Privacy, Accessibility & HIPAA Notice.

Privacy Policy

1. Introduction

This Privacy Policy describes how Station Medical ("we," "us," or "our") collects, uses, and safeguards information you provide through our website, online forms, and SMS (text message) communications. Information you share during clinical care is governed primarily by the HIPAA Notice of Privacy Practices below. By using this site or texting us, you agree to the terms of this Policy.

2. Information We Collect

• Information you submit through our contact form (name, email, phone number, message)
• Your phone number and the contents, dates, and times of any SMS messages you send to us
• Basic technical data your browser provides (IP address, device type, referring page) used for security and to keep the site running

We do not use third-party advertising trackers, behavioral profiling cookies, or social media pixels on this website.

3. How We Use Your Information

• To respond to your inquiry, schedule an appointment, or follow up on care
• To send appointment reminders, confirmations, lab follow-ups, prescription notes, and office announcements
• To operate, secure, and improve this website
• To meet our legal, regulatory, and recordkeeping obligations

4. SMS Consent & Opt-Out

By providing your phone number and texting Station Medical, you consent to receive SMS communications from us in connection with your care. You may opt out at any time by replying STOP to any of our text messages. For help, reply HELP. Standard messaging and data rates from your carrier may apply. We do not share, sell, or rent your phone number for marketing.

5. Data Security

We use HTTPS for our website, store records on systems with administrative, physical, and technical safeguards, and limit staff access to the minimum necessary. We comply with the New York SHIELD Act (General Business Law §§ 899-aa, 899-bb) for protection and breach notification of New York residents' private information. No method of transmission or storage is fully secure; we cannot guarantee absolute security and encourage you to avoid sending sensitive medical details by SMS, email, or web form.

6. Data Sharing

We do not sell, rent, or share your information for marketing or advertising. We share information only:

• With members of your care team and our staff who need it to serve you
• With service providers (e.g., scheduling, SMS, email, analytics) under written confidentiality and, where applicable, HIPAA Business Associate Agreements
• When required by law, subpoena, court order, or to protect rights, property, or safety

7. Cookies

This website uses only cookies strictly necessary for the site to function (for example, remembering whether you've dismissed a banner). You can delete or block cookies in your browser settings; some site features may not work if you do.

8. Children's Privacy

This website is not directed to children under 13 and we do not knowingly collect personal information from them online. Care for minor patients is provided in accordance with applicable New York law and parental/guardian consent requirements.

9. Your Rights

You have the right to:

• Opt out of SMS or email communications at any time
• Request access to and correction of personal information you have provided
• Request deletion of personal information, subject to legal recordkeeping requirements (medical records have specific retention periods under New York law)

For your rights regarding clinical/medical information, please see the HIPAA Notice of Privacy Practices below.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised "Last updated" date. Material changes will be highlighted at the top of the page for at least 30 days.

11. Contact

Questions about this Policy? Reach us at office.stationmedical@gmail.com or call +1 631-983-3237.

Accessibility Statement

Station Medical is committed to providing an equitable experience for every patient and visitor, in our office and on this website. We comply with Title III of the Americans with Disabilities Act (ADA), Section 1557 of the Affordable Care Act, and the New York State Human Rights Law (Executive Law § 296), each of which prohibits discrimination on the basis of disability and requires reasonable accommodations for our patients.

Website (Digital Access)

We aim to conform this website to the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA published by the World Wide Web Consortium (W3C). This includes:

• Semantic HTML, landmark regions, and a logical heading order
• Keyboard operability for all interactive elements with visible focus states
• Sufficient color contrast and avoidance of color as the sole means of conveying information
• Descriptive alternative text for meaningful images
• Respect for the user's reduced-motion preferences
• Form fields with associated labels and clear error messages

Accessibility is an ongoing process. If you encounter a page or feature that is difficult to use with assistive technology, please tell us so we can fix it.

Office (Physical Access)

Our Brentwood office at 55 Second Ave, Suite 2 is designed to be accessible to patients with mobility, sensory, and cognitive disabilities. If you have specific access needs, please call us in advance and we will do our best to accommodate them.

Auxiliary Aids & Language Access

Consistent with the ADA and Section 1557 of the Affordable Care Act, we provide, free of charge:

• Qualified sign language interpreters and other auxiliary aids and services for patients who are deaf or hard of hearing, on advance request
• Language assistance services, including qualified interpreters, for patients with limited English proficiency, on advance request
• Written materials in alternate formats (e.g., large print) on request

Requesting an Accommodation or Reporting a Barrier

To request an accommodation, an interpreter, or to report a digital or physical accessibility barrier, contact us at:

• Phone: +1 631-983-3237
• Email: office.stationmedical@gmail.com (subject line: Accessibility Request)
• In person: 55 Second Ave, Suite 2, Brentwood, NY 11717

When you contact us, please describe the barrier, the page URL or office location, and the assistive technology you use, if any. We will respond within five business days and work with you to resolve the issue.

External Resources

If you believe you have been discriminated against on the basis of disability, you may also file a complaint with:

• U.S. Department of Health & Human Services, Office for Civil Rights (hhs.gov/ocr)
• U.S. Department of Justice, ADA Information Line: 1-800-514-0301 (voice), 1-833-610-1264 (TTY)
• New York State Division of Human Rights (dhr.ny.gov)

HIPAA Notice of Privacy Practices

Station Medical is required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and 164, to maintain the privacy of your Protected Health Information (PHI), to provide you with this Notice describing our legal duties and privacy practices, and to follow the terms of the Notice currently in effect. New York State law gives you additional protections, which are described where relevant below.

Who follows this Notice

This Notice applies to Station Medical, our providers, employees, students, and volunteers, and to any business associates who handle PHI on our behalf under a written Business Associate Agreement.

How we may use and disclose your PHI without your authorization

We may use and disclose your PHI for the following purposes without your written authorization:

• Treatment. To provide, coordinate, or manage your healthcare. For example, sharing your records with a referring specialist, pharmacy, or laboratory.
• Payment. To bill and collect payment from you, your insurer, or a responsible third party. For example, sending claim information to your health plan.
• Healthcare Operations. To run our practice, including quality assessment, staff training, credentialing, audits, and customer service.
• Appointment reminders & health-related communications. To remind you of appointments or to inform you of treatment alternatives or health-related benefits and services.
• Required by law. When federal, state, or local law requires the use or disclosure.
• Public health activities. To public health authorities for disease prevention, vital statistics, FDA-regulated product safety, and similar activities.
• Abuse, neglect, or domestic violence. To appropriate authorities, consistent with applicable law.
• Health oversight activities. To agencies that audit, license, or investigate the healthcare system.
• Judicial & administrative proceedings. In response to a lawful court order, subpoena, or similar process.
• Law enforcement. For limited purposes such as identifying or locating a suspect, victim, or missing person, consistent with HIPAA.
• Coroners, medical examiners, funeral directors, organ procurement. As permitted by law.
• Research. Subject to Institutional Review Board approval and applicable safeguards.
• Serious threat to health or safety. To prevent or lessen a serious and imminent threat.
• Specialized government functions. For example, military, national security, or correctional purposes.
• Workers' compensation. As authorized by, and to the extent necessary to comply with, New York Workers' Compensation Law.

Uses and disclosures that always require your written authorization

• Most uses and disclosures of psychotherapy notes
• Uses and disclosures for marketing
• Sale of PHI
• Other uses and disclosures not described in this Notice

You may revoke an authorization in writing at any time, except to the extent we have already relied on it.

Special protections under New York State law

New York State provides heightened protection for certain categories of information. We will not disclose these without your specific written authorization, except as required or permitted by law:

• HIV-related information. Protected under New York Public Health Law Article 27-F. Disclosure generally requires a release that specifically mentions HIV.
• Mental health information. Protected under New York Mental Hygiene Law § 33.13.
• Genetic information. Protected under the federal Genetic Information Nondiscrimination Act (GINA) and New York Civil Rights Law § 79-l.
• Substance use disorder treatment records. Protected under 42 CFR Part 2 if applicable to the treatment.
• Records of minors. Disclosure of certain sensitive services for minors (e.g., reproductive health, mental health) is governed by New York Public Health Law and may not require parental consent.

Your rights regarding your PHI

You have the following rights, which you may exercise by submitting a written request to our office. We will respond within the timeframes required by law.

• Inspect and copy. You may inspect and obtain a copy of your records, including in electronic format if we maintain them electronically. Under New York Public Health Law § 18 we may charge a reasonable fee for paper copies, currently capped by state regulation; copies are provided free of charge if needed to support an application for government benefits.
• Amend. You may request that we amend information you believe is incorrect or incomplete. We may deny the request in limited circumstances and will explain our decision in writing.
• Accounting of disclosures. You may request a list of certain disclosures we have made of your PHI in the six years prior to your request, excluding disclosures for treatment, payment, healthcare operations, and a few other categories.
• Request restrictions. You may ask us to restrict certain uses or disclosures. We are not required to agree, except: if you pay for a service in full out-of-pocket and ask us not to disclose information about that service to your health plan, we will honor that request unless required to disclose by law.
• Confidential communications. You may ask us to communicate with you by alternative means or at an alternative location (for example, by mail to a P.O. box rather than your home).
• Paper copy of this Notice. You may request a paper copy of this Notice at any time, even if you have agreed to receive it electronically.
• Notification of breach. You have the right to be notified following a breach of unsecured PHI, as required by HIPAA and the New York SHIELD Act.
• Choose someone to act for you. A person with legal authority (such as a parent of a minor, healthcare proxy, or power of attorney) may exercise your rights and make choices about your PHI; we will verify their authority before acting.

Our duties

• We are required by law to maintain the privacy and security of your PHI.
• We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
• We must follow the duties and privacy practices described in this Notice and give you a copy of it.
• We will not use or disclose your information other than as described in this Notice unless you tell us we can in writing. You may revoke that permission in writing at any time, except where we have already relied on it.

Changes to this Notice

We reserve the right to change the terms of this Notice and to make the new Notice provisions effective for all PHI we maintain. The current Notice is posted in our office and on this website with the effective date noted at the bottom of this section.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health & Human Services. We will not retaliate against you for filing a complaint.

• Station Medical Privacy Officer. 55 Second Ave, Suite 2, Brentwood, NY 11717. +1 631-983-3237. office.stationmedical@gmail.com (subject line: Privacy Complaint)
• U.S. Department of Health & Human Services, Office for Civil Rights. 200 Independence Avenue, S.W., Washington, D.C. 20201. 1-877-696-6775. hhs.gov/ocr
• New York State Department of Health. health.ny.gov

Acknowledgment of receipt

HIPAA requires us to make a good-faith effort to obtain your written acknowledgment that you have received this Notice. We will ask you to sign an acknowledgment at your first visit. Signing the acknowledgment does not waive any of your rights or obligate you to authorize any use or disclosure of your PHI.

Effective date of this Notice: 2026-05-06.