Privacy Policy

Martinsburg Pediatrics ("MAT", "we", "our" or "us") is committed to respecting your privacy and protecting the personal information you provide when visiting our website or using our online services.

This Privacy Policy explains:

• What information we collect.

• How and why we use your information.

• How Google Sign-In and other authentication services operate.

• How we store, protect and share information.

• How cookies and analytics are used.

• How you can request access to, correction of or deletion of your information.

• How to contact us regarding privacy concerns.

Martinsburg Pediatrics ("MAT", "we", "our" or "us") is committed to respecting your privacy and protecting the personal information you provide when visiting our website or using our online services.

This Privacy Policy explains:

• What information we collect.

• How and why we use your information.

• How Google Sign-In and other authentication services operate.

• How we store, protect and share information.

• How cookies and analytics are used.

• How you can request access to, correction of or deletion of your information.

• How to contact us regarding privacy concerns.

This policy applies to our website at https://martinsburgpediatrics.com and associated online services operated on behalf of Martinsburg Pediatrics.

Where protected health information (PHI) is involved, additional protections and rights may apply under the Health Insurance Portability and Accountability Act (HIPAA) and our separate Notice of Privacy Practices.

Depending on how you interact with our website, we may collect:

• Contact information, such as your name, email address and telephone number.

• Information submitted through appointment requests, contact forms or other online enquiries.

• Account information used to authenticate registered users.

• Technical information, including browser type, device information, IP address and website usage data.

• Cookie preferences and consent choices.

We may collect the following categories of information.

2.1 Information You Provide

When using our website, you may voluntarily provide:

• Full name.

• Email address.

• Telephone number.

• Appointment enquiry details.

• Parent or legal guardian information.

• Information submitted through contact forms.

• Account registration and profile information.

• Communications sent to the practice.

Please avoid submitting sensitive medical information through general website forms unless the form is specifically designated and secured for that purpose.

2.2 Information Collected Automatically

When you visit our website, we may collect technical information, including:

• IP address.

• Browser and device type.

• Operating system.

• Pages visited and navigation activity.

• Approximate geographic location derived from technical information.

• Cookies and consent preferences.

• Website performance and diagnostic information.

We use this information for website operation, security, troubleshooting and permitted analytics.

2.3 Authentication Information

If you register for an account or sign in, our authentication provider may process account identifiers, sign-in activity and information required to maintain a secure authenticated session.

Authentication does not automatically establish eligibility to access a patient's information or restricted healthcare services.

Martinsburg Pediatrics offers Google Sign-In as an optional, secure method of accessing your website account.

When you choose Google Sign-In, Google may share basic account information, such as your name, email address and profile picture, with our authentication provider, Clerk.

We use this information solely to authenticate your identity, create or manage your website account and provide access to authorized website features.

We do not use this information for advertising or sell it to third parties. Account information is retained and protected in accordance with this Privacy Policy.

Google manages its own authentication services and associated data processing. For further details, please refer to:

• Google Privacy Policy

• Google Terms of Service

You can manage or revoke Google Sign-In access through your Google Account settings.

To request deletion of your Martinsburg Pediatrics website account, contact support@martinsburgpediatrics.com.

We may use your information to:

• Respond to enquiries and appointment requests.

• Provide and administer our website services.

• Authenticate users and manage access to restricted features.

• Improve website functionality, security and user experience.

• Meet applicable legal and regulatory obligations.

Martinsburg Pediatrics provides pediatric healthcare services and recognizes the importance of protecting patient and family information.

Protected health information is subject to applicable healthcare privacy laws, including HIPAA.

Our separate Notice of Privacy Practices describes how protected health information may be used and disclosed and explains applicable patient rights.

Website account registration and Google authentication are separate from verification of patient identity, parent or guardian authority, and eligibility for restricted healthcare services.

We may require additional verification before granting access to restricted patient-related functionality.

General website contact forms and email should not be used to communicate emergencies or highly sensitive clinical information.

Our website may provide appointment enquiry forms, links to external request forms and other communication features.

Information submitted through these services may be used to:

• Receive and respond to appointment requests.

• Contact parents or guardians regarding requests.

• Coordinate scheduling with authorized practice personnel.

• Maintain appropriate operational records.

• Support related administrative functions.

An appointment request does not constitute a confirmed appointment.

Third-party form or scheduling providers may process submitted information on behalf of the practice under applicable contractual and privacy arrangements.

Where an external service is used, its applicable privacy disclosures may also be provided.

Our website uses cookies and similar technologies for permitted purposes.

These may include:

Essential cookies: Necessary for website operation, security, authentication and session management.

Preference cookies: Used to remember selections such as cookie consent choices.

Analytics cookies: Used, where enabled and permitted, to understand website usage and improve performance.

7.1 Google Analytics

We may use Google Analytics 4 to understand aggregated website traffic, navigation patterns and technical performance.

Analytics collection is subject to applicable consent preferences and privacy safeguards.

We do not intentionally transmit patient diagnoses, treatment details, appointment form contents or other protected health information to Google Analytics.

7.2 Cookie Preferences

Our website provides cookie preferences through its consent management system.

Where optional technologies require consent, they will be controlled according to applicable consent requirements.

You may review or change your cookie choices using the website's cookie preferences controls.

We may disclose personal information to appropriate service providers where necessary to deliver and maintain website services.

These may include providers responsible for:

• Website hosting and infrastructure.

• Identity and authentication.

• Appointment requests and scheduling.

• Website security and diagnostics.

• Email and service communications.

• Consent management and permitted analytics.

Service providers are expected to process information subject to applicable legal obligations and appropriate agreements.

We may also disclose information where legally required or permitted.

We do not sell personal information collected through the website.

We use reasonable administrative, technical and organizational safeguards designed to protect personal information.

These may include authenticated access, encrypted communications, access restrictions, security monitoring and appropriate service-provider controls.

No online system can guarantee absolute security.

Users should protect their account access and contact us if they suspect unauthorized account activity.

We retain personal information for as long as reasonably necessary for the purposes described in this policy, subject to applicable legal, security and operational requirements.

Different retention requirements may apply to:

• Website accounts.

• Authentication and security records.

• Appointment enquiries.

• Website analytics.

• Patient and healthcare records.

Patient medical records may be subject to separate legal retention obligations and are not automatically deleted when a website account is closed.

Subject to applicable laws and verification requirements, you may contact us to:

• Request access to personal information associated with your website account.

• Request correction of inaccurate information.

• Request deletion of an eligible website account and associated personal information.

• Raise concerns about the use of your information.

• Change optional cookie preferences.

• Revoke Google account authorization.

We may need to verify your identity or authority before processing certain requests.

Some information may need to be retained where required by law, including applicable healthcare recordkeeping obligations.

To request deletion of a MAT website account or associated personal information:

1. Email support@martinsburgpediatrics.com.

2. Include the email address associated with your website account.

3. State whether you are requesting account closure, correction or deletion of eligible personal information.

For security, please do not send passwords, Social Security numbers or sensitive medical details in your request.

We may request additional verification before processing the request.

We will review and respond in accordance with applicable legal requirements and retention obligations.

Account deletion does not automatically result in the deletion of medical records maintained by Martinsburg Pediatrics.

Our practice provides healthcare services to children and adolescents.

Website account access intended for parents or legal guardians may require verification and authorization.

Access to information relating to a minor is governed by applicable law, including rules protecting confidential healthcare information and the rights of minors.

We do not knowingly use children's personal information collected through this website for behavioral advertising.

If you believe personal information was collected or used inappropriately, please contact us.

Our website may link to external resources, educational materials, appointment platforms and other third-party services.

These services may maintain their own privacy policies and practices.

We encourage visitors to review the privacy notices of external services before submitting personal information.

We may update this Privacy Policy when our services, providers, technology or legal obligations change.

Revisions will be published on this page with an updated effective date.

Where required, we will provide additional notice or obtain consent before introducing materially different uses of personal information.

For privacy enquiries, website account concerns, Google Sign-In questions or eligible data deletion requests, please contact:

Martinsburg Pediatrics

Website: https://martinsburgpediatrics.com

Email: support@martinsburgpediatrics.com

For requests involving protected health information, please refer to our Notice of Privacy Practices or contact the practice directly.