Privacy Policy
Effective Date: December 2025
1. Introduction
Townsen Physician Group ("we," "us," or "our") is committed to protecting the privacy and confidentiality of your personal information when you visit our website at www.townsenphysiciangroup.com (the "Website"). As a healthcare provider based in Texas, we are a "covered entity" under the Health Insurance Portability and Accountability Act ("HIPAA") and must comply with the HIPAA Privacy Rule (45 C.F.R. Parts 160 and 164), the Health Information Technology for Economic and Clinical Health ("HITECH") Act, and the Texas Medical Records Privacy Act (Texas Health & Safety Code Chapter 181). This Website Privacy Policy describes our online privacy practices and supplements our Notice of Privacy Practices ("NPP"), which governs the use and disclosure of your protected health information ("PHI") in our healthcare services.
This policy applies only to the Website and does not address information practices related to patient care, treatment, payment, or healthcare operations, which are covered in our NPP (available upon request or at your first visit). By using the Website, you consent to the practices described here. If you do not agree, please do not use the Website.
We reserve the right to update this policy. Changes will be posted here with an updated effective date. Continued use of the Website after changes constitutes acceptance. For questions, contact our Privacy Officer at the details below.
2. Information We Collect
We collect limited information to provide Website functionality, improve user experience, and comply with legal obligations. Types of information include:
- Personal Information: Voluntarily provided data, such as name, email address, phone number, or insurance details submitted via contact forms or appointment requests. If submitted in connection with healthcare services, this may become PHI and be subject to our NPP.
- Non-Personal Information: Automatically collected data, such as IP address, browser type, device information, pages visited, time spent on pages, and referral sources (e.g., via cookies or analytics tools).
- PHI: Only if you provide health-related details through Website forms (e.g., symptoms for a screening inquiry). Such information is treated as PHI under HIPAA.
We do not collect sensitive PHI (e.g., medical history) unless directly related to initiating care, and we limit collection to the minimum necessary.
How We Use Your Information
We use collected information for legitimate purposes, including:
- Website Operations: To operate and improve the Website, respond to inquiries, schedule appointments, or provide resources (e.g., insurance details or preventative care information).
- Communications: To send appointment reminders, newsletters, or service updates (with opt-out options).
- Analytics and Improvement: To analyze usage trends and enhance content, such as optimizing pages on vascular screenings or wellness visits.
- Legal Compliance: To meet HIPAA, Texas Medical Privacy Act, and other requirements, including electronic disclosures limited to treatment, payment, or healthcare operations without separate authorization (per Texas HB300).
- PHI-Specific Uses: If PHI is collected, uses are restricted to treatment (e.g., coordinating care), payment (e.g., insurance verification), and healthcare operations (e.g., quality improvement), as detailed in our NPP.
We do not use information for marketing without consent, except as permitted for healthcare-related communications.
3. How We Disclose Your Information
We do not sell or rent your information. Disclosures are limited and include:
- Service Providers: To business associates (e.g., hosting or analytics vendors) under HIPAA-compliant agreements ensuring confidentiality.
- Legal Requirements: To comply with HIPAA audits, court orders, public health reporting, or Texas-specific mandates (e.g., under the Texas Medical Records Privacy Act for electronic PHI disclosures).
- With Consent: For any non-permitted use, we obtain written authorization.
- Aggregated Data: Anonymized, non-identifiable data may be shared for research or reporting.
Under Texas HB300 (effective 2025), electronic disclosures of PHI are restricted to permitted purposes; others require patient authorization. All electronic health records are stored securely in the United States.
4. Cookies and Tracking Technologies
The Website uses cookies (small data files stored on your device) and similar technologies for functionality and analytics:
- Essential Cookies: Necessary for site operation (e.g., session management). You cannot opt out.
- Analytics Cookies: To track usage (e.g., Google Analytics). You can opt out via browser settings or our cookie consent banner.
- Third-Party Tools: Limited use of tools like Google Analytics, which may collect IP addresses. We do not allow tracking for advertising.
To manage cookies, adjust your browser settings. Disabling cookies may limit Website features. For details, see our Cookie Policy (forthcoming or integrated here).
5. Data Security
We implement administrative, physical, and technical safeguards to protect information, including:
- Encryption for data in transit (e.g., HTTPS) and at rest (for PHI).
- Access controls, firewalls, and regular security audits.
- Compliance with HIPAA Security Rule and Texas requirements for U.S.-based storage.
Despite these measures, no system is fully secure. We notify affected individuals and regulators of breaches as required by HIPAA and HITECH.
6. Children's Privacy
The Website is not intended for children under 13. We do not knowingly collect information from children. If we learn of such collection, we will delete it promptly.
Your Rights and Choices
Under HIPAA and Texas law, you have rights regarding your information:
- Access and Amendment: Request access to or correction of your information (PHI access within 15 business days if using electronic records, per Texas HB300).
- Restrictions: Request limits on uses/disclosures (e.g., to health plans if paid out-of-pocket).
- Confidential Communications: Specify how we contact you (e.g., private email).
- Accounting of Disclosures: Obtain a list of PHI disclosures (past 6 years).
- Opt-Out: Unsubscribe from non-essential emails or cookies.
- Complaints: File with us or the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (no retaliation).
To exercise rights, submit a written request to our Privacy Officer. We respond within 30 days (or 60 for complex requests).
7. International Users
The Website is hosted in the U.S. and subject to U.S. laws. By using it, you consent to U.S. data transfers and processing.
8. Contact Us
For privacy questions, rights requests, or complaints:
Privacy Officer
Townsen Physician Group
6002 Rogerdale Road, Ste. 175
Houston, Texas 77072
Phone: (713) 597-4829
Email:
You may also contact HHS at www.hhs.gov/ocr/privacy/hipaa/complaints or the Texas Attorney General at www.texasattorneygeneral.gov/consumer-protection.
9. Governing Law
This policy is governed by U.S. federal law (HIPAA/HITECH) and Texas law (Texas Medical Records Privacy Act).
