Privacy Policy

1. Introduction

Capital ENT & Sinus Center ("Capital ENT," "we," "our," or "us") is committed to protecting the privacy of our patients, website visitors, and all individuals who interact with us. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website or use our services.

This policy should be read alongside our separately maintained Notice of Privacy Practices (NPP), which governs how we handle Protected Health Information (PHI) as a HIPAA-covered healthcare provider. You may request a copy of our NPP at any of our clinic locations or by calling 512-339-4040.

By using this website, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the terms of this policy, please do not use our website.

2. Information We Collect

Information You Provide Directly

When you interact with our website, contact us, or request an appointment, we may collect:

• Name, address, phone number, and email address
• Date of birth and gender
• Insurance carrier and member ID
• Reason for visit or brief description of symptoms (appointment request forms)
• Payment information (handled through our secure billing partner — we do not store full payment card numbers)
• Messages sent through contact forms or the "Ask the ENT" feature

Information Collected Automatically

When you visit our website, we may automatically collect certain technical information, including:

• IP address and approximate geographic location
• Browser type, version, and operating system
• Pages visited, time spent, and referring URLs
• Device type (desktop, mobile, tablet)

This information is collected through cookies and similar technologies. See Section 6 for more detail.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Scheduling & patient care: To schedule appointments, coordinate care, and communicate about your health services
• Billing & insurance: To submit insurance claims and process payments
• Communications: To send appointment confirmations, reminders, and follow-up instructions via phone, email, or text (where you have consented)
• Website operations: To maintain and improve our website, diagnose technical issues, and analyze user behavior in aggregate
• Legal compliance: To comply with applicable state and federal laws, including HIPAA, Texas Health & Safety Code, and other applicable regulations
• Quality improvement: To evaluate and improve the quality of care and services we provide

We will not use your personal information for purposes incompatible with those described here without your prior consent.

4. HIPAA & Protected Health Information

Our full Notice of Privacy Practices describes your rights as a patient and our obligations under the Health Insurance Portability and Accountability Act (HIPAA). It covers how we use and disclose your PHI for treatment, payment, and healthcare operations, as well as situations where your authorization is required.

You have the right to:

• Request access to and copies of your medical records
• Request corrections to inaccurate information
• Request restrictions on how we use or disclose your PHI
• Receive an accounting of certain disclosures of your PHI
• File a complaint with us or with the U.S. Department of Health and Human Services

To exercise any of these rights, please contact our Privacy Officer at 512-339-4040 or visit any of our four Central Texas locations.

5. Information Sharing & Disclosure

We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may share your information in the following limited circumstances:

• Business associates: With vendors and service providers who assist us in operating our practice (e.g., electronic health record systems, billing services, appointment software) under written Business Associate Agreements (BAAs) as required by HIPAA
• Referring providers: With your primary care physician or other treating providers involved in your care, when clinically appropriate
• Legal requirements: When required by law, court order, subpoena, or government regulation; or to protect the rights, safety, or property of Capital ENT, our patients, or the public
• Emergency situations: To prevent serious and imminent threats to health or safety
• With your consent: For any other purpose with your explicit written authorization

Any sharing of PHI is conducted in accordance with HIPAA and our Notice of Privacy Practices.

6. Cookies & Analytics

Our website uses cookies — small text files stored on your device — and similar tracking technologies to improve your experience and help us understand how visitors use our site.

Types of Cookies We Use

• Essential cookies: Required for the website to function (e.g., session management, security)
• Analytics cookies: Help us understand aggregate traffic patterns, popular pages, and areas for improvement. We may use tools such as Google Analytics. These cookies do not identify you personally.
• Preference cookies: Remember your settings and choices to improve your experience on return visits

You may control cookies through your browser settings. Disabling cookies may affect some website features. We do not use cookies to collect or store PHI.

Cookie Consent

When you first visit our website, a cookie consent banner will appear allowing you to accept or learn more about our use of cookies. Your consent preference is stored locally on your device. You may withdraw consent at any time by clearing your browser's cookies and local storage for this site.

GDPR & International Visitors

If you are visiting from the European Economic Area (EEA), United Kingdom, or other jurisdictions with data protection laws, you may have additional rights regarding your personal data, including the right to access, rectify, erase, restrict processing, and data portability. We will not process your personal data without a lawful basis, such as your consent or our legitimate interest in operating this website.

Non-essential cookies (such as analytics cookies) will not be placed on your device until you have provided consent via the cookie banner. To exercise your data rights, contact our Privacy Officer using the information in Section 12 below.

Do Not Track

Our website does not currently respond to "Do Not Track" browser signals. We will update this policy if our practices change.

7. Third-Party Links

Our website may contain links to third-party sites including the patient portal, online payment systems, review platforms, and social media. These sites have their own privacy policies and we are not responsible for their practices. We encourage you to review the privacy policy of any third-party site you visit before providing personal information.

Links to external sites (such as the patient portal at capitalent.com) are provided for convenience. Capital ENT does not operate or control these third-party platforms.

8. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect the personal information we collect from unauthorized access, disclosure, alteration, and destruction. These measures include:

• Encrypted data transmission (HTTPS/TLS) for all website communications
• Secure, HIPAA-compliant electronic health record systems
• Access controls limiting staff access to PHI on a need-to-know basis
• Regular staff training on privacy and security practices

No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. If you believe your information has been compromised, please contact us immediately at 512-339-4040.

9. Your Rights & Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal and clinical retention requirements
• Opt-out of marketing: Unsubscribe from marketing communications at any time by replying "STOP" to text messages or using the unsubscribe link in emails
• Data portability: Request transfer of your information in a structured, machine-readable format where technically feasible

To exercise any of these rights, contact us using the information in Section 12. We will respond to verified requests within 30 days.

Texas residents may have additional rights under the Texas Medical Records Privacy Act and the Texas Business & Commerce Code. These rights are fulfilled through our Notice of Privacy Practices and standard patient rights procedures.

10. Children's Privacy

We provide medical care for pediatric patients. However, this website is not directed at children under the age of 13, and we do not knowingly collect personal information directly from children under 13 through this website. Information for pediatric patients is collected and managed through our clinical intake processes under parental or guardian supervision, in compliance with HIPAA's special provisions for minors.

If you believe we have inadvertently collected personal information from a child under 13 through this website, please contact us and we will promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page.

Your continued use of our website after any changes take effect constitutes your acceptance of the updated policy. We encourage you to review this page periodically.

12. Contact Us

If you have questions about this Privacy Policy, wish to exercise your rights, or have a privacy concern, please contact us: