1. Scope of this policy
This Privacy Policy applies to hudgensmd.com, the marketing website of Dermatology and Skin Cancer Center (the "Practice"). It explains how we collect and handle information from visitors to the website.
This policy does NOT cover the patient portal. The patient portal at our ModMed EMA system is governed by separate policies and by the Practice's Notice of Privacy Practices under HIPAA, which we provide at your first visit. Information you submit through the portal is regulated as Protected Health Information (PHI).
2. What information we collect
We collect only the information you choose to provide on this website, plus minimal technical data needed to serve the site:
- Appointment-request form submissions: name, phone number, email address, patient type (new or existing), reason for visit, urgency, and any optional note you include.
- Server logs: IP address, user agent (browser/device), referring URL, and timestamp. These are recorded by our hosting provider, Cloudflare, and used to detect abuse and serve the site.
- No tracking cookies: we do not run Google Analytics, advertising pixels, or third-party tracking. We do not set cookies for marketing or behavioral analysis.
Please do not include detailed medical history, symptoms, or other Protected Health Information in the contact form. The form is not a HIPAA-secured channel. For PHI, use the patient portal or call the office.
3. How we use it
We use information you submit only to:
- Respond to your appointment request or question
- Schedule, confirm, or follow up on your visit
- Detect and prevent spam or abuse of the contact form
- Operate, maintain, and improve the website
We do not sell, rent, or share your information for marketing purposes.
5. HIPAA notice
The Practice is a HIPAA-covered entity. Information you submit through this website is not Protected Health Information (PHI) under HIPAA until it becomes part of your medical record. We treat contact-form submissions as routine business communication.
Once you become a patient, your medical information is governed by our Notice of Privacy Practices, which you'll receive at your first visit and which controls how we use and share PHI. A copy is also available on request. Call 407-704-7546.
The patient portal at our ModMed EMA system is HIPAA-secured. If you have PHI to share with us, please use the portal or call the office directly. Please do not text PHI either.
6. How long we keep it
Contact-form submissions are retained in our office email only as long as needed to respond to your request and document our follow-up. They are not stored in a separate database or used for marketing. Server logs are retained per Cloudflare's standard retention period.
If you become a patient, information that becomes part of your medical record is retained per applicable state and federal record-retention requirements (typically 7+ years for adults, longer for minors).
7. Security
The website is served over HTTPS. Contact-form submissions transit Cloudflare and Resend over encrypted connections. No PHI is stored on this website. While we use commercially reasonable safeguards, no online transmission is fully secure, so please do not include sensitive medical detail in the contact form.
8. Your rights
You can ask us to confirm what information we have about you, correct inaccuracies, or delete it. To make a request, email info@hudgensmd.com or call 407-704-7546. We may need to verify your identity before acting.
Residents of California, Colorado, Connecticut, Virginia, and other states with comprehensive privacy laws have additional rights under those laws (including the right to opt out of "sale" of personal information, which we do not engage in). To exercise any state-specific right, contact us using the methods above.
9. Children
This website is not directed at children under 13, and we do not knowingly collect information from children under 13 through the website. Pediatric patients are scheduled by their parent or legal guardian.
10. Changes to this policy
We may update this Privacy Policy from time to time. We'll post any changes here with an updated effective date. For material changes, we may also note the update on the homepage for a reasonable period.
11. Contact
Questions about this policy or about your information?
Dermatology and Skin Cancer Center
4750 The Grove Dr., Suite 280
Windermere, FL 34786
407-704-7546
info@hudgensmd.com