Privacy Policy

A legal disclaimer

Effective Date: 8/13/2025
Last Updated: 8/13/2025

Introduction

Dr. Jennifer Ron and Integrative Oncology, LLC ("we," "us," "our," or "the Practice") are committed to protecting your privacy and maintaining the confidentiality of your personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our practice.

This policy complies with the Health Insurance Portability and Accountability Act (HIPAA), state privacy laws, and other applicable regulations governing the protection of health information.

Information We Collect

Personal Information

We may collect the following types of personal information:

Contact Information: Name, email address, phone number, mailing address
Demographic Information: Age, gender, date of birth
Health Information: Medical history, current health conditions, medications, treatment preferences
Insurance Information: Insurance provider details, policy numbers
Communication Records: Email correspondence, phone call records, appointment notes

Website Usage Information

When you visit our website, we may automatically collect:

Technical Information: IP address, browser type, operating system
Usage Data: Pages visited, time spent on site, referring websites
Device Information: Mobile device identifiers, location data (if permitted)
Cookies and Tracking: Information collected through cookies and similar technologies

How We Use Your Information

Medical Care and Treatment

Providing integrative oncology services and medical consultations
Coordinating care with other healthcare providers
Monitoring your health progress and treatment outcomes
Scheduling appointments and sending appointment reminders

Practice Operations

Processing payments and insurance claims
Maintaining medical records and documentation
Quality assurance and improvement activities
Staff training and education purposes

Communication

Responding to your inquiries and requests
Sending educational materials and health information
Providing appointment confirmations and follow-up care instructions
Emergency communications related to your health and safety

Legal and Compliance

Complying with applicable laws and regulations
Responding to legal proceedings and government requests
Protecting against fraud and ensuring practice security

How We Share Your Information

We may share your protected health information only in the following circumstances:

With Your Consent

When you provide explicit written authorization
For purposes you have specifically approved

For Treatment, Payment, and Healthcare Operations

Treatment: Sharing with other healthcare providers involved in your care
Payment: Communicating with insurance companies for billing purposes
Healthcare Operations: Quality improvement, credentialing, and business management

As Required by Law

When required by federal, state, or local law
To public health authorities for disease prevention
To report suspected abuse, neglect, or domestic violence
In response to court orders or legal proceedings
To law enforcement in specific circumstances defined by law

Business Associates

We may share information with third-party vendors who assist with:

Electronic health record systems
Billing and payment processing
IT support and website maintenance
Marketing and communication services

All business associates sign agreements requiring them to protect your information according to HIPAA standards.

Website-Specific Privacy Practices

Cookies and Tracking Technologies

Our website uses cookies to:

Remember your preferences and login information
Analyze website traffic and improve user experience
Provide personalized content and recommendations

You can control cookies through your browser settings, though disabling cookies may limit website functionality.

Third-Party Services

Our website may use third-party services including:

Google Analytics: For website traffic analysis (anonymized data)
Appointment Scheduling: Secure patient portals for booking appointments
Email Services: HIPAA-compliant email platforms for communication
Payment Processing: Secure payment gateways for billing

Online Forms and Communications

All online forms use secure, encrypted transmission
Patient portal communications are HIPAA-compliant
We do not guarantee security of standard email communications

Data Security Measures

We implement comprehensive security measures to protect your information:

Technical Safeguards

Encryption of data in transit and at rest
Secure servers with regular security updates
Multi-factor authentication for staff access
Regular security audits and vulnerability assessments

Physical Safeguards

Controlled access to facilities and equipment
Secure storage of physical records
Proper disposal of confidential information
Staff workstation security protocols

Administrative Safeguards

Staff training on privacy and security procedures
Regular policy updates and compliance monitoring
Incident response and breach notification procedures
Business associate agreements with third-party vendors

Your Privacy Rights

Under HIPAA and applicable state laws, you have the right to:

Access Your Information

Request copies of your medical records
Review how your information has been used or disclosed

Request Amendments

Ask us to correct inaccurate or incomplete information
Add clarifications to your medical records

Request Restrictions

Ask us to limit how we use or share your information
Request additional privacy protections

Request Alternative Communications

Ask to receive communications at alternative locations or methods
Request confidential communications

File Complaints

Submit complaints about our privacy practices
Contact the U.S. Department of Health and Human Services if you believe your rights have been violated

Patient Portal and Electronic Communications

Secure Messaging

Patient portal messages are encrypted and HIPAA-compliant
Standard email is not secure and should not contain sensitive health information
We may use secure email systems for certain communications

Telehealth Services

Video consultations use HIPAA-compliant platforms
Sessions may be recorded for quality assurance (with your consent)
Technical requirements and privacy considerations will be explained before sessions

Marketing and Educational Communications

Health Information

We may send you:

Educational materials about integrative oncology
Information about new services or treatments
Appointment reminders and follow-up care instructions

Opt-Out Rights

You can unsubscribe from marketing communications at any time
Treatment-related communications may still be necessary for your care
Update your communication preferences through our patient portal

Data Retention

We retain your information for:

Medical Records: As required by state law (typically 7-10 years after last treatment)
Billing Records: As required for audit and compliance purposes
Website Data: According to our legitimate business needs and legal requirements

International Data Transfers

Your information is primarily stored and processed in the United States. If you access our services from outside the U.S., please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated.

Children's Privacy

Our services are not intended for individuals under 18 years of age without parental consent. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to remove that information.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will:

Post the updated policy on our website
Notify you of material changes via email or patient portal
Indicate the effective date of any changes

Contact Information

Privacy Officer

For questions about this Privacy Policy or to exercise your privacy rights:

Integrative Oncology, LLC Privacy Officer
Address: 708 Florsheim Dr Ste 10, Libertyville, IL. 60048
Email:info@integrativeoncology.net

Filing Complaints

You may file a complaint about our privacy practices with:

U.S. Department of Health and Human Services
Office for Civil Rights
Phone: 1-800-368-1019
Website: www.hhs.gov/ocr/privacy/hipaa/complaints/

State Health Department
https://dph.illinois.gov

Acknowledgment

By using our website or services, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree with our practices, please do not use our website or services.

This Privacy Policy is effective as of 8/13/2025 and was last updated on 8/13/2025