Effective Date: January 10th, 2025

Midwest Concussion Clinic (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal and health information. This Privacy Policy describes how we collect, use, and protect information when you interact with our website (www.mwconcussion.com), participate in our services, or otherwise engage with our clinic.

1. Scope of This Policy

This policy applies to:

• Visitors of our website
• Clients and patients using our virtual healthcare services
• Participants in our educational events (webinars, workshops, downloads 
• Users who contact us or submit forms

This policy includes protections under HIPAA (Health Insurance Portability and Accountability Act) and relevant state privacy laws.

2. Information We Collect

We may collect the following types of information:

• A. Personal Information
  • Name, email address, phone number
  • Mailing address (if applicable)
  • Emergency contact information 
• B. Health Information (Protected Health Information or PHI)
  • Medical history, injury details, treatment notes
  • Symptoms, health assessments, and progress tracking
  • Communications with our providers
• C. Technical Information
  • IP address, browser type, and device data
  • Cookies and usage analytics (e.g., page visits, time on site)
• D. Payment Information
  • Only collected when purchasing services or digital products via secure third-party platforms. We do not store full credit card data on our servers.

3. How We Use Your Information

We use your information for the following purposes:

• To provide and manage clinical care and concussion rehabilitation services
• To communicate with you about appointments, treatment plans, or program updates
• To respond to inquiries or requests submitted via our website
• To improve website functionality and user experience
• To share educational content (e.g., webinars, blog updates) if you opt in
• To comply with legal or regulatory requirements

4. Sharing and Disclosure

We do not sell your information to third parties.

We may share your information with:

• Authorized healthcare providers within our clinic for treatment purposes
• HIPAA-compliant service providers and vendors (e.g., scheduling, EHR, video conferencing platforms) under Business Associate Agreements (BAAs)
• Legal authorities, if required by law, subpoena, or in response to safety concerns

5. HIPAA Compliance

As a virtual healthcare provider, we comply with HIPAA requirements to protect your PHI. This includes:

• Secure electronic health records
• Encrypted communications
• Access controls and authentication
• Signed Business Associate Agreements with all third-party vendors who access PHI
   

You have the right to:

• Access your health records
• Request corrections
• Request restrictions on certain uses or disclosures
• Receive an accounting of disclosures 
• File a complaint with our Privacy Officer or the U.S. Department of Health & Human Services
   

To make a HIPAA request, email: matt@mwconcussion.com

6. Your Choices and Rights

You may:

• Opt out of marketing emails at any time via the unsubscribe link
• Request deletion of non-medical personal data by contacting us
• Decline to provide certain information, but this may limit our ability to offer services

7. Data Security

We take reasonable administrative, technical, and physical measures to protect your information from unauthorized access, loss, or misuse.

However, no system is 100% secure. Please avoid sending sensitive medical details via unencrypted email or contact forms.

8. Cookies and Tracking

We use cookies and third-party analytics tools (e.g., Google Analytics) to understand website usage. You can adjust cookie preferences in your browser settings.

9. Children's Privacy

Our services are not intended for individuals under 13 without parental consent. We do not knowingly collect data from children without legal authorization.

10. External Links

Our website may link to third-party websites. We are not responsible for their privacy practices or content.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in law or our practices. When we do, we’ll revise the “Effective Date” above. Continued use of our site or services after changes implies acceptance.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data:

Midwest Concussion Clinic
1204 Clark Avenue

Bluffton, IN 46714

Email: matt@mwconcussion.com
Website: www.mwconcussion.com