At OrthoVirginia (OV), we take privacy and security seriously. This Privacy Policy explains what personal information we collect, how we use it, and how it is shared. It also outlines the steps you can take to access, edit, or delete your information. By using the OrthoVirginia website at www.orthovirginia.com (the “Site”), you consent to the practices described in this Privacy Policy.

The information contained on the Site is neither intended nor implied to be a substitute for professional medical advice. You should always seek the advice of your physician or other qualified healthcare provider before starting any new treatment or if you have specific questions about your healthcare or a medical condition. Never disregard professional medical advice or delay in seeking care because of something you have read on this website.

IF YOU DO NOT AGREE WITH, OR HAVE OBJECTIONS TO, THIS PRIVACY POLICY, YOU SHOULD NOT SUBMIT ANY INFORMATION VIA THE SITE AND IMMEDIATELY DISCONTINUE USE OF THE SITE.

This website is not intended for use by individuals under the age of 13.

Information We Collect

When you use the Site, we may collect the following types of personal information:

• Personally Identifiable Information (PII):
  • Name
  • Email address
  • Phone number (residential and/or cellular)
  • Zip code
  • Any other information you voluntarily provide (e.g., by filling out a form on the Site).
• Non-Personally Identifiable Information (Non-PII):
  • Internet protocol (IP) address
  • Browser type
  • Pages viewed and website usage patterns

If you use our Site without registering or completing any response forms, we will only collect non-personally identifiable information through the use of Cookies or Web Beacons. “Cookies” are small text files that a website stores on your computer’s hard drive in order to collect information about your activities on the site or to make it easier to use certain site functions. You can change your browser settings if you want to be notified when a site collects cookies, or to prevent sites from collecting cookies.

We use a third-party web analytics service provider that uses cookies and web beacons to help us analyze how users navigate our Site and the effectiveness of our marketing. The information generated by the cookie about your use of this Site will be transmitted to and stored by this service provider. They will use this information for the purpose of evaluating and reporting on your use of our Site. The information collected by our service provider is not personally identifiable.

How We Use Your Information

The information collected is used to:

1. Respond to your questions and inquiries.
2. Provide updates and notifications about appointments, treatments, or other services.
3. Notify you about products, services, and offers that may be relevant to you.
4. Improve the functionality and user experience of our Site.

Automated Text Messages and Calls:

OV collects residential and cellular telephone numbers provided to us and may use these numbers to communicate with you about your treatment, your appointments, or procedures, to service your account, or to collect any amounts you may owe. If we contact you by cell phone number, this could result in charges to you. We may also leave a message on voicemail in reference to any items that assist the practice in carrying out treatment, payment or our internal operations, such as appointment reminders, insurance items, and any call pertaining to your clinical care, including laboratory results.

Certain text messages containing minimal information may be sent via an automated texting service or two-way communication platform to your cell phone. For example, we may text you automated appointment reminders, prompts to sign up for MyChart, the availability of test results, that a new balance is due for payment, or a new bill is available in MyChart, or requests to provide feedback about our services. We may also contact you via a secure platform that allows for two-way communication about your upcoming visit, check-in, or payment due. You agree that OV or its vendors may contact you as described above. To unsubscribe from any automated phone/text messaging, send a message via MyChart or call our MyChart Patient Support Line at 1-877-701-6088.

SMS Consent:

If you provide consent to receive SMS communications, this consent will not be shared with third parties for any purpose.

How Your Information is Shared

We do not sell your personal information to third parties. We may share your information only in the following ways:

1. With Third-Party Vendors:
   • We may share your information with trusted vendors who help us provide services, such as appointment management or billing. These vendors are required to keep your information confidential and secure and are prohibited from using it for other purposes.
2. For Legal Compliance:
   • If required by law, or if necessary to protect our legal rights or respond to legal processes, OV may share your personal information.
3. With Your Consent:
   • We will seek your explicit consent if we intend to share your information for reasons not covered by this Privacy Policy.

Our Site may include links to other Web sites whose privacy practices may differ from those of OrthoVirginia. If you submit personal information to any of those sites, your information is subject to their privacy statements. OrthoVirginia’s Privacy Policy does not apply to information you may submit to those sites. We encourage you to carefully read the privacy statement of any website you visit.

Security of Your Information

Your Personally Identifiable Information resides on secure servers to which only selected OrthoVirginia employees or contractors have access. OrthoVirginia strives to prevent unauthorized parties from viewing such Personally Identifiable Information when it is transmitted to, and stored by, OrthoVirginia; however, it is not possible for OrthoVirginia to guarantee the security of information disclosed online to OrthoVirginia because no transmission of data over the Internet is totally secure and no database is totally secure from hackers, rogue employees and the like. Personally Identifiable Information may also be released, erased, deleted or otherwise removed due to hacking, force majeure, accident, unscrupulous contractors or employees, or through other such factors, and OrthoVirginia disclaims liability for any of the foregoing. You agree to assume all risk in connection with the information provided to OrthoVirginia or collected by OrthoVirginia when using the Site.  If OrthoVirginia experiences any data breaches, all potentially affected contacts will be informed by email, unless otherwise required by applicable law.

Your Rights

You have the right to:

• Access, update, or correct your personal information.
• Request deletion of your information.
• Unsubscribe from automated text messaging by contacting us via MyChart or calling our MyChart Patient Support Line at 1-877-701-6088.

Notice Regarding PHI

This Privacy Policy does NOT apply to the use and disclosure of your Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA). PHI is governed by the OrthoVirginia Notice of Privacy Practices, available at all OV locations or online at www.orthovirginia.com/privacy-practices.

Policy Changes

We frequently re-evaluate our privacy and security policies and procedures and adapt to new challenges as they arise, whether due to business concerns or regulatory changes. We will update this Privacy Policy to correspond with those changes and it will available through this site at www.orthovirginia.com/privacy-policy.  We will update the “Revised Date” at the bottom of the Privacy Policy to correspond with any revisions.

Contact

If you have any questions, queries, or concerns, please contact by email at [email protected] or by writing us at the following address:

OrthoVirginia
1115 Boulders Parkway
Suite 200
Richmond, VA 23225
Attn: Director, Compliance

Published: March 17, 2020; Revised: December 6, 2024