PRIVACY POLICY

Oaks Health Associates, PC

Effective Date: December 5, 2023
Last Updated: October 25, 2026

Business Name: Oaks Health Associates, PC
Business Address: 1000 Bearcat Way, Suite 101, Morrisville, NC 27560
Website: www.oakshealth.org

1. INTRODUCTION

Oaks Health Associates, PC ("Oaks Health," "we," "our," or "us") is committed to respecting your privacy and protecting the personal information you share with us.

This Privacy Policy explains how we collect, use, disclose, store, and safeguard information when you visit our website, schedule appointments, communicate with our practice, or access our healthcare services.

Oaks Health provides medical and wellness services, including primary care, medical weight management, intravenous (IV) therapy, medical aesthetics, and telemedicine services in multiple U.S. states.

We recognize the sensitive nature of personal and medical information and strive to maintain appropriate privacy and security protections.

This Privacy Policy applies to information collected through our website and associated digital services.

Protected health information ("PHI") maintained by Oaks Health in its capacity as a healthcare provider is also governed by our separate HIPAA Notice of Privacy Practices and applicable federal and state laws.

If there is a conflict between this Privacy Policy and applicable healthcare privacy law, the applicable law governs.

2. INFORMATION WE COLLECT

Depending on how you interact with Oaks Health, we may collect the following categories of information.

A. Personal Identification Information

Full name
Date of birth
Mailing and residential address
Email address
Telephone number
Emergency contact information
Patient account information
Other identifying information necessary to provide services

B. Health and Medical Information

When you request or receive healthcare services, we may collect information including:

Medical history
Current and previous medical conditions
Medication history
Allergies
Laboratory and diagnostic results
Treatment plans
Prescription information
Height, weight, and other clinical measurements
Medical photographs, when appropriate and authorized
Information submitted through medical questionnaires
Clinical communications
Telemedicine consultation information

Medical information is collected and used as necessary to evaluate patients, provide healthcare services, coordinate treatment, and comply with applicable legal requirements.

C. Payment and Billing Information

When you purchase services or make payments, we may collect:

Billing name and address
Transaction details
Payment history
Invoices and receipts
Information necessary to process refunds or resolve billing disputes

Payment card information may be collected and processed directly by authorized third-party payment processors.

Oaks Health does not require patients to submit payment card information through ordinary email or unsecured website messages.

D. Website and Technical Information

When you visit our website, certain technical information may be collected automatically, depending on the technologies enabled.

This may include:

Internet Protocol (IP) address
Browser type
Device type
Operating system
Pages visited
Website navigation activity
Referring website
Date and time of access
Cookie identifiers
General geographic information derived from technical data

We use this information only for purposes permitted by applicable law, such as maintaining website functionality, improving performance, protecting security, and understanding general website usage.

3. HOW WE USE YOUR INFORMATION

Oaks Health may use personal information for the following purposes:

Healthcare Services

To evaluate patients, provide medical consultations, develop treatment plans, prescribe medications when appropriate, order laboratory testing, and coordinate healthcare services.

Appointment Management

To schedule, confirm, reschedule, and manage appointments.

Patient Communication

To respond to inquiries, provide appointment reminders, communicate about treatment, and deliver authorized administrative notifications.

Billing and Payment Processing

To process payments, maintain financial records, provide receipts, and resolve billing questions.

Website Operations

To maintain website functionality, improve usability, troubleshoot technical problems, and protect against unauthorized access.

Legal and Regulatory Compliance

To comply with applicable healthcare laws, professional licensing requirements, record retention obligations, and lawful requests.

Quality Improvement

To evaluate and improve our services, patient experience, and administrative processes, as permitted by applicable law.

Marketing Communications

To provide information about Oaks Health services, educational resources, promotions, or practice announcements when permitted by law and, where required, with appropriate consent or authorization.

We do not use PHI for marketing purposes that require HIPAA authorization without obtaining the required authorization.

4. HIPAA AND PROTECTED HEALTH INFORMATION

Oaks Health recognizes its responsibilities under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), the Health Information Technology for Economic and Clinical Health Act ("HITECH"), and other applicable healthcare privacy laws.

Where HIPAA applies, Oaks Health uses and discloses PHI only as permitted or required by law.

Permitted uses may include treatment, payment, healthcare operations, and other legally authorized purposes.

Patients have rights concerning their PHI, including rights to request access, amendments, and certain restrictions or disclosures, subject to applicable law.

Additional information about these rights is provided in our separate Notice of Privacy Practices.

This website Privacy Policy does not replace our HIPAA Notice of Privacy Practices.

5. MULTISTATE TELEMEDICINE PRIVACY

Oaks Health provides telemedicine services to eligible patients located in states where the treating clinician is legally authorized to practice.

Our telemedicine service areas may include:

North Carolina, Virginia, Vermont, Florida, Texas, Nevada, Nebraska, Iowa, Alaska, Hawaii, California, Colorado, New Mexico, and Utah.

Service availability depends on clinician licensure, patient location, and applicable law.

To provide telemedicine services, we may collect information necessary to:

Verify patient identity
Confirm the patient's physical location
Determine clinician eligibility to provide services
Establish or maintain a provider-patient relationship
Document clinical encounters
Coordinate prescriptions and laboratory services
Maintain legally required medical records

Telemedicine encounters may involve secure video platforms, electronic health records, patient portals, and other authorized technologies.

We implement appropriate safeguards to protect telemedicine communications and associated medical information.

Telemedicine sessions are not routinely recorded unless recording is specifically authorized and conducted in accordance with applicable law.

Patients should participate in telemedicine appointments from a private location whenever reasonably possible.

6. HOW WE SHARE INFORMATION

Oaks Health does not sell patients' protected health information.

We may disclose information to authorized parties when necessary and legally permitted.

Healthcare Professionals

Information may be shared with healthcare professionals involved in treatment, referrals, or care coordination.

Laboratories and Pharmacies

Relevant information may be shared with authorized laboratories, pharmacies, and other healthcare partners to fulfill clinical orders.

Technology and Administrative Vendors

We may engage service providers to support electronic medical records, scheduling, billing, communications, website hosting, and other operations.

Where required by HIPAA, vendors handling PHI on our behalf must enter into appropriate Business Associate Agreements.

Legal and Regulatory Authorities

Information may be disclosed when required or permitted by applicable law, including certain public health, licensing, regulatory, and legal obligations.

With Patient Authorization

We may share information with other parties when a patient provides legally valid authorization.

We do not disclose PHI for purposes requiring authorization without first obtaining that authorization, unless otherwise permitted by law.

7. PATIENT PORTAL AND SECURE COMMUNICATIONS

Oaks Health uses designated patient portals and official practice communication systems to facilitate patient care.

Patients should use their assigned secure patient portal for:

Medical questions
Prescription requests
Medication concerns
Laboratory results
Clinical follow-up
Appointment questions
Billing inquiries
Medical documentation requests

Patients should not submit sensitive medical information through personal email addresses, personal telephone numbers belonging to clinicians, social media messaging, or unsecured website forms.

Communications sent through unauthorized channels may not be monitored or incorporated into the medical record promptly.

Oaks Health may direct patients to resubmit clinical inquiries through the secure patient portal.

Patient portal accounts are intended for authorized users.

Patients are responsible for protecting their login credentials and notifying Oaks Health of suspected unauthorized access.

8. EMAIL, TEXT MESSAGES, AND ELECTRONIC NOTIFICATIONS

Oaks Health may communicate with patients electronically regarding appointments, administrative matters, and healthcare services, consistent with applicable law and patient communication preferences.

Electronic communications may include:

Appointment reminders
Scheduling confirmations
Billing notifications
Portal message alerts
Practice announcements
Other authorized communications

Standard email and SMS text messaging may not provide the same level of confidentiality as secure patient portals.

For this reason, Oaks Health encourages patients to use the designated patient portal for sensitive clinical information.

Marketing text messages and promotional communications will be sent only when legally permitted and with any consent required by applicable law.

Patients may opt out of eligible promotional communications using the instructions provided in those messages.

Opting out of promotional communications does not necessarily prevent legally permitted treatment-related or essential administrative communications.

9. COOKIES AND WEBSITE TRACKING TECHNOLOGIES

Our website may use cookies and similar technologies to support functionality, improve user experience, maintain security, and analyze general website performance.

Cookies are small data files stored on a visitor's device.

Depending on the website configuration, these technologies may include:

Essential cookies required for website functionality
Preference cookies
Website performance and analytics tools
Other technologies disclosed through applicable cookie notices

Visitors may be able to manage cookies through their browser settings or website privacy controls, where available.

Disabling certain cookies may affect website functionality.

Healthcare Privacy Protection

Oaks Health does not authorize website tracking technologies to collect or disclose PHI in violation of HIPAA or other applicable privacy laws.

Tracking technologies that may access PHI must be evaluated and configured to comply with applicable legal requirements.

Oaks Health will not rely solely on a general cookie banner or this Privacy Policy as authorization to disclose PHI for advertising or other purposes requiring specific HIPAA authorization.

Any nonessential tracking or advertising technology will be subject to applicable privacy and consent requirements.

10. WEBSITE FORMS AND ONLINE SCHEDULING

Information submitted through website contact forms, appointment requests, or online scheduling systems may be used to respond to inquiries and facilitate requested services.

Visitors should avoid including detailed medical histories, sensitive diagnoses, or other confidential clinical information in general website contact forms unless the form is specifically designated and appropriately secured for that purpose.

Submission of a website inquiry does not automatically establish a provider-patient relationship.

Information submitted through designated patient intake or clinical systems may become part of the patient's medical record.

11. PAYMENT SECURITY

Oaks Health may use authorized third-party payment processing services to facilitate electronic transactions.

Payment processors may collect and process payment information according to their own privacy notices and applicable contractual requirements.

Oaks Health takes reasonable steps to select service providers that maintain appropriate safeguards.

We do not guarantee that any electronic system is completely free from security risks.

Patients should notify Oaks Health promptly if they suspect an unauthorized or incorrect transaction involving our practice.

12. DATA SECURITY

Oaks Health implements administrative, technical, and physical safeguards designed to protect personal information and PHI.

These safeguards may include:

Access controls
User authentication
Secure electronic systems
Encryption where appropriate
Workforce privacy training
Role-based access restrictions
Security monitoring
Vendor oversight
Data backup and recovery procedures

No electronic transmission or storage system can be guaranteed to be completely secure.

If a security incident occurs, Oaks Health will investigate and provide notifications when required by applicable law.

13. DATA RETENTION

Oaks Health retains personal information and medical records for periods required by applicable federal and state laws.

Retention periods may vary based on:

Type of information
Patient age
State where services were provided
Professional licensing requirements
Medical record retention laws
Financial and tax obligations
Litigation holds or other legal requirements

Information that is no longer required may be securely deleted, destroyed, or de-identified according to applicable policies and legal requirements.

Requests for deletion of personal information may be subject to healthcare record retention requirements and other legal exceptions.

14. YOUR PRIVACY RIGHTS

Depending on the type of information involved and applicable federal or state law, individuals may have rights to:

Request access to personal or medical information
Obtain copies of medical records
Request corrections to inaccurate information
Request certain restrictions on uses or disclosures
Request confidential communications
Receive an accounting of certain disclosures
Withdraw authorizations where legally permitted
Submit privacy complaints
Exercise additional rights under applicable state privacy laws

Some rights are subject to legal limitations or exceptions.

Requests involving PHI will be handled under HIPAA and other applicable healthcare privacy requirements.

Oaks Health will not retaliate against individuals for exercising legally protected privacy rights.

15. STATE-SPECIFIC PRIVACY RIGHTS

Oaks Health provides services to patients in multiple states and recognizes that certain jurisdictions impose additional privacy requirements.

Depending on the individual's location, the information involved, and whether a particular law applies to Oaks Health, additional protections may be available.

These may include rights relating to:

Access to personal information
Correction of inaccurate information
Deletion of eligible personal information
Restrictions on certain data disclosures
Sensitive personal information
Consumer health data
Marketing preferences
Privacy-related complaints or appeals

Certain state consumer privacy laws exempt some information regulated by HIPAA, but those exemptions do not necessarily apply to all website or consumer information.

Oaks Health will honor applicable privacy rights and statutory exemptions.

Individuals seeking to exercise privacy rights may contact Oaks Health using the information provided below.

We may request reasonable identity verification before processing certain requests.

16. CHILDREN'S PRIVACY

Oaks Health may provide healthcare services to minors when legally permitted.

The collection, use, and disclosure of minors' medical information are governed by applicable federal and state laws, including laws addressing parental or guardian access and minors' confidential healthcare rights.

Our general website is not directed toward children under 13.

We do not knowingly collect personal information directly from children under 13 through general website features in violation of applicable law.

Parents or legal guardians with concerns about a child's information may contact Oaks Health.

Access to a minor's medical information will be evaluated under applicable law.

17. SOCIAL MEDIA AND THIRD-PARTY WEBSITES

Oaks Health may maintain social media accounts and provide links to third-party websites.

These platforms operate under their own privacy policies and security practices.

We encourage visitors to review the privacy policies of third-party websites before submitting personal information.

Patients should not use social media comments or direct messages to communicate sensitive medical information.

Oaks Health does not provide individualized medical advice through public social media interactions.

Patient testimonials, photographs, or other identifiable patient information will be used in marketing only when legally permitted and with any required authorization.

18. INTERNATIONAL WEBSITE VISITORS

Oaks Health primarily provides healthcare services within the United States.

Our website may be accessible from locations outside the United States.

Individuals accessing the website from other countries should understand that information may be processed or stored in the United States, subject to applicable law.

Accessing our website from another country does not establish eligibility to receive medical services.

19. DATA BREACH NOTIFICATION

If Oaks Health discovers a breach involving protected or otherwise regulated personal information, we will investigate the incident and provide notifications as required by applicable federal and state laws.

Notification requirements may vary depending on the information involved, the nature of the incident, and applicable legal standards.

Where required, notifications may be provided to affected individuals, government authorities, or other appropriate parties.

20. CHANGES TO THIS PRIVACY POLICY

Oaks Health may update this Privacy Policy periodically to reflect changes in business practices, technology, legal requirements, or healthcare services.

The most recent version will be posted on our website with an updated effective date.

When required by law, we will provide additional notice or obtain consent before implementing material changes.

21. CONTACT US

If you have questions regarding this Privacy Policy or wish to submit a privacy-related request, please contact:

Oaks Health Associates, PC
1000 Bearcat Way, Suite 101
Morrisville, NC 27560

Website: www.oakshealth.org
Business Telephone: 919-425-1793
Privacy Contact: contactus@oakshealth.org

Existing patients should use the secure patient portal for questions involving medical records, clinical information, or other sensitive healthcare matters.

Individuals may also submit complaints regarding potential HIPAA violations to the U.S. Department of Health and Human Services, Office for Civil Rights.

Oaks Health prohibits retaliation against individuals for submitting privacy complaints or exercising legally protected rights.

22. ACKNOWLEDGMENT

By accessing or using the Oaks Health website, you acknowledge that this Privacy Policy describes our information practices.

This acknowledgment does not constitute consent or authorization for uses or disclosures that require separate consent or authorization under applicable law.

Patients receiving healthcare services may be provided additional privacy notices and consent documents.