PRIVACY POLICY

ZOVA Chiropractic Rehab Center
Effective Date: November 12, 2025
Last Updated: November 12, 2025

NOTICE OF PRIVACY PRACTICES

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

1. OUR COMMITMENT TO YOUR PRIVACY

ZOVA Chiropractic Rehab Center ("ZOVA," "we," "us," or "our") is committed to protecting the privacy and security of your personal and health information. This Privacy Policy describes our practices concerning the collection, use, and disclosure of your information in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable laws.

2. INFORMATION WE COLLECT

2.1 Protected Health Information (PHI)

We collect and maintain health information that may include:

• Personal Identifiers: Name, address, phone number, email address, date of birth, Social Security number

• Medical History: Past and current health conditions, symptoms, diagnoses, treatment plans

• Treatment Information: Chiropractic adjustments, acupuncture treatments, exercise therapy, rehabilitation progress

• Insurance Information: Insurance provider, policy numbers, claims information

• Payment Information: Billing records, payment history, credit card information

• Clinical Notes: Doctor's observations, treatment plans, progress notes

• Diagnostic Information: X-rays, imaging studies, examination findings

• Referral Information: Information from or to other healthcare providers

2.2 Website Information

When you visit our website (www.zovabody.com), we may collect:

• Technical Information: IP address, browser type, device information, operating system

• Usage Data: Pages visited, time spent on site, referring websites

• Form Submissions: Contact forms, appointment requests, email communications

• Cookies: Small files stored on your device to enhance website functionality

3. HOW WE USE YOUR INFORMATION

3.1 Treatment

We use your health information to:

• Provide chiropractic care, acupuncture, and rehabilitation services

• Coordinate care among our healthcare team

• Develop and implement treatment plans

• Monitor your progress and adjust treatments accordingly

• Provide exercise therapy and rehabilitation guidance

3.2 Payment

We use your information to:

• Bill you or your insurance company for services rendered

• Process payments and maintain billing records

• Verify insurance coverage and eligibility

• Obtain pre-authorization for treatments

• Respond to payment inquiries

3.3 Healthcare Operations

We use your information for:

• Quality assessment and improvement activities

• Staff training and education

• Compliance with legal and regulatory requirements

• Business planning and development

• Appointment scheduling and reminders

• Patient satisfaction surveys

4. HOW WE MAY DISCLOSE YOUR INFORMATION

4.1 Disclosures With Your Authorization

We will obtain your written authorization before using or disclosing your health information for purposes other than treatment, payment, or healthcare operations, except as described below.

4.2 Disclosures Without Your Authorization

We may disclose your health information without your authorization in the following circumstances:

To Other Healthcare Providers: When referred to specialists or other healthcare providers involved in your care.

To Family Members or Friends: When you are present and do not object, or in emergency situations when you are unable to object.

For Public Health Activities: To prevent or control disease, injury, or disability; to report adverse events related to products or services; or as required by law.

To Health Oversight Agencies: For audits, investigations, inspections, or licensing purposes.

In Response to Legal Proceedings: In response to a court order, subpoena, warrant, or similar legal process.

For Law Enforcement Purposes: To report certain injuries, comply with court orders, or identify suspects or victims.

To Prevent Serious Threats: When necessary to prevent a serious threat to health or safety.

For Workers' Compensation: As necessary to comply with workers' compensation laws.

To Business Associates: To third-party service providers who assist with our operations (e.g., billing services, IT support, practice management software), provided they agree to protect your information.

As Required by Law: When federal, state, or local laws require disclosure.

5. YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION

5.1 Right to Inspect and Copy

You have the right to inspect and obtain a copy of your health records. Requests must be made in writing. We may charge a reasonable fee for copying and mailing records.

5.2 Right to Amend

If you believe your health information is incorrect or incomplete, you may request an amendment. We may deny your request in certain circumstances, but will provide a written explanation.

5.3 Right to an Accounting of Disclosures

You have the right to receive a list of certain disclosures we have made of your health information, excluding disclosures for treatment, payment, and healthcare operations.

5.4 Right to Request Restrictions

You may request restrictions on how we use or disclose your information for treatment, payment, or healthcare operations. We are not required to agree to your request but will consider it carefully.

5.5 Right to Request Confidential Communications

You may request that we communicate with you about your health information by alternative means or at alternative locations (e.g., sending mail to a different address).

5.6 Right to a Paper Copy

You have the right to receive a paper copy of this Privacy Policy upon request, even if you have previously agreed to receive it electronically.

5.7 Right to Notification of a Breach

You have the right to be notified in the event of a breach of your unsecured protected health information.

6. EXERCISING YOUR RIGHTS

To exercise any of the rights described above, please submit a written request to:

ZOVA Chiropractic Rehab Center
Privacy Officer
[Insert Physical Address]
Email: [Insert Email]
Phone: [Insert Phone Number]

We will respond to your request within 30 days. If we need additional time, we will notify you of the reason for the delay and when you can expect a response.

7. WEBSITE PRIVACY

7.1 Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance your browsing experience. You can control cookie preferences through your browser settings.

7.2 Third-Party Services

We may use third-party services such as:

• Google Analytics: To analyze website traffic and usage patterns

• Social Media Plugins: To enable social sharing features

• Scheduling Software: To facilitate appointment booking

These third parties may collect information about your online activities. Please review their privacy policies for more information.

7.3 Links to Other Websites

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

8. SECURITY MEASURES

We implement appropriate technical, physical, and administrative safeguards to protect your information, including:

• Physical Security: Secure facilities with restricted access, locked file cabinets

• Technical Security: Encrypted data transmission, secure servers, firewalls, password protection

• Administrative Security: Staff training on HIPAA compliance, confidentiality agreements, regular security audits

• Access Controls: Limited access to patient information on a need-to-know basis

While we take reasonable measures to protect your information, no security system is completely secure. We cannot guarantee the absolute security of your information.

9. DATA RETENTION

We retain your health records in accordance with state and federal laws. Generally, we maintain records for a minimum of seven years from the date of last treatment, or longer if required by law. Records of minors are retained until they reach the age of majority plus the statute of limitations.

10. CHILDREN'S PRIVACY

We provide chiropractic and rehabilitation services to patients of all ages, including pediatric patients. When treating minors, we collect health information from parents or legal guardians and maintain it in accordance with HIPAA and applicable state laws regarding minors' healthcare privacy rights.

11. TELEHEALTH SERVICES

If we offer telehealth consultations, video appointments, or other remote services, your health information transmitted during these sessions is protected to the same extent as in-person visits. We use secure, HIPAA-compliant platforms for all telehealth communications.

12. MARKETING COMMUNICATIONS

We may send you appointment reminders, health tips, wellness information, and updates about our services. You may opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in emails

• Contacting our office directly

• Submitting a written request

You cannot opt out of communications regarding your treatment, appointments, or billing matters.

13. CHANGES TO THIS PRIVACY POLICY

We reserve the right to revise this Privacy Policy at any time. Changes will be effective immediately upon posting to our website. We will provide notice of material changes by:

• Posting the updated policy on our website with a new "Last Updated" date

• Making copies available at our office

• Providing notice during your next visit, if applicable

The revised policy will apply to all health information we maintain, including information created or received before the changes were made.

14. COMPLAINTS

If you believe your privacy rights have been violated, you may file a complaint with:

ZOVA Chiropractic Rehab Center
Privacy Officer
[Insert Physical Address]
Email: [Insert Email]
Phone: [Insert Phone Number]

Or with:

U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/complaints

You will not be penalized or retaliated against for filing a complaint.

15. CONTACT INFORMATION

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact:

ZOVA Chiropractic Rehab Center
[Insert Physical Address]
Tulsa, Oklahoma
Phone: [Insert Phone Number]
Email: [Insert Email]
Website: www.zovabody.com

Office Hours:
Monday, Tuesday, Thursday: 1:30 PM - 6:00 PM
Wednesday, Friday: 9:30 AM - 1:30 PM

16. ACKNOWLEDGMENT

By providing your information and receiving services at ZOVA Chiropractic Rehab Center, you acknowledge that you have received, reviewed, and understand this Privacy Policy. You consent to the collection, use, and disclosure of your information as described herein.

17. STATE-SPECIFIC RIGHTS

Depending on your state of residence, you may have additional privacy rights. Oklahoma residents and patients from other states should contact us to learn about any state-specific rights that may apply.

ZOVA Chiropractic Rehab Center
Helping You Live Your Fullest Life

This Privacy Policy complies with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule, 45 CFR Parts 160 and 164, and applicable state laws.