Privacy Policy – Waldorf Women’s Care

1) Scope

This policy explains how Waldorf Women’s Care (“we,” “our,” “us”) collects, uses, and protects information through our website and online tools. It does not replace our Notice of Privacy Practices (HIPAA) that governs medical records and protected health information (PHI) in our electronic medical record (EMR) system.

2) Information We Collect

• Information you provide: name, contact details (email, phone), insurance details, and appointment preferences submitted via our forms.
• Payment information: entered at checkout and processed by Stripe. We do not store full card numbers on our site.
• Analytics/technical data: IP address, device/browser info, pages viewed, and interactions collected via Google Analytics cookies and similar technologies.

What we do not collect via the website: medical records or PHI. HIPAA protections apply once your information is in our EMR.

3) How We Use Information

• Appointment scheduling, confirmations, and related communications.
• Processing payments and account reconciliation.
• Website safety, performance, and usage analysis to improve services.

We do not sell or rent your personal information.

4) Third-Party Service Providers

We share information with vendors only as needed to operate our services:

• Stripe (payment processing; PCI-DSS compliant)
• Jotform (secure online forms)
• Google Workspace (email, document storage, internal operations)
• Google Analytics (site usage analytics)

These providers are contractually limited to using data solely to deliver their services to us.

5) Cookies & Analytics

We use cookies and similar technologies to run the site and understand usage. You can manage cookies in your browser settings and you may install the Google Analytics Opt-out add-on.

6) Data Retention

We retain personal information only as long as necessary for the purposes above and to meet legal/recordkeeping requirements. Website-collected identifiable data is purged after 7 years.

7) Data Security

• Encrypted transmission (HTTPS/SSL)
• Access controls for authorized personnel
• Use of reputable vendors with appropriate safeguards (e.g., Stripe PCI compliance)

No method of internet transmission or storage is 100% secure; we cannot guarantee absolute security.

8) Your Choices & Rights

• Request a copy of the information we hold about you.
• Ask us to correct inaccurate information.
• Request deletion, subject to legal/recordkeeping obligations.
• Opt out of non-essential communications at any time.

Contact us using the details below to make a request.

9) HIPAA & Notice of Privacy Practices

Medical information handled within our EMR is subject to HIPAA. For details on your HIPAA rights and how we use/disclose PHI, please review our Notice of Privacy Practices.

10) Children’s Privacy

Our website is not directed to children under 13, and we do not knowingly collect personal information from children under 13 online.

11) Medical Disclaimer

Content on this website is for educational purposes only and is not a substitute for professional medical advice, diagnosis, or treatment. Always consult your healthcare provider about any medical questions.

12) Changes to This Policy

We may update this policy from time to time. The “Last updated” date above reflects the latest version.

13) Contact Us