Privacy Policy

Scope of This Policy

This Privacy Policy governs our data practices for our website at iconmedicine.com, including our appointment booking system, contact forms, blog, and general informational pages.

If you are a patient or seeking medical treatment through our platform, your health information is additionally governed by our HIPAA Notice of Privacy Practices, which you will receive separately as part of our patient intake process. You may request a copy at any time by emailing icon@iconmedicine.com.

Information We Collect

We collect information you voluntarily provide to us, including:

Personal Identifiers

• Full name
• Mailing and billing address
• Email address
• Phone number
• Date of birth (for appointment booking)

Information Submitted Through Our Site

• Messages submitted via contact forms or our chat widget
• Appointment requests (service type, preferred date/time, insurance information)
• Referral submissions (provider and community referrals)
• Email correspondence you initiate with us

Transaction Information

• Payment details (processed securely through third-party payment processors; we do not store full card numbers)
• Appointment history and service records
• Insurance carrier and policy information

Providing this information is voluntary, but certain information (such as your name, email, and phone number) is required to book appointments or use our services.

Automatic Data Collection

When you visit our Site, we automatically collect certain technical information about your device and browsing behavior, including:

• IP address and approximate geographic location
• Device information: device type, operating system, browser type and version
• Browsing behavior: pages visited, links clicked, time spent on pages, referral URL
• Session data: date and time of visits, session duration

We collect this information through cookies, web beacons, pixel tags, and similar tracking technologies to analyze Site traffic, understand how visitors use our Site, and improve our services.

How We Use Your Information

We use the information we collect for the following purposes:

• Operating our website and providing the services available through it
• Processing appointment requests and communicating appointment confirmations, reminders, and follow-ups
• Responding to your inquiries submitted through contact forms, email, or our chat widget
• Processing transactions and sending related receipts and billing communications
• Sending notifications about your appointments, services, or changes to our policies
• Marketing our services to you, with your consent, through email newsletters or other communications — you may opt out at any time
• Analyzing usage to improve our website, content, and services
• Complying with applicable legal obligations
• Detecting and preventing fraud, abuse, or security incidents

We will not use your information for purposes materially different from those described above without providing you with notice and, where required by law, obtaining your consent.

How We Share Your Information

We do not sell your personal information. We may share your information in the following limited circumstances:

Service Providers & Contractors

We share information with third-party vendors who assist us in operating our website and delivering services, such as payment processors, email service providers, analytics providers, and appointment scheduling platforms. These vendors are contractually obligated to protect your information and use it only for the purposes for which it was shared.

Affiliated Healthcare Providers

When you book an appointment, we share relevant information with the independent licensed healthcare providers and medical groups who will be treating you, as necessary to facilitate your care.

Analytics Providers

We use third-party analytics services (such as web analytics tools) to help understand how visitors use our Site. These providers may use cookies and similar technologies to collect information about your visits.

Business Transfers

In the event of a merger, acquisition, sale of assets, or other business transfer, your information may be transferred as part of that transaction. We will notify you of any such change in ownership that materially affects your rights under this Policy.

Legal Requirements

We may disclose your information if required to do so by law, regulation, legal process, or governmental request, or when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, or investigate fraud.

We do not sell or disclose mobile information to third parties for promotional or marketing use.

Cookies & Tracking Technologies

Our Site uses cookies and similar tracking technologies (such as web beacons and pixel tags) to improve your experience, analyze Site traffic, and deliver relevant content. Cookies are small text files stored on your device when you visit our Site.

We use the following types of cookies:

• Essential cookies: Required for the Site to function (e.g., session management, security)
• Analytics cookies: Help us understand how visitors interact with our Site (e.g., pages visited, time on site)
• Preference cookies: Remember your settings and preferences for a better experience

You can control cookies through your browser settings. Most browsers allow you to refuse or delete cookies. However, disabling certain cookies may affect the functionality of our Site.

Your Privacy Rights

Depending on your state of residence, you may have specific privacy rights regarding your personal information. Residents of the following states have enhanced privacy rights under applicable state privacy laws:

If you reside in one of these states, you may have the right to:

• Access the personal information we hold about you
• Delete your personal information, subject to certain exceptions
• Correct inaccurate personal information
• Opt out of targeted advertising, sale of personal data, and certain profiling activities
• Data portability — receive a copy of your data in a portable format
• Non-discrimination — we will not discriminate against you for exercising your privacy rights

To exercise any of these rights, please contact us at icon@iconmedicine.com. We will respond to verifiable requests within the timeframes required by applicable law (typically within 45 days).

Residents of all states may also opt out of marketing emails by clicking "unsubscribe" in any marketing email or by contacting us directly.

Data Security

We implement industry-standard technical and organizational security measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

• SSL/TLS encryption for all data transmitted through our Site
• Encryption of sensitive data at rest
• Access controls limiting who can access your information
• Regular security assessments and vulnerability testing

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

If you become aware of any security breach or unauthorized access to your information, please notify us immediately at icon@iconmedicine.com.

Children's Privacy

Our Site and services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information promptly.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at icon@iconmedicine.com.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Privacy Team: