Privacy Policy

Effective August 2, 2025

E Medical Center is committed to protecting the privacy of our patients, website visitors, and community members. This policy describes how we collect, use, safeguard, and disclose information when you visit our website, use the patient portal, or receive care at one of our locations.

Information We Collect

We may collect information in several ways, depending on how you interact with E Medical Center.

Protected Health Information (PHI)

Information related to your health, medical history, diagnoses, treatments, and payment for healthcare services, collected in accordance with HIPAA.

Website Usage Data

Anonymous or de-identified data about how visitors use our website, including pages viewed, time on site, and device type, collected through analytics tools.

Contact Information

Name, phone number, email, and mailing address provided through contact forms, appointment scheduling, or patient portal registration.

Communication Records

Records of messages sent through our contact forms, patient portal, or customer service channels.

How We Use Your Information

We use the information we collect for purposes that may include:

✓Providing and coordinating medical care

✓Processing payments and insurance claims

✓Scheduling appointments and sending reminders

✓Responding to inquiries and feedback

✓Improving our website and patient services

✓Complying with legal and regulatory requirements

✓Conducting research and quality improvement (with appropriate protections)

✓Sending health-related communications you have opted to receive

Health Information and HIPAA

Protected health information is handled in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable Virginia law. We will not sell your protected health information to third parties.

We may share health information as permitted or required by law, including for treatment, payment, healthcare operations, and public health activities, or when required by law enforcement or judicial proceedings.

For detailed information about your HIPAA rights, including the right to access, amend, and request restrictions on your protected health information, contact our Health Information Management office through the Contact Us page.

Cookies and Website Analytics

Our website may use cookies and similar technologies to improve navigation, analyze usage, and personalize content. Website analytics are collected in a privacy-conscious, de-identified way to help us improve navigation, content, and user experience.

You can control cookie settings through your browser preferences. Disabling certain cookies may affect some website functionality.

Third-Party Services

Our website may integrate with third-party services for scheduling, analytics, patient portal access, and payment processing. These services have their own privacy practices, and we encourage you to review their policies.

We do not sell your personal information to third parties. We may share limited information with service providers who perform services on our behalf under strict confidentiality agreements.

Your Privacy Rights

Depending on your jurisdiction, you may have rights regarding your personal information, including:

✓Right to access the personal information we hold about you

✓Right to request correction of inaccurate information

✓Right to request deletion of personal information, where applicable

✓Right to restrict or object to certain processing activities

✓Right to data portability

✓Right to withdraw consent where processing is based on consent

To exercise any of these rights, contact our Health Information Management office through the Contact Us page.

Data Security

We implement administrative, technical, and physical safeguards to protect your information from unauthorized access, alteration, disclosure, or destruction. These measures include:

✓Encrypted data transmission (HTTPS/TLS)

✓Access controls and authentication requirements

✓Regular security assessments and audits

✓Employee training on data protection and privacy

✓Incident response and breach notification procedures

✓Secure data storage and retention policies

Data Retention

We retain personal and health information only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, and reporting requirements. When information is no longer needed, it is securely destroyed or anonymized.

Children’s Privacy

Our website and services are intended for use by adults and families on behalf of minors. We do not knowingly collect personal information from children under 13 without parental or guardian consent. If you believe we have collected information from a child in violation of this policy, contact us immediately.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or services. Material changes will be communicated through updated notices on our website or other appropriate channels.

Contact Us

For questions about this Privacy Policy, to request your records, or to exercise your privacy rights, contact our Health Information Management office through the Contact Us page.

Health Information Management

E Medical Center

3120 Coliseum Central Drive, Hampton, VA 23666

Phone: (757) 654-5772

Email: info@emedicalcenter.com

Policy Review and Compliance

This Privacy Policy is adopted as the official privacy standard for E Medical Center and is effective as of August 2, 2025. The Hospital’s Privacy Officer and Compliance Officer shall review this policy periodically to ensure continued compliance with HIPAA, HITECH, the FTC Health Breach Notification Rule, and other applicable federal and state privacy laws. Where this policy conflicts with applicable law, applicable law shall control.