If your website collects any form of visitor information – such as through a contact form that requests the visitor’s name, email, and phone number – it is critical that you have a clear and accessible privacy policy in place. This is not just about adhering to best practices; it’s a federal requirement.

Understanding Privacy Policies

A privacy policy is a statement that discloses how your website collects, uses, and manages a visitor’s data. It is essential for establishing trust and transparency with your audience.

A website’s privacy policy typically includes details on the types of personal information collected, the purposes for collection, how the information is used, and the measures taken to protect that information. Please see the Vein911 Privacy Policy as an example, here.

For our HPS members in California, be especially mindful of the California Consumer Privacy Act (CCPA) which imposes even stricter regulations.

The Importance of Disclaimers

It’s also important to protect your clinic by ensuring your website’s contact form includes a disclaimer similar to the following:

“By clicking submit, you consent to [Clinic Name] communicating with you at the provided contact details. For more information, please read our Privacy Policy.” (see the Vein911 example here.)

This kind of notice explicitly informs users how their information will be used and gives them direct access to your Privacy Policy.

Consider Adding Terms of Use (aka Terms of Service) to Your Website

While Terms of Use are not a legal necessity, they serve as a contractual agreement between your clinic and the site visitor, outlining the rules for using your website and protecting your content, images, and intellectual property.

Next Steps to Ensure Your Website is Compliant:

Please take a moment to review your current website:

• Privacy Policy: Ensure it is up-to-date and compliant with current regulations. Include a link to your Privacy Policy on your homepage for easy accessibility.
• Disclaimer: Add a clear disclaimer to your contact form if it isn’t there already.
• Terms of Use: Consider creating a Terms of Use page to protect your website further. Terms of Use may be combined with your Privacy Policy.

Creating or updating these documents is straightforward and can often be done for a minimal fee using an online “privacy policy generator” (and many web developers will take care of this for you).

Please note: If you make an update to an existing Privacy Policy, be sure to include a statement at the top of the page noting that your Privacy Policy has been updated along with the date.

We understand that your primary focus is providing top-tier care to your patients, but ensuring your website reflects compliance with privacy laws is also an integral part of offering a professional service.

If you need assistance or have any questions regarding these actions, do not hesitate to reach out. Together, we can ensure your website protects both your patients and your practice.