Notice of Privacy Practices

Information We Collect

When you submit an appointment request through this website, we collect the contact details you provide: your name, email address, phone number, preferred location, visit type, and preferred language. We do not ask for medical history or clinical information on this website — your medical history, consents, and health records are collected and stored only in our HIPAA-compliant patient portal (eIVF), which is accessed over an encrypted connection.

Like most websites, we may also collect technical information such as browser type, device type, and pages visited. This information is used only to understand how the site is used and to improve it.

How We Use Your Information

Information you submit is used to respond to your consultation request, schedule appointments, and provide the clinical care and communication you have asked for.

We do not sell your personal information. We do not share it with third parties for their own marketing purposes.

Your Rights Under HIPAA

Once you become a patient, the health information we create and maintain about you is protected health information under the Health Insurance Portability and Accountability Act (HIPAA). You have the right to:

• — Receive a copy of this Notice of Privacy Practices
• — Inspect and obtain a copy of your medical record
• — Request corrections to your health information
• — Request restrictions on certain uses and disclosures
• — Receive an accounting of disclosures we have made
• — Request confidential communications by alternative means or locations
• — File a complaint if you believe your privacy rights have been violated

How We Protect Your Information

We maintain administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of your information, including access controls, encrypted transmission, and workforce training on privacy obligations.

Please note that no method of transmission over the internet is entirely secure. For this reason, we ask that you do not send sensitive medical details through the general contact form on this site — those are best discussed directly with your care team.

How Long We Keep Your Information

Appointment-request contact details submitted through this website are sent to and stored in our CRM platform (Zoho), where they are used only to respond to your inquiry and schedule your care. We review and purge these records on a routine basis, and no later than 24 months after the matter is resolved, unless a longer period is required by law or to defend a legal claim.

No medical records or protected health information are created or stored on this public website. All clinical records are maintained in our HIPAA-compliant patient portal (eIVF) and follow its own retention schedule.

How We Use and Disclose Health Information

Once you become a patient, your protected health information (PHI) may be used and disclosed for treatment, payment, and health care operations (TPO) — for example, coordinating care among our physicians, laboratories, and clinics; obtaining payment from your insurer; and conducting quality and safety activities.

For uses and disclosures of PHI that are not for TPO, we will obtain your written authorization, except where HIPAA permits or requires disclosure without authorization (such as to public health authorities, as required by law, or in response to a lawful subpoena). You may revoke an authorization in writing at any time, subject to limited exceptions.

Breach Notification

If a breach of unsecured protected health information affecting you occurs, we will notify you without unreasonable delay and no later than 60 calendar days after we discover the breach, as required by the HIPAA Breach Notification Rule. Notification will be delivered by mail or email, as appropriate.

Our Business Associates

We engage service providers who perform functions on our behalf involving the use or disclosure of PHI. These business associates are bound by written Business Associate Agreements (BAAs) requiring them to safeguard your information. They include our patient-portal and electronic health-record platform (eIVF), our secure email and productivity provider, and our cloud hosting and content-delivery provider (Cloudflare).

Third-Party Analytics

This website uses Google Tag Manager (container GTM-TLN399PK) to measure site traffic and improve content on our general marketing pages. Google is not a HIPAA business associate, so we do not transmit, and will never instruct you to enter, any protected health information (PHI) through this site to Google.

To protect your information, analytics are switched off on the pages where you may submit personal or health-related details — specifically our contact and appointment-request forms. On those pages the Google tags do not load at all, so no form data or page activity from them is sent to Google. The contact details you submit through the form are sent to our customer-relationship-management (CRM) platform (Zoho) so our care team can respond and schedule your visit — they are not routed through Google.

On other pages, analytics may record technical information such as pages visited, device and browser type, and approximate location derived from your IP address. You can limit tracking by enabling "Do Not Track" in your browser or using a content blocker. For Google's own data practices, see Google's Privacy & Terms.

California Privacy Rights

If you are a California resident, you have the right to know what personal information we collect, to request deletion of that information, to opt out of any sale or sharing, and to receive equal service regardless of whether you exercise these rights. To make a request, contact us using the information below.

Questions or Requests

If you have questions about this notice, or wish to exercise any of the rights described above, please contact our Privacy Officer at Incinta Reproductive Fertility Center using the phone number or address listed below, or by email at privacy@irfc.com.