Privacy Policy

Hartter Chiropractic & Wellness is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Protected Health Information (PHI) collected during your care — including medical history, treatment records, and billing information — is maintained in our ChiroTouch practice management system and is handled in accordance with HIPAA and the HITECH Act.

We use PHI to provide treatment, arrange payment, and support healthcare operations. We will not disclose your PHI for marketing, sale, or any non-treatment purpose without your written authorization, except as required or permitted by law.

We collect the following categories of information:

• Personal information you provide directly: name, email, phone number, date of birth, address, and emergency contact — collected via online intake forms, booking, and in-office registration.
• Health information: medical history, symptoms, treatment notes, and progress records collected during your visits and stored in ChiroTouch.
• Payment and billing information: processed securely through our payment provider; we do not store full card numbers on our servers.
• Website information: IP address, browser type, pages visited, and usage data collected automatically via cookies and analytics tools.
• Course and Academy data: enrollment records, quiz results, and completion certificates stored in our learning platform.

We use your information to:

• Provide chiropractic care, schedule appointments, and communicate with you about your treatment.
• Process payments, submit insurance claims, and manage billing.
• Send appointment reminders, intake instructions, and practice updates.
• Deliver Academy courses, track progress, and issue certificates.
• Improve our website, services, and patient experience.
• Comply with legal, regulatory, and licensing requirements.

By providing your mobile phone number and opting in, you consent to receive text messages (SMS/MMS) from Hartter Chiropractic & Wellness at that number. These messages may include appointment confirmations and reminders, scheduling changes, recall and follow-up notices, billing and balance reminders, responses to your questions, and occasional practice updates such as holiday hours or new services.

Message frequency varies — typically 2 to 4 messages per month, and more often around a scheduled visit. Message and data rates may apply. Consent to receive text messages is not a condition of receiving care, treatment, or any purchase.

You can opt out at any time by replying STOP to any message. After you reply STOP, we will send a single confirmation and then stop sending text messages to that number. For help, reply HELP, or contact us at (585) 475-1333 or hartterchiropracticfrontdesk@gmail.com. Mobile carriers are not liable for delayed or undelivered messages.

We do not sell or share your mobile phone number or your text messaging opt-in data with any third parties or affiliates for marketing or promotional purposes. See our SMS Terms & Conditions for the full program terms.

When you book an appointment through our FullSlate scheduling portal, the information you provide is transmitted securely and shared between FullSlate and our practice management system. FullSlate's handling of your data is governed by its own privacy policy. We encourage you to review FullSlate's terms when booking.

ChiroTouch is our HIPAA-compliant electronic health record and practice management platform. All clinical documentation, scheduling, and billing records are stored in ChiroTouch, which provides encryption, access controls, and audit logging designed to meet HIPAA security requirements. Access to PHI within ChiroTouch is restricted to authorized staff members with a legitimate need to view your records.

Our website uses cookies and similar technologies to remember preferences, measure traffic, and understand how visitors use the site. We use Google Analytics and Google Search Console to collect aggregated, non-identifying usage data. You can control cookies through your browser settings; disabling them may limit some website features.

We do not sell your personal or health information. We may share information only in these circumstances:

• With your written authorization for any purpose not already covered by treatment, payment, or operations.
• With healthcare providers, specialists, or facilities involved in your care, as permitted by HIPAA.
• With insurance carriers or billing partners for payment and claims processing.
• With service providers (such as ChiroTouch, FullSlate, and our payment processor) under Business Associate Agreements that require HIPAA-level safeguards.
• When required by law, court order, or to protect the safety of our patients, staff, or the public.

We maintain administrative, technical, and physical safeguards designed to protect your information in compliance with HIPAA. These include encrypted storage, secure access controls, staff training, and regular reviews of our systems. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

You have the right to:

• Request access to or a copy of your protected health information.
• Request an amendment to your records if you believe they are inaccurate.
• Request restrictions on certain uses or disclosures of your PHI.
• Receive an accounting of certain disclosures of your PHI.
• Request confidential communications by an alternative means or location.
• Opt out of non-essential marketing communications at any time.

To exercise any of these rights, contact our Privacy Officer using the information below. We will respond within the timeframes required by HIPAA and applicable law.

We do not knowingly collect personal information from children under 13 without parental consent. For minors receiving chiropractic care, a parent or guardian must complete intake and consent forms. Student-Athlete Spine Certification enrollments require a parent or guardian to register on behalf of the athlete.

We retain health records in accordance with New York State and HIPAA retention requirements — typically a minimum of six (6) years from the date of last service, or longer for minors. Website and non-clinical data is retained only as long as necessary for the purpose it was collected.

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

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

Hartter Chiropractic & Wellness
Attn: Privacy Officer
3543 Winton Place, Rochester, NY 14623
Phone: (585) 475-1333
Email: hartterchiropracticfrontdesk@gmail.com