Precision Vision Institute ("Practice," "we," "us," or "our") respects your privacy and is committed to protecting the security of your personal data and health information. This Website Privacy Policy details how we collect, use, process, and safeguard information gathered through our official website, digital contact mechanisms, and online appointment request interfaces.
This policy applies specifically to information collected through our public-facing digital platforms. For comprehensive information regarding the privacy, security, and statutory rights surrounding your medical records and Protected Health Information (PHI), please consult our HIPAA Notice of Privacy Practices.
Categorization of Information We Collect
We categorize the data collected through our digital platforms into two distinct classifications.
A. Non-Clinical Personal Information (Website PII)
When you browse our public website or submit non-clinical general inquiries, we may collect:
- Contact Data: Name, telephone number, email address, and mailing address submitted via general contact forms.
- Technical & Usage Metadata: IP address, browser type, operating system version, referring URL, time spent on pages, and network hardware parameters collected automatically via essential system logs.
B. Electronic Protected Health Information (ePHI)
When you interact with our online scheduling tools, patient portal, intake forms, or prescription refill mechanisms, data entered constitutes ePHI under federal and state law. This includes:
- Full legal name, date of birth, home address, contact details, and emergency contacts.
- Vision and health insurance provider details, policy IDs, group numbers, and claim authorization data.
- Ocular health history, current vision prescriptions, medical conditions, symptoms, and appointment requests.
Strict Separation of Web PII and ePHI
- Handling of Web PII: Used exclusively to respond to non-clinical inquiries, manage site reliability, enforce security protocols, and improve site navigation.
- Handling of ePHI: Processed strictly in accordance with HIPAA administrative, technical, and physical security mandates. Information collected within clinical and appointment workflows is transmitted directly to secure practice systems and is never sold, rented, or shared with third-party advertising, marketing, or non-compliant analytics vendors.
Analytics, Cookies, and Tracking Technologies
A. Essential Cookies
Our website utilizes essential session cookies required for core platform functionality, security verification, and form transmission. These cookies do not store ePHI.
B. Analytics Policy on Clinical Pages
In adherence to Health and Human Services Office for Civil Rights guidance regarding online tracking technologies, we do not deploy third-party web analytics, marketing pixels, or tracking scripts on any web page containing appointment scheduling, clinical intake forms, or patient portal interactions. Any performance tracking on clinical pathways is restricted to HIPAA-compliant, server-side infrastructure operating under executed Business Associate Agreements (BAAs).
C. Cookie Management
You may disable or block non-essential cookies through your browser settings. Doing so will not restrict your ability to schedule appointments or access patient portal services.
Third-Party Integrations & Business Associate Safeguards
To deliver digital healthcare and administrative operations, we partner with specialized third-party technology providers.
A. EyeCloud Practice Management & Patient Portal
Our online scheduling systems, digital forms, and patient communication modules integrate directly with EyeCloud, our Electronic Health Record (EHR) and practice management software.
- All data transfers between our web interface and EyeCloud are secured via Transport Layer Security (TLS 1.3) end-to-end encryption.
- EyeCloud operates as an official Business Associate under a signed Business Associate Agreement (BAA) with Precision Vision Institute, legally committing them to maintain strict HIPAA compliance and data security standards.
B. Security & Bot Prevention
To shield our web forms and clinical portals from automated attacks, spam, and security breaches, we utilize privacy-focused, server-side bot mitigation technologies. These tools analyze network metadata strictly to verify request authenticity and prevent unauthorized system access without exploiting or storing personal health details.
Data Security and Retention
We implement robust administrative, physical, and technical controls designed to prevent unauthorized access, disclosure, alteration, or destruction of your data:
- Encryption: Data transmitted to and from our site is encrypted using industry-standard TLS 1.3 protocols. Data at rest within our practice systems is encrypted using AES-256 standards.
- Access Control: Access to collected ePHI is restricted strictly to licensed clinical staff and authorized administrative personnel based on role-based security permissions.
- Retention: Technical web logs are purged periodically in accordance with routine maintenance schedules. Clinical records and associated digital intake submissions are retained in full compliance with state medical board record retention laws.
Your Data Rights
Depending on your jurisdiction and the nature of the data provided, you hold specific privacy rights:
- Clinical Records (PHI): Your rights to inspect, receive copies of, request amendments to, or restrict disclosures of your clinical data are governed by HIPAA and outlined in our Notice of Privacy Practices.
- Non-Clinical Personal Data: You may request access to, correction of, or deletion of non-clinical personal information submitted via general website forms by contacting our Privacy Officer in writing.
Modifications to This Policy
We reserve the right to update this Website Privacy Policy to reflect technical, operational, or legal developments. Updated versions will be published on this page with a revised Effective Date.
Privacy Contact Information
If you have questions, concerns, or formal requests regarding this policy or our digital privacy standards, please contact our privacy office:
- Privacy Officer
- Precision Vision Institute
- 3940 Buford Hwy Ste A104, Duluth, GA 30096
- Email: info@precisionvisioninstitute.com
- Phone: (470) 440-4099