Notice of Privacy Practices

1. Who We Are

Stem Regen Medical ("we," "us," or "our") is a vascular medicine practice with offices in Midtown Manhattan and Brooklyn, New York. We are a covered entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and are required by law to maintain the privacy of your protected health information (PHI), provide you with this Notice, and follow the terms of the Notice currently in effect.

This Notice applies to all protected health information created or received by Stem Regen Medical in connection with the care and services we provide to you, whether in our offices, on our website, or through our patient communication platforms.

2. What Is Protected Health Information (PHI)?

Protected Health Information (PHI) is any information we create or receive about you that relates to your past, present, or future physical or mental health condition, the provision of healthcare to you, or payment for that healthcare. This includes information such as:

• Your name, address, date of birth, and contact information when combined with health data
• Medical history, diagnoses, and treatment records
• Insurance and billing information
• Information submitted through our online consultation request form or vein health quiz
• Appointment notes and follow-up communications

3. How We Use and Disclose Your Health Information

We use and disclose your PHI for the following purposes without requiring your specific authorization:

Treatment

We use your PHI to provide, coordinate, and manage your vein care treatment. This includes sharing information with other providers involved in your care (e.g., referring physicians, labs, imaging centers) and communicating with you about your appointments, treatment plans, and follow-up care.

Payment

We may use and disclose your PHI to obtain payment for the services we provide. This includes billing your insurance company, processing claims, and verifying coverage and eligibility.

Healthcare Operations

We may use and disclose your PHI for our internal business operations, including quality improvement activities, staff training, audits, legal compliance, and administrative functions necessary to run our practice.

Appointment Reminders

We may contact you to remind you of scheduled appointments via phone, text message, or email using the contact information you have provided.

Treatment Alternatives

We may tell you about possible vein treatment options or alternatives that may be of benefit to you.

As Required by Law

We will disclose your PHI when required to do so by federal, state, or local law, including to public health authorities, law enforcement, or as part of legal proceedings.

4. Uses That Require Your Written Authorization

We will obtain your written authorization before using or disclosing your PHI for any purpose not described in this Notice, including:

• Marketing purposes (unless the communication is a face-to-face communication or a promotional gift of nominal value)
• Sale of your PHI to third parties
• Most uses and disclosures of psychotherapy notes
• Any other uses and disclosures not described in this Notice

You have the right to revoke any authorization you give us at any time. Your revocation must be in writing. We will honor your revocation except to the extent we have already taken action in reliance on your authorization.

5. Your Rights Regarding Your Health Information

You have the following rights with respect to your PHI. To exercise any of these rights, please contact our Privacy Officer using the information at the bottom of this page.

Right to Access Your Records

You have the right to inspect and receive a copy of your PHI that we maintain in a designated record set. We may charge a reasonable fee for copying. We will respond to your request within 30 days.

Right to Request Amendment

If you believe the PHI we have about you is incorrect or incomplete, you may request that we amend it. We may deny your request under certain circumstances but will inform you of the reason for the denial.

Right to an Accounting of Disclosures

You have the right to request a list of certain disclosures we made of your PHI in the six years prior to your request. This does not include disclosures made for treatment, payment, or operations.

Right to Request Restrictions

You have the right to request restrictions on certain uses and disclosures of your PHI. We are not required to agree to all restrictions, but if we do agree, we are bound by that agreement except in certain emergency situations.

Right to Request Confidential Communications

You have the right to request that we communicate with you about your health information in a certain way or at a certain location. For example, you may ask that we only contact you at a specific phone number or address.

Right to a Paper Copy of This Notice

You have the right to receive a paper copy of this Notice of Privacy Practices upon request, even if you have agreed to receive it electronically.

6. Information Collected Through Our Website

When you submit a consultation request form or vein health quiz on our website (stemregenvein.com), the information you provide — including your name, phone number, email address, and any health-related details — is transmitted to our practice management system and treated as PHI. This information is used solely to contact you regarding your inquiry and to facilitate your care.

We do not sell, rent, or share your PHI with marketers or unaffiliated third parties for commercial purposes. Our website uses Google Analytics for anonymous traffic analysis and Google Ads for conversion tracking; these systems do not receive your PHI.

7. How We Protect Your Information

We maintain appropriate administrative, technical, and physical safeguards to protect your PHI against unauthorized use or disclosure. These safeguards include:

• Secure, encrypted storage of electronic health records
• Access controls limiting PHI access to authorized personnel only
• Staff training on HIPAA privacy and security requirements
• Business Associate Agreements with all third-party vendors who access PHI on our behalf
• SSL/TLS encryption on all web forms that collect patient information

8. Changes to This Notice

We reserve the right to change this Notice of Privacy Practices at any time, and to make the revised Notice effective for PHI we already have about you as well as any PHI we receive in the future. We will post the current Notice on our website at stemregenvein.com/hipaa-notice.html and make it available in our office. The effective date will be noted at the top of the page.

9. How to File a Complaint

If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights. We will not retaliate against you for filing a complaint.

To file a complaint with HHS:
Office for Civil Rights, U.S. Department of Health and Human Services
200 Independence Avenue, S.W., Washington, D.C. 20201
Toll-free: 1-800-368-1019  |  Website: www.hhs.gov/ocr