com, is owned and operated by Protocol Health Support Services LLC (“Protocol Health,” “we,” “us,” or “our”), a management services organization based in Scarsdale, New York. Protocol Health is not a medical practice, pharmacy, or laboratory, and does not provide medical care.

Medical care is provided by Dentico Medical Services, PLLC and other independent, licensed medical practices and provider networks (together, the “Providers” or the “Medical Group”). This Privacy Policy applies to information collected through the website and our non-clinical business operations.

2. Website privacy vs. protected health information (HIPAA)

There is an important distinction between (a) general information collected through this website and our administrative operations, which is covered by this Privacy Policy, and (b) protected health information (“PHI”) created or maintained by the Providers as part of your medical care, which is governed by the Health Insurance Portability and Accountability Act (HIPAA) and the Providers’ separate HIPAA Notice of Privacy Practices.

When you become a patient, your clinical information is handled by your treating Providers and their systems under HIPAA and applicable law. Where Protocol Health handles PHI on behalf of the Providers, it does so as a business associate under a business associate agreement.

3. Information we collect

Information you provide directly: your name, contact details (email, phone, mailing address), date of birth, appointment and service preferences, intake responses, messages you send us, payment and billing details processed through our payment providers, and any other information you choose to share through forms, calls, email, or in person.

Information collected automatically: limited technical and usage data such as IP address, browser and device type, pages viewed, referring pages, and general interaction data collected through cookies and similar technologies.

Information from third parties: we may receive information from service providers, provider networks, laboratories, pharmacies, or partners that support scheduling, communications, testing, or fulfillment, consistent with applicable law and any agreements in place.

4. How we use information

We use information to respond to inquiries; schedule and coordinate in-person and telehealth appointments; facilitate communication between you and your Providers; process payments; operate, secure, and improve the website and our services; send administrative and, where permitted, marketing communications; and comply with legal, regulatory, and safety obligations.

We do not use your information to make clinical decisions. Clinical decisions are made solely by your licensed Providers based on your evaluation.

5. How we share information

We do not sell your personal information. We may share information with: the Providers and provider networks involved in your care; service providers that operate our website, scheduling, communications, analytics, and payment processing; third-party pharmacies and laboratories that fulfill prescriptions or testing; and professional advisors, in each case subject to appropriate confidentiality and, where applicable, business associate obligations.

We may also disclose information when required by law, regulation, subpoena, or legal process; to protect the rights, property, or safety of patients, staff, the public, or Protocol Health; or in connection with a business transaction such as a merger, financing, or sale of assets.

6. Cookies and tracking technologies

The website may use cookies, pixels, and analytics tools to remember preferences, understand how the site is used, and improve performance and content. You can adjust your browser settings to limit or block cookies, though some features may not function as intended if you do.

7. Data retention and security

We retain information for as long as needed to provide our services, operate our business, and meet legal, tax, and recordkeeping requirements. Medical records are retained by the Providers in accordance with applicable law.

We use reasonable administrative, technical, and physical safeguards designed to protect information. No website, email, or electronic transmission can be guaranteed to be completely secure, and you share information at your own risk.

8. Your rights and choices

You may contact us to review or update your contact information, ask a privacy question, or opt out of non-essential marketing communications. Depending on your state of residence, you may have additional rights regarding your personal or consumer health data; we will honor applicable rights as required by law.

Requests to access, amend, or restrict medical records maintained by the Providers should be directed to the Providers under their HIPAA Notice of Privacy Practices.

9. Children’s privacy

The website and services are intended for adults 18 and older. We do not knowingly collect personal information from children through the website. If you believe a child has provided information, please contact us so we can address it.

10. Changes to this Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date above. Your continued use of the website after changes are posted means you accept the updated Policy.