Privacy Policy

Effective Date: [07/23/2026]
Last Updated: [07/13/2026]

​

DermoVox LLC respects your privacy and is committed to protecting the personal and health information you share with us. This Privacy Policy explains how DermoVox collects, uses, stores, and discloses information when you visit our website, schedule an appointment, communicate with us, or receive virtual or in-person healthcare services.
 

This website Privacy Policy is separate from DermoVox’s Notice of Privacy Practices, which explains how protected health information may be used and disclosed in connection with healthcare treatment and describes patient rights under HIPAA. Covered healthcare providers are generally required to provide patients with a Notice of Privacy Practices no later than the first date services are provided. 

​

1. Information We Collect

DermoVox may collect information you voluntarily provide, including:

• Name, date of birth, address, email address, and telephone number

• Appointment and scheduling information

• Payment and billing information

• Health history, symptoms, medications, allergies, laboratory results, and treatment information

• Insurance information when applicable

• Employer, school, sports, or occupational health forms

• Communications submitted through website forms, email, telephone, text message, or the secure patient portal

• Identification and documentation needed to confirm eligibility, identity, or location

We may also automatically collect limited technical information when you visit our website, including:

• Internet Protocol address

• Browser and device type

• Pages viewed and links selected

• Date, time, and duration of website activity

• Referring website or search source

• Cookie and similar technology information

​

2. How We Collect Information

Information may be collected when you:

• Visit or interact with the DermoVox website

• Schedule or pay for an appointment

• Complete an intake form, consent, questionnaire, or health assessment

• Participate in a virtual or in-person visit

• Submit laboratory, pharmacy, school, employment, or occupational health information

• Contact us through the patient portal, email, telephone, text message, or website form

• Enroll in a membership, program, or recurring service

• Provide information through a third-party scheduling, payment, laboratory, pharmacy, telehealth, or electronic health-record platform

​

3. How We Use Information

DermoVox may use personal information to:

• Schedule and manage appointments

• Verify identity, location, and eligibility for services

• Provide virtual and in-person healthcare

• Evaluate symptoms and medical history

• Develop treatment and wellness plans

• Order and review laboratory testing

• Prescribe medications when clinically appropriate

• Coordinate with pharmacies, laboratories, specialists, and other healthcare professionals

• Complete physical-examination and occupational-health documentation

• Process payments and maintain financial records

• Communicate appointment reminders, follow-up instructions, and administrative notices

• Operate, secure, and improve the website and patient experience

• Comply with legal, regulatory, licensing, and professional obligations

• Prevent fraud, misuse, cybersecurity threats, or unauthorized access

Individually identifiable health information held or transmitted by a covered healthcare provider or its business associate may qualify as protected health information under HIPAA. 

​

4. Healthcare Information and HIPAA

When DermoVox creates, receives, maintains, or transmits protected health information in connection with healthcare services, that information will be handled in accordance with HIPAA and other applicable federal and state privacy laws.

Protected health information may be used or disclosed for permitted purposes, including:

• Treatment

• Payment

• Healthcare operations

• Coordination of care

• Public-health activities

• Health oversight

• Legal or regulatory requirements

• Other purposes authorized or permitted by law

Additional information concerning patient rights and DermoVox’s responsibilities is provided in the Notice of Privacy Practices.

​

5. Sharing Information

DermoVox may share information with third parties when reasonably necessary to operate the practice or provide services, including:

• Healthcare providers and specialists

• Pharmacies and pharmacy partners

• Laboratories and diagnostic-service providers

• Telehealth and electronic health-record vendors

• Scheduling, payment-processing, billing, and communication vendors

• Technology, cybersecurity, data-storage, and website-service providers

• Professional advisers, including attorneys, accountants, and compliance consultants

• Employers, schools, athletic programs, or other organizations when authorized by the patient or permitted by law

• Government agencies, licensing boards, courts, law enforcement, or regulatory authorities when legally required

Third-party service providers may receive only the information reasonably necessary to perform their services and may be required to maintain appropriate privacy and security protections.

DermoVox does not sell protected health information. We do not use protected health information for third-party advertising unless specifically authorized and legally permitted.

​

6. Pharmacy and Laboratory Information

When a prescription or laboratory order is issued, relevant information may be transmitted to the patient’s selected pharmacy, mail-order pharmacy, pharmacy partner, laboratory, or related fulfillment provider.

Those organizations maintain their own privacy practices. DermoVox is not responsible for the independent privacy policies or information practices of organizations that are not acting as DermoVox business associates.

​

7. Payment Information

Payments may be processed by a third-party payment processor. DermoVox may receive transaction details, such as the payment amount, date, status, and limited account information, but may not directly store complete credit-card information.

Payment processors are governed by their own privacy and security policies.

​

8. Website Cookies and Analytics

The DermoVox website may use cookies and similar technologies to:

• Maintain website functionality

• Remember user preferences

• Measure website performance

• Understand general visitor activity

• Improve website content and usability

• Detect technical or security issues

Healthcare websites and telehealth providers should carefully evaluate tracking technologies because they may transmit sensitive health-related information to third parties. Federal agencies have warned healthcare organizations that certain pixels, analytics tools, and advertising trackers can create privacy and security risks. 

DermoVox should not place advertising pixels or unnecessary tracking tools on appointment, intake, portal, symptom, or treatment-related pages unless they have been reviewed for privacy compliance.

Users may adjust browser settings to block or delete cookies, although doing so may affect certain website features.

​

9. Communications

DermoVox may communicate by secure patient portal, telephone, voicemail, email, or text message.

Standard email and text messaging may not be fully secure. By providing your contact information and requesting or consenting to these communications, you acknowledge the associated privacy risks.

Do not send emergency or highly sensitive information through ordinary email, website chat, or text message. Secure portal communication should be used when available.

​

10. Data Security

DermoVox uses reasonable administrative, technical, and physical safeguards designed to protect personal information from:

• Unauthorized access

• Loss or theft

• Improper use or disclosure

• Alteration or destruction

• Cybersecurity threats

No website, electronic communication system, or data-storage method can be guaranteed to be completely secure.

When required by law, DermoVox will provide appropriate notification following a breach that may compromise the privacy or security of protected information.

​

11. Data Retention

DermoVox may retain personal and health information for as long as reasonably necessary to:

• Provide healthcare services

• Maintain legally required medical and business records

• Complete billing and accounting obligations

• Resolve disputes

• Enforce agreements

• Meet licensing, regulatory, tax, and professional requirements

Retention periods may vary according to the type of information and applicable federal or state law.

​

12. Patient Privacy Rights

Depending on the type of information and applicable law, patients may have the right to:

• Request access to medical records

• Request copies of protected health information

• Request corrections to certain information

• Request restrictions on certain uses or disclosures

• Request confidential communications

• Receive an accounting of certain disclosures

• Obtain a copy of the Notice of Privacy Practices

• File a privacy complaint without retaliation

These rights may be subject to legal limitations, verification requirements, and applicable fees.

​

13. Website Privacy Requests

Website visitors may contact DermoVox to:

• Ask what personal information has been collected

• Request correction of inaccurate contact information

• Update communication preferences

• Request removal from nonclinical marketing communications

• Ask questions about privacy or data practices

Certain information may not be deleted when retention is required for medical, legal, regulatory, billing, fraud-prevention, or security purposes.

​

14. Marketing Communications

DermoVox may send educational, wellness, service, or promotional communications when permitted by law.

Recipients may unsubscribe from marketing emails by using the unsubscribe option included in the message. Opting out of marketing does not prevent DermoVox from sending necessary appointment, treatment, billing, safety, or administrative communications.

DermoVox will not use or share protected health information for marketing purposes when written authorization is legally required.

​

15. Children and Minors

The DermoVox website is not directed toward children for independent use.

Healthcare services involving minors require involvement and authorization from a parent, legal guardian, or other legally authorized representative, except where applicable law permits a minor to consent independently.

DermoVox does not knowingly collect information directly from children through the website without appropriate authorization.

​

16. Third-Party Websites and Services

The website may contain links to third-party websites, including scheduling platforms, patient portals, payment processors, pharmacies, laboratories, social-media platforms, or educational resources.

DermoVox does not control and is not responsible for the privacy practices, security, or content of independent third-party websites. Users should review the privacy policy of each third party before submitting information.

​

17. Social Media

Information shared through public social-media pages, comments, reviews, or direct messages may not be private or secure.

Social media should not be used to communicate urgent medical concerns or submit confidential health information. Contacting DermoVox through social media does not establish a provider-patient relationship.

​

18. State-Specific Requirements

DermoVox provides services in multiple states. Privacy and medical-record requirements may differ depending on the patient’s location and the type of service provided.

Where state privacy law provides protections beyond this policy or HIPAA, DermoVox will follow the applicable legal requirements.

​

19. Changes to This Privacy Policy

DermoVox may revise this Privacy Policy to reflect changes in:

• Services

• Technology

• Business operations

• Vendors

• Legal or regulatory requirements

• Privacy and security practices

The revised policy will be posted on the website with an updated effective date. Continued use of the website after an update indicates acknowledgment of the revised policy.

​

20. Contact Information

Questions, privacy requests, or complaints may be submitted to:

DermoVox LLC: dermovox@dermovox.com