Absolute Balance Acupuncture Clinic, LLC

Privacy Policy & HIPAA Notice of Privacy Practices

Effective date: 09.01.2025

Legal entity: Absolute Balance Acupuncture Clinic, LLC (“ABA,” “we,” “us,” or “our”)
Principal office: 139 Harristown Rd, Suite 140, Glen Rock, NJ 07542

We respect your privacy. This page explains (1) how we handle personal information collected through our website and online services, and (2) how we use and disclose your Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA) and your rights regarding that information.

If you are a patient, both sections apply to you: the Website Privacy Policy governs your use of our site; the HIPAA Notice governs our use of your PHI in the course of care.

If you are a patient, both sections apply to you: the Website Privacy Policy governs your use of our site; the HIPAA Notice governs our use of your PHI in the course of care.

Part I — Website Privacy Policy

1) What we collect

We may collect the following types of information when you visit or interact with our website, forms, or online scheduling tools:

Identifiers: name, email address, phone number, mailing address (if you submit a form or join our newsletter).

Usage data: pages viewed, time on page, referring pages, and general device/browser information (via analytics tools).

Transactional or support data: messages you send us, appointment requests, and preferences (e.g., consent to receive emails or texts).

We do not collect or store payment card data on our servers. Any online payments are processed securely by third-party payment gateways.

2) When we collect it

When you book online, complete a form, subscribe to our newsletter, contact us, download resources, or otherwise enter information on our site.

Automatically via cookies/analytics when you browse our site.

3) How we use your information

We use website-collected information to:

Respond to inquiries and provide customer service.

Send confirmations, reminders, educational resources, or newsletters (if you opt in).

Improve our website, services, and user experience.

Carry out marketing and advertising consistent with applicable law and your choices (see Cookies & Ads below).

We do not sell your personal information.

4) How we protect your information

Our site is regularly scanned for vulnerabilities.

Data in transit is protected by SSL/TLS.

Access to personal information is limited to authorized personnel and service providers who are bound to keep it confidential.

Transactions, if any, are processed through third-party gateways; payment details are not stored on our servers.

5) Cookies, analytics, and ads

Cookies are small files stored on your device by your browser. We use cookies and similar technologies to:

Remember your preferences (e.g., forms, booking).

Understand site traffic and interactions (aggregate analytics).

(If enabled) Support remarketing/advertising and measure the effectiveness of ads.

You can manage cookies in your browser settings. Disabling cookies may affect some site features.

Analytics & advertising partners (if used): We may use tools such as Google Analytics and, if enabled, Google Ads/remarketing, the Google Display Network, demographic and interests reporting, and similar services. These tools may set first-party cookies (e.g., Google Analytics) and third-party cookies (e.g., for advertising). You can adjust how Google advertises to you in Google’s Ad Settings or use industry opt-out mechanisms (e.g., the Network Advertising Initiative or a browser analytics opt-out add-on).

If you prefer no personalized ads, you can use browser settings and/or opt-out tools to limit ad personalization. Our website will continue to function.

6) Do Not Track

Most browsers let you send a “Do Not Track” (DNT) signal. Our website does not respond to DNT signals at this time, but you can still manage tracking via cookie settings and opt-out tools described above.

7) Third-party disclosure and links

We share information only with:

Service providers (hosting, email delivery, analytics, scheduling, EHR portals, payment gateways) who are contractually obligated to protect it and use it solely to provide services to us.

Law enforcement or regulators if required to comply with applicable law or to protect rights, safety, and security.

Our site may link to third-party websites. We are not responsible for the privacy practices or content of those sites. Please review their policies.

8) Children’s privacy (COPPA)

Our website and marketing are not directed to children under 13. We do not knowingly collect personal information from children under 13 online. If you believe a child has provided personal information through our site, please contact us and we will delete it.

9) Email communications & CAN-SPAM

If you provide your email, we may send you:

Responses to inquiries and appointment information.

Educational resources and newsletters (with your consent, where required).

Service updates and satisfaction surveys.

We will not use false or misleading subjects or email addresses. Each marketing email includes an unsubscribe link; you may also email us to be removed from all marketing communications. Transactional or service emails (e.g., appointment confirmations) may still be sent as needed.

10) Data retention

We retain website-collected personal information for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce agreements. Health records are retained in accordance with HIPAA and applicable state law (see Part II).

11) Changes to this Website Privacy Policy

We may update this policy periodically. We will post the updated date at the top of this page. Material changes will be noted on this page.

Part II — HIPAA Notice of Privacy Practices (NPP)

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

ABA maintains a record of the care we provide. This record includes Protected Health Information (PHI), such as your symptoms, diagnoses, treatment plans, and billing information. We are required by law to: (1) maintain the privacy and security of your PHI, (2) provide this Notice, and (3) notify you following a breach of unsecured PHI as required by HIPAA.

A) How we may use and disclose your PHI

We may use and disclose PHI for the following purposes without your written authorization, subject to HIPAA and applicable state law:

Treatment – To provide, coordinate, or manage your care and related services (e.g., sharing information with your OB/GYN, reproductive endocrinologist, primary care clinician, laboratory, or pharmacy; discussing your care with individuals you identify as involved in your care).
Payment – To bill and obtain payment from you, your health plan, or other responsible parties (e.g., submitting claims, determining coverage/eligibility). If you pay out-of-pocket in full and request we not disclose PHI to your health plan about that service, we will honor your request unless disclosure is required by law.
Health care operations – For quality assessment and improvement, training, accreditation, licensing, auditing, legal services, and general administration. We may share PHI with Business Associates (e.g., our EHR vendor) who must safeguard it under written agreements.
Appointment reminders & communications – We may contact you by phone, text, email, or mail for scheduling, check-in, follow-up, or to provide information about treatment alternatives or health-related benefits and services.
Individuals involved in your care & emergencies – We may share PHI with a family member, caregiver, or other person identified by you, or as reasonably necessary during emergencies or disaster relief efforts.
Public health & safety – For public health activities (e.g., reporting certain diseases or adverse events), to help prevent or reduce a serious and imminent threat to health or safety, or as otherwise permitted by law.
Health oversight, judicial, and law enforcement – For audits, investigations, court orders, warrants, or other lawful processes.
Coroners, medical examiners, and organ/tissue donation – As necessary to carry out their duties.
Workers’ compensation and similar programs – As authorized by law.
Required by law – When laws mandate disclosure.

Psychotherapy notes: If we maintain psychotherapy notes, we will not use or disclose them without your written authorization except as permitted by HIPAA (e.g., for your treatment by your therapist, in defense of legal actions, or as otherwise required by law).

Marketing & sale of PHI: We will not use or disclose your PHI for paid marketing or sell your PHI without your written authorization.

Research: If we participate in research, your PHI will be used or disclosed only as permitted by law, often with your authorization or with an approved waiver from an Institutional Review Board (IRB).

B) Other uses and disclosures

Uses and disclosures not described in this Notice will be made only with your written authorization. You may revoke an authorization at any time in writing, except to the extent action has already been taken in reliance on it.

C) Your rights regarding PHI

You have the following rights under HIPAA (subject to certain exceptions):

Right to access – You may inspect or obtain a copy of your PHI (including an electronic copy if we maintain it electronically) in the format you request if readily producible, or an alternative readable format. We may charge a reasonable, cost-based fee as permitted by law.
Right to request amendments – If you believe your PHI is incomplete or inaccurate, you may request a correction. If we deny your request, we will explain why and how you may submit a statement of disagreement.
Right to an accounting of disclosures – You may request a list of certain disclosures of your PHI made in the past six years (excluding those for treatment, payment, health care operations, and other disclosures exempted by law).
Right to request restrictions – You may request restrictions on how we use or disclose your PHI. We are not required to agree except for the special right noted under Payment above when you pay out-of-pocket in full.
Right to confidential communications – You may request that we contact you at a specific address, phone number, or by a specific method (e.g., email or mail). We will accommodate reasonable requests.
Right to receive a paper copy – You may request a paper copy of this Notice at any time, even if you agreed to receive it electronically.
Right to be notified of a breach – You will be notified, as required by law, of a breach of your unsecured PHI.

To exercise any of these rights, please submit a written request to our Privacy Officer (see Contacting Us).

D) Our duties

We are required by law to maintain the privacy and security of your PHI and to provide you with this Notice.

We will follow the terms of the current Notice.

We reserve the right to change our privacy practices and this Notice. The updated Notice will apply to all PHI we maintain and will be posted at our office and on our website with a new effective date.

Contacting Us

Privacy Officer: Absolute Balance Acupuncture Clinic, LLC
Mailing address: 139 Harristown Rd, Suite 140, Glen Rock, NJ 07542
Email: clinic@acupuncturenynj.com

Phone: 201-916-0509

For questions about this Privacy Policy or to make a HIPAA request (access, amendment, restriction, accounting, or confidential communications), please contact our Privacy Officer.

If you believe your privacy rights have been violated, you may file a complaint with us (no retaliation) and/or with the U.S. Department of Health and Human Services, Office for Civil Rights.

Important Notes & Disclaimers

This page is intended to satisfy general website privacy disclosures and HIPAA Notice requirements. State privacy, retention, and patient-records rules may impose additional obligations.

ABA does not market services to children online.

If you use our patient portal or online scheduling, those services may present additional terms or privacy notices from their respective providers.