Vaxcess Privacy Policy

1. Scope

This Privacy Policy applies to all services provided by Vaxcess, including but not limited to:

• Vaccine delivery services
• Vaccine administration and management
• Scheduling and patient coordination
• Billing and insurance processing
• Website and digital platform interactions

2. Information We Collect

We may collect the following categories of information:

A. Protected Health Information (PHI)

• Name, date of birth, and contact information
• Medical history relevant to vaccination
• Immunization records
• Insurance and billing information
• Provider notes and clinical documentation

B. Personal Information

• Email address and phone number
• Mailing address
• Appointment preferences and communication history

C. Technical Information

• IP address
• Browser type and device information
• Website usage data (cookies, analytics)

3. How We Use Information

We use your information for the following purposes:

• To provide and manage vaccination services
• To coordinate care and communicate with patients
• To process payments and insurance claims
• To comply with legal and regulatory requirements
• To improve our services and website functionality

We only use and disclose PHI as permitted under HIPAA.

4. HIPAA Compliance and Use of PHI

Vaxcess complies with HIPAA regulations regarding the use and disclosure of Protected Health Information.

We may use or disclose PHI without patient authorization for:

• Treatment
• Payment
• Healthcare operations

We may also disclose PHI when required by law, including:

• Public health reporting
• Law enforcement requests
• Health oversight activities

All other uses and disclosures require written authorization from the patient.

5. Patient Rights Under HIPAA

Patients have the following rights regarding their PHI:

• Right to Access: Obtain a copy of your health records
• Right to Amend: Request corrections to your records
• Right to an Accounting of Disclosures
• Right to Request Restrictions on certain uses/disclosures
• Right to Confidential Communications
• Right to File a Complaint without retaliation

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

6. Data Security

We implement administrative, technical, and physical safeguards to protect your information, including:

• Secure electronic medical record systems
• Encryption of data in transit and at rest
• Access controls and authentication protocols
• Employee training on HIPAA compliance

Despite these measures, no system is completely secure, and we cannot guarantee absolute security.

7. Third-Party Services and Business Associates

We may work with third-party vendors ("Business Associates") who assist in providing our services. These parties are contractually required to comply with HIPAA and safeguard your PHI.

Examples include:

• Billing and payment processors
• Electronic health record systems
• Scheduling platforms

8. Website and Cookies

Our website may use cookies and analytics tools to improve user experience. These tools do not collect PHI unless explicitly provided by the user.

You may disable cookies through your browser settings.

9. Data Retention

We retain health and personal information for as long as required by law and professional standards.

10. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be posted on our website with a revised effective date.

11. Contact Information

If you have questions or wish to exercise your rights, contact:

12. Notice of Privacy Practices

This Privacy Policy is intended to align with HIPAA Notice of Privacy Practices requirements. A full Notice of Privacy Practices may be provided separately where required.