Privacy Policies

Effective Date: August 13, 2025

Last Updated: August 13, 2025

At Dow Chiropractic and Acupuncture, we are committed to protecting your privacy and handling your personal information in a secure and responsible manner. This Privacy Policy explains how we collect, use, disclose, and protect your information when you engage with our clinic, our website, or digital services (including Facebook Ads and other online platforms).

Information We Collect

We may collect the following categories of information through in-person, phone, web forms, online booking, digital ads, or email communication:

Personal Information:

  • Name, address, phone number, email address

  • Date of birth, insurance details, emergency contact

  • Other identifiers you voluntarily provide

Health Information (PHI):

  • Your health history, symptoms, treatment records

  • Notes, assessments, diagnostic details, and clinical findings

  • Information shared during visits, forms, or assessments

Use of AI Medical Scribes
To improve documentation accuracy and allow our clinicians to focus more fully on you during your visit, we may use a secure, HIPAA-compliant AI medical scribe system, currently Commure Scribe. This system may temporarily record and transcribe the conversation between you and your clinician for the sole purpose of creating your medical note.

  • Temporary nature: The transcript and/or audio recording is not part of your permanent medical record. It is automatically deleted within 24 hours after your clinician reviews and finalizes your official visit note.

  • Permanent record: Only the finalized medical note, reviewed and signed by your clinician, is kept as part of your permanent medical record in accordance with state and federal record retention laws.

  • Privacy and security: Commure Scribe operates on secure, HIPAA-compliant systems. Temporary transcripts are never sold, shared, or used for marketing purposes.

Payment Information:

  • Credit/debit card numbers, billing address, insurance billing info

Digital Interaction Data:

  • IP address, device info, referral source (e.g., ad click), browsing behavior on our website or landing pages

  • Interaction with appointment forms, intake forms, or ads (collected via cookies or Facebook Pixel, if accepted)

How We Use Your Information

Your information may be used to:

  • Provide chiropractic, acupuncture, and wellness services

  • Schedule, confirm, and manage appointments

  • Create and maintain accurate patient records

  • Communicate regarding care, billing, or office updates

  • Submit insurance claims and process payments

  • Comply with HIPAA, legal obligations, and state laws

  • Measure and improve patient experience

  • Run legally compliant ads or remarketing (with anonymized or consented data)

  • Mobile opt-in information or personally identifiable data will NOT be shared, sold, traded, or transferred to any third parties or affiliates for marketing or promotional use.

Disclosure of Your Information

We do not sell or rent your personal information. We may share your information under the following conditions:

With Your Consent:

  • Referrals to other healthcare providers or specialists

Legal Requirements:

  • Court orders, audits, or public health reporting

Business Associates:

  • Billing providers, cloud service vendors, transcription or IT services—all bound by HIPAA-compliant agreements

Digital Marketing Vendors:

  • Platforms like Facebook or Google may receive anonymized or aggregated data from your interactions with our ads or website, but only under consent and privacy-compliant mechanisms.

Your Rights Under HIPAA and Wisconsin Law

You have the right to:

  • Request access to your personal or health records

  • Request corrections to your health data

  • Request restrictions or confidential communications

  • Receive a copy of this Privacy Policy

  • File a complaint if you believe your privacy rights have been violated

To exercise any of these rights, please contact us using the information below.

Data Security

We use administrative, physical, and technical safeguards to protect your information:

  • Secure servers and encrypted communications

  • HIPAA-compliant third-party services for billing, scheduling, and records

  • Strict internal policies on staff access and training

Changes to This Privacy Policy

We may revise this policy from time to time in response to updates in privacy law, technology, or our services. Any major changes will be communicated via email, physical notice, or website updates.

Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact:

Dow Chiropractic and Acupuncture
Madison, Wisconsin, USA
📞 (608) 233-3588
📧 info@dowchiropractic.com