Privacy Policy

OnSpot Dermatology ("OnSpot," "we," "our," or "us") is committed to protecting your privacy and the confidentiality of your personal and protected health information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website, use our services, or interact with our staff.

Information We Collect

We may collect the following categories of information:

• Personal Identifiers: Name, email address, mailing address, phone number, and date of birth.
• Protected Health Information (PHI): Medical history, diagnosis, treatment information, insurance details, and other health-related data governed by HIPAA.
• Usage Data: IP address, browser type, pages visited, referring URLs, and time spent on pages — collected automatically when you use our website.
• Communications: Messages, form submissions, and records of your communications with us.
• Payment Information: Billing details processed securely through our payment processor. We do not store full card numbers.

How We Use Your Information

We use the information we collect to:

• Schedule and provide dermatological care and services
• Process insurance claims and billing
• Send appointment reminders and follow-up communications
• Send SMS text messages for appointment reminders, recall outreach, and health-related communications (with your consent)
• Respond to your inquiries and support requests
• Improve and personalize our website and services
• Comply with legal obligations, including HIPAA
• Protect the safety and security of our patients and staff

SMS / Text Message Communications

If you have consented to receive SMS messages from OnSpot Dermatology, we may send you text messages related to your appointments, health reminders, or other healthcare communications. Message frequency varies. Message and data rates may apply.

• Reply STOP to opt out of SMS communications at any time.
• Reply HELP for help or to contact support.
• You may also opt out by contacting us at (941) 444-0011 or [email protected].

We do not share your phone number or SMS consent with third parties for their marketing purposes.

HIPAA and Protected Health Information

As a healthcare provider, we are subject to the Health Insurance Portability and Accountability Act (HIPAA). Your protected health information (PHI) is used and disclosed only as permitted by HIPAA and as described in our separate Notice of Privacy Practices, which is available at all of our offices and provided to you at your first appointment.

We may use or disclose PHI without your authorization for:

• Treatment — sharing information with other providers involved in your care
• Payment — processing insurance claims and billing
• Healthcare operations — quality improvement, staff training, and compliance activities
• Public health and safety reporting as required by law

How We Share Your Information

We do not sell your personal information. We may share information with:

• Healthcare providers involved in your treatment (with your consent or as permitted by HIPAA)
• Insurance companies and billing services for payment processing
• Service providers who assist us in operating our website and delivering services (e.g., EHR systems, appointment scheduling, SMS platforms) — under strict data processing agreements
• Legal and regulatory authorities when required by law

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience, analyze site traffic, and understand how visitors use our site. You can control cookie preferences through your browser settings. Disabling cookies may affect some site functionality.

We may use third-party analytics tools (such as Google Analytics) that collect anonymized usage data to help us improve our site.

Data Security

We implement administrative, technical, and physical safeguards designed to protect your information from unauthorized access, disclosure, alteration, or destruction. Our systems are HIPAA-compliant and undergo regular security reviews.

No method of transmission over the internet or electronic storage is 100% secure. If you have concerns about the security of your information, please contact us.

Data Retention

We retain medical records for the period required by Florida law (generally a minimum of 5 years for adults; longer for minors). Non-medical personal information is retained for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law.

Your Rights

Depending on your location and applicable law, you may have the right to:

• Access your personal information and medical records
• Request correction of inaccurate information
• Request restriction of certain uses and disclosures of your PHI
• Receive an accounting of disclosures of your PHI
• Opt out of certain non-essential communications
• Request deletion of non-medical personal data (subject to legal retention requirements)

To exercise these rights, contact us at the information below.

Children's Privacy

Our website is not directed at children under 13. We do not knowingly collect personal information from children without parental consent. If you believe we have inadvertently collected information from a child, please contact us immediately.

Links to Third-Party Sites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any third-party site you visit.

Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

• Phone: (941) 444-0011
• Email: [email protected]
• Mail: OnSpot Dermatology, Attn: Privacy Officer, Fort Myers, FL

For concerns about our use or disclosure of your protected health information, you may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at hhs.gov/ocr.