Notice of Privacy Practices

Effective Date: 27 January 2026

This Notice of Privacy Practices (“Notice”) describes how medical information about you may be used and disclosed and how you can access this information. Please review it carefully.

1. Who This Notice Applies To

This Notice applies to the licensed healthcare providers and medical practices that provide healthcare services to you through this platform (the “Covered Entity”). The Covered Entity may include physicians, nurse practitioners, physician assistants, and other licensed healthcare professionals who provide care to you through telemedicine or related services.

The technology platform that facilitates scheduling, intake, communications, and related technology services (the “Platform”) acts as a Business Associate to the Covered Entity. Business Associates are required by law to protect the privacy and security of your protected health information (“PHI”) and may only use or disclose PHI as permitted by law and by contract.

This Notice applies to all PHI created, received, maintained, or transmitted by the Covered Entity in connection with your care.

2. Our Responsibilities

We are required by law to:

  • Maintain the privacy and security of your PHI

  • Provide you with this Notice of our legal duties and privacy practices

  • Follow the terms of this Notice currently in effect

  • Notify you if a breach occurs that may have compromised the privacy or security of your PHI

3. How We May Use and Disclose Your Health Information

We may use and disclose your PHI without your authorization for the following purposes:

Treatment

We may use and disclose your PHI to provide, coordinate, or manage your healthcare and related services.

Examples include:

  • Sharing information with other healthcare providers involved in your care

  • Coordinating laboratory testing, prescriptions, or referrals

  • Reviewing test results, medical history, and symptoms to provide care

Payment

We may use and disclose your PHI to bill and receive payment for services provided to you.

Examples include:

  • Submitting claims or payment requests

  • Verifying coverage or eligibility

  • Responding to billing inquiries

Healthcare Operations

We may use and disclose your PHI for healthcare operations necessary to run the medical practice and ensure quality care.

Examples include:

  • Quality assessment and improvement activities

  • Training and credentialing of providers

  • Audits, compliance, and licensing activities

  • Business management and administrative activities

4. Other Permitted Uses and Disclosures

We may also use or disclose your PHI as permitted or required by law, including:

  • To comply with federal, state, or local laws

  • For public health activities (such as reporting certain conditions)

  • For health oversight activities (such as audits or investigations)

  • For law enforcement purposes

  • For judicial or administrative proceedings

  • To avert a serious threat to health or safety

  • For workers’ compensation or similar programs

5. Uses and Disclosures Requiring Authorization

We will obtain your written authorization before using or disclosing your PHI for purposes not described in this Notice, including:

  • Marketing communications where authorization is required

  • Sale of PHI (we do not sell PHI)

  • Uses beyond treatment, payment, or healthcare operations

You may revoke your authorization at any time in writing, except to the extent action has already been taken in reliance on it.

6. Your Rights Regarding Your Health Information

You have the following rights regarding your PHI:

Right to Access and Obtain a Copy

You may request to inspect or receive a copy of your PHI, subject to certain legal limitations.

Right to Request an Amendment

You may request that we amend your PHI if you believe it is incorrect or incomplete.

Right to an Accounting of Disclosures

You may request a list of certain disclosures of your PHI made during the six (6) years prior to your request.

Right to Request Restrictions

You may request restrictions on how your PHI is used or disclosed. We are not required to agree to all requests.

Right to Request Confidential Communications

You may request that we communicate with you in a specific way or at a specific location (for example, by mail instead of email).

Right to Be Notified of a Breach

You have the right to be notified if a breach occurs that affects the privacy or security of your PHI.

Right to a Paper Copy

You may request a paper copy of this Notice at any time, even if you have agreed to receive it electronically.

7. Telemedicine and Electronic Communications

Healthcare services may be provided through telemedicine and electronic communications. PHI may be transmitted electronically as part of your care.

We use reasonable administrative, technical, and physical safeguards to protect your PHI; however, no electronic system is completely secure.

8. Data Retention

We retain medical records and PHI in accordance with applicable federal and state laws, medical board requirements, and professional standards.

9. Changes to This Notice

We may change this Notice from time to time. Changes will apply to all PHI we maintain. The current version of this Notice will be available upon request and posted on our website.

10. Complaints

If you believe your privacy rights have been violated, you may file a complaint with the Covered Entity or with the U.S. Department of Health and Human Services.

You will not be retaliated against for filing a complaint.

11. Contact Information

If you have questions about this Notice, wish to exercise your rights, or want to file a complaint, contact:

SwimScore LLC

Email: [email protected]