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Trusted Doctors Privacy Policy

2026-07-09

Version:

0.2
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{CLIENT_NAME}
Website Privacy Policy
{CLIENT_URL}

1. Who We Are

{CLIENT_NAME} ("Trusted Doctors," "we," "us," or "our") is a Managed Service Organization that provides administrative and operational support to a network of independent pediatric practices across Virginia, Maryland, and Washington D.C.

This Privacy Policy explains how we collect, use, and share information from visitors to our website at {CLIENT_URL}(the "Site"). The Site is an informational and navigation resource, it is not used to collect patient payments, submit medical forms, or access patient health records. This Site is intended for adults: parents, legal guardians, and caregivers seeking a pediatric practice, as well as individuals with billing or employment questions.

Note on Patient Medical Records: This Policy applies only to the {CLIENT_URL} marketing website. It does not govern patient protected health information (PHI). PHI is covered by the HIPAA Notice of Privacy Practices available from each individual member practice.

2. Information We Collect

Information You Provide Directly

When you interact with the Site, you may voluntarily provide:

  • Your name, email address, and phone number when you submit a contact, inquiry, or career form
  • Your message content when you contact us through the Site
  • Any other information you choose to provide when communicating with us

Information Collected Automatically

When you visit the Site, our website platform and analytics tools automatically collect:

  • IP address and general location (city/region level)
  • Browser type and version, device type, and operating system
  • Pages visited, time spent on each page, and navigation path through the Site
  • The URL of the page you visited before arriving at our Site
  • Date and time of your visit

3. How We Use Your Information

We use information collected through this Site to:

  • Communications: to respond to questions or messages you send through our contact forms.
  • Payment processing: to facilitate online co-pay or bill payment through our third-party payment partners.
  • Site operation and security: to maintain the security and functionality of our website and detect unauthorized activity.
  • Legal compliance: to comply with applicable federal and state privacy laws.

4. Third-Party Services and Vendors

Our website integrates with certain third-party service providers for payment processing, portal access and maps. Each of these vendors has its own privacy policy, and where they handle your health information, they are bound by HIPAA Business Associate Agreements with our practice.

  • Phreesia: Patient intake system collects demographic, insurance, and pre-visit health history information before your appointment.
  • InstaMed: Online payment processing handles co-pay and bill payments. InstaMed does not store full payment card numbers on our behalf.
  • InteliChart (Patient Portal): Patient portal provides secure access to health records, appointment requests, test results, and secure messaging with your care team
  • Healow: Patient portal and mobile app, enables appointment scheduling, health record access, and secure communication with your care team.
  • Our Site includes a Google Maps embed on our Contact page. Google Maps may set its own cookies when you interact with the map. Please review Google's Privacy Policy at policies.google.com/privacy for details. Our Site also links to social media platforms; visiting those links will take you to third-party sites with their own privacy practices.
  • Jot Form: Form system to collect contact information on our contact, billing, and career pages. https://www.jotform.com/privacy/

5. Children's Privacy

Trusted Doctors MSO is a management services organization. We do not provide direct medical care. The Site is intended for adults: parents, guardians, and caregivers seeking pediatric care for their children, or adults with billing or employment questions.

We do not direct this Site to children, and we do not knowingly collect personal information directly from children under the age of 13. All contact forms on this Site are intended to be completed by an adult.

If you believe a child under 13 has submitted personal information through this Site without parental consent, please contact us immediately at {CLIENT_EMAIL}. We will promptly review and remove such information from our records.

6. Cookies and Tracking Technologies

Our Site uses cookies (small text files placed on your device) and similar technologies to help the Site function and to understand how it is used.

Type

Purpose

Can Be Declined?

Strictly Necessary

Required for the Site to function. Set by our platform provider. Cannot be disabled.

No

Functional

Remember your language preference (English/Spanish) and other settings to improve your experience.

Yes

7. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information. To exercise any right, contact us using the information in Section 11.

All Visitors

  • Request a copy of personal information we hold about you collected through this Site
  • Ask us to correct inaccurate information
  • Ask us to delete your information (subject to legal retention requirements)
  • Opt out of marketing communications (where applicable)

EU and UK Residents (GDPR / UK GDPR)

You additionally have the right to: restrict processing, object to processing based on legitimate interests, receive your data in a portable format, and lodge a complaint with your local data protection authority.

Our lawful bases for processing are: legitimate interests (operating and improving the Site); contract performance (responding to inquiries and applications you initiate); consent (non-essential cookies); and legal obligation (where required by law).

California Residents (CCPA / CPRA)

You have the right to know what personal information we collect and how it is used, to request deletion, to correct inaccurate data, and to non-discrimination for exercising your rights. We do not sell personal information or share it for cross-context behavioral advertising.

8. How Long We Keep Your Information

We keep personal information collected through this Site only as long as needed for the purposes described in this Policy or as required by law. The table below shows our intended retention periods.

Data Type

Retention Period

Contact form submissions

3-6 months

Server / access logs

90 days (managed by Remedy Connect – website host)

9. Security

We implement reasonable technical and organizational measures to protect personal information collected through this Site from unauthorized access, use, disclosure, or modification. Our website platform provider, Office Practicum, maintains security standards for the underlying platform infrastructure.

No internet transmission or electronic storage system is completely secure. If you believe your information has been compromised, please contact us at {CLIENT_EMAIL}

10. Links to Other Websites

This Site includes links to our member practice websites and to third-party services such as patient portal providers, bill payment platforms, and telehealth services. When you click one of these links, you leave the Trusted Doctors MSO website. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before submitting personal information.

11. Contact Us / Privacy Requests

For questions about this Privacy Policy, to exercise your privacy rights, or to report a privacy concern, please contact us:

{CLIENT_NAME}
Privacy Contact
{CLIENT_ADDRESS}

We respond to privacy requests within 30 days.

12. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices or applicable law. When we make material changes, we will update the 'Last Updated' date at the top of this page. Your continued use of the Site after changes are posted constitutes your acceptance of the updated Policy.


Changes from the previous version.