Privacy Policy

Southern California Sinus Institute, led by Dr. Alen Cohen (“Southern California Sinus Institute,” “SoCal Sinus,” “we,” “us,” or “our”), respects your privacy and is committed to protecting the personal information you provide when visiting our website, communicating with our office, or using our online services.

This Privacy Policy explains how information may be collected, used, disclosed, stored, and protected when you visit SoCalSinus.com, submit an online form, communicate with us electronically, use a website chat or messaging feature, or otherwise interact with our digital services.

By using this website, you acknowledge the practices described in this Privacy Policy.

1. Information We May Collect

Depending on how you interact with our website and services, we may collect information including:

• Name
• Email Address
• Telephone or Mobile Number
• Mailing Address
• Appointment Request Information
• Whether you identify yourself as a new or existing patient
• Information voluntarily entered into contact forms or message fields
• Questions or information concerning symptoms, conditions, treatments, or services
• Insurance-related information when applicable
• Communications with our office
• Information submitted through website chat or messaging tools
• Device and browser information
• IP address
• General geographic information derived from an IP address
• Referring website or source
• Pages visited and links clicked
• Date, time, and duration of website activity
• Cookie, analytics, advertising, and similar technology data

Please do not submit information through a website form or chat that is unnecessary for the purpose of your inquiry.

2. How We Use Information

Information collected through the website may be used to:

• Respond to questions and inquiries
• Process appointment requests
• Contact prospective or existing patients
• Provide information about our services
• Facilitate communications with our office
• Operate and maintain the website
• Improve website functionality and user experience
• Understand website traffic and usage
• Protect against fraud, abuse, security threats, or unlawful activity
• Troubleshoot technical issues
• Maintain appropriate business and administrative records
• Comply with applicable legal and regulatory obligations
• Enforce our website policies and agreements

Where permitted by law and with any required consent, we may also use contact information to communicate regarding services, scheduling, reminders, or other practice-related matters.

3. HIPAA and Protected Health Information

Southern California Sinus Institute is a healthcare practice and may be subject to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and other federal and state healthcare privacy laws with respect to certain information.

Not all information collected through a public website is necessarily Protected Health Information (“PHI”) under HIPAA. When information qualifies as PHI and is maintained by us in our capacity as a HIPAA-covered healthcare provider, it will be handled in accordance with applicable HIPAA requirements and our Notice of Privacy Practices.

Our Notice of Privacy Practices, rather than this general website Privacy Policy, governs our use and disclosure of PHI maintained as part of a patient’s healthcare record where HIPAA applies.

Nothing in this Privacy Policy is intended to replace, limit, or modify rights provided under HIPAA or applicable California medical privacy laws.

4. Website Forms and Appointment Requests

Our website may provide forms through which you can contact the practice or request an appointment.

Submitting a form does not establish a physician-patient relationship, guarantee an appointment, or guarantee that your message will be reviewed within a particular period.

Online forms should not be used for medical emergencies or urgent medical concerns.

Although we take reasonable measures to protect information, no internet transmission method can be guaranteed to be completely secure. Avoid including highly sensitive medical, financial, or identification information unless specifically requested through an appropriate secure system.

5. Website Chat, Webchat, and Automated Communication Tools

The website may use live chat, automated chat, virtual assistant, chatbot, or similar communication technology.

Depending on the service used, communications may be processed by a third-party technology provider acting on our behalf.

Chat tools may collect information such as:

• Your Name
• Contact Information
• Questions or Messages
• Date and Time of Communications
• Technical and Device Information
• Conversation History

Website chat is provided for general information, navigation, appointment inquiries, and administrative assistance unless expressly stated otherwise.

Do not rely on a website chatbot, virtual assistant, or automated system for emergency care, diagnosis, medical treatment, or time-sensitive medical advice.

6. Artificial Intelligence and Automated Technologies

We may use artificial intelligence (“AI”), machine learning, automation, or similar technologies to assist with certain website, administrative, communication, content, or operational functions.

Examples may include assisting with:

• Website Content Development
• Editing or Summarizing Information
• Website Search
• Chat or Virtual Assistant Functionality
• Administrative Workflows
• Routing Inquiries
• Analytics
• Fraud or Spam Prevention

AI-generated or AI-assisted information may contain errors, omissions, or outdated information. It is provided for informational purposes and should not be treated as individualized medical advice.

We do not intend for public-facing AI tools to independently diagnose medical conditions, prescribe treatment, or replace evaluation by a qualified healthcare professional.

Where AI or automated technologies process information on our behalf, we seek to use them in a manner consistent with applicable privacy and security obligations.

7. Medical Information Submitted Electronically

If you voluntarily provide information regarding symptoms, diagnoses, medications, medical history, treatment, or other health matters through a website feature, we will handle that information according to applicable law and our policies.

However, public-facing email, standard text messaging, web forms, and some third-party communication technologies may not provide the same level of security as a dedicated patient portal or other secure clinical communication system.

Patients should use secure communication methods provided by the practice when instructed to do so.

8. SMS and Text Messages

If you provide a mobile telephone number and consent to receive text messages, Southern California Sinus Institute or a service provider acting on our behalf may send messages related to your inquiry or care, including, where applicable:

• Appointment Communications
• Scheduling Information
• Appointment Reminders
• Follow-Up Communications
• Office Notifications
• Responses to Inquiries
• Other healthcare or administrative communications you have authorized

Message frequency may vary. Message and data rates may apply depending on your mobile carrier and plan.

Consent to receive text messages is not a condition of receiving medical treatment.

You may opt out of nonessential text messages by replying STOP when that functionality is available. You may receive a confirmation message following an opt-out request.

Reply HELP where supported for additional assistance, or contact our office directly.

Mobile information and text-message opt-in information will not be sold or shared with third parties for their independent marketing purposes. Information may be shared with vendors that provide messaging or communications services on our behalf, subject to applicable privacy and contractual requirements.

Mobile carriers are not responsible for delayed or undelivered messages.

Standard SMS is not guaranteed to be secure. Do not send highly sensitive medical or financial information through text messaging unless specifically instructed to use an appropriate secure communication method.

9. Email Communications

If you contact us by email, we may use your email address to respond.

Standard email may not be encrypted. You should avoid transmitting highly sensitive medical, financial, or identification information through ordinary email.

Email communications are not appropriate for emergencies or urgent medical concerns.

10. Cookies and Similar Technologies

Our website may use cookies, pixels, tags, scripts, local storage, and similar technologies to operate the website and understand how visitors interact with it.

These technologies may be used for:

• Website Functionality
• Security
• Performance
• Analytics
• Remembering Preferences
• Measuring Traffic
• Understanding Visitor Behavior
• Improving Content
• Measuring marketing effectiveness where permitted

You may be able to restrict or disable cookies through your browser settings. Doing so may affect certain website functionality.

11. Analytics and Third-Party Technologies

We may use third-party services to help operate, secure, analyze, host, maintain, or improve the website.

These providers may process limited information about website visitors in accordance with their own terms, our agreements with them, and applicable law.

Third-party services may include website hosting providers, analytics platforms, security providers, scheduling technologies, form providers, communication platforms, map services, video platforms, accessibility technologies, and similar services.

12. Advertising and Measurement Technologies

Where used and permitted by applicable law, we may use digital advertising or measurement technologies to understand how users discover our website or interact with general website content.

We do not intend to use tracking technologies in a manner that improperly discloses PHI to advertising platforms.

Healthcare privacy requirements concerning online tracking technologies continue to evolve. We periodically review our technology and vendor practices and may modify them as appropriate.

13. Images, Videos, and Multimedia

Our website may contain photographs, illustrations, graphics, animations, videos, medical diagrams, before-and-after materials, stock photography, AI-assisted imagery, or other visual content.

Some imagery may be illustrative or staged and may not depict actual patients, staff members, facilities, procedures, equipment, or treatment results.

Where identifiable patient photographs, videos, testimonials, or similar materials are used, we seek appropriate authorization when required by applicable law.

Images and videos are provided for educational and illustrative purposes and should not be interpreted as a promise or guarantee of a particular medical outcome.

14. Testimonials and Reviews

The website may feature patient testimonials, reviews, ratings, or experiences.

Individual experiences vary. Testimonials represent the experiences or opinions of the individuals providing them and do not guarantee that another patient will achieve the same or similar results.

We do not disclose confidential patient information in response to public reviews except as permitted or required by applicable law.

15. How We May Share Information

We may disclose information when reasonably necessary to:

• Provide requested services
• Operate our website and communications systems
• Work with service providers performing functions on our behalf
• Protect our rights, property, patients, employees, or users
• Investigate fraud, abuse, or security incidents
• Comply with applicable law, regulation, subpoena, court order, or lawful governmental request
• Complete a merger, acquisition, restructuring, sale, or similar business transaction, subject to applicable legal requirements

We do not sell PHI.

16. Service Providers

We may engage vendors to provide services such as website hosting, information technology, cybersecurity, analytics, communications, forms, appointment technology, accessibility tools, and other operational support.

Where legally required and applicable to PHI, vendors may be required to enter into appropriate agreements, including Business Associate Agreements.

17. California Privacy Rights

California residents may have privacy rights under applicable California laws, including rights concerning access, correction, deletion, and information about certain uses or disclosures of personal information.

The specific rights available to you depend on the law applicable to the information and our relationship with you.

Certain medical information, PHI, and information maintained by healthcare providers may be governed by HIPAA, the California Confidentiality of Medical Information Act (“CMIA”), or other healthcare-specific laws and may be exempt from portions of generally applicable consumer privacy legislation.

Where applicable, we will process verified privacy requests in accordance with governing law.

18. Do Not Sell or Share Personal Information

Southern California Sinus Institute does not intend to sell personal information for monetary compensation.

If our use of advertising or analytics technology constitutes “sharing” or another regulated activity under applicable California law, eligible users may exercise applicable rights as provided by law.

We do not sell or share PHI for cross-context behavioral advertising.

19. Global Privacy Control and Browser Signals

Some browsers and devices allow users to transmit privacy preference signals, including Global Privacy Control (“GPC”).

Where legally required and technically applicable, we endeavor to recognize qualifying browser-based opt-out preference signals.

Other “Do Not Track” signals may not have a uniform industry standard, and our website may not respond to all such signals.

20. Children’s Privacy

This website is intended primarily for a general adult audience and is not designed to collect personal information directly from children without appropriate involvement of a parent or legal guardian.

If you believe a child has submitted personal information improperly, please contact us so that we can review the matter.

Parents and guardians should supervise children’s use of online healthcare resources.

21. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information within our control.

However, no website, internet transmission, electronic storage system, email system, or communication platform can be guaranteed to be completely secure.

You use online services with an understanding of these inherent risks.

22. Data Retention

We may retain personal information for as long as reasonably necessary to fulfill the purposes for which it was collected, comply with legal and regulatory requirements, maintain appropriate business or medical records, resolve disputes, protect our legal rights, and enforce agreements.

Medical records are retained according to applicable healthcare record-retention requirements and practice policies.

23. Third-Party Websites

Our website may contain links to third-party websites, social media platforms, maps, videos, professional organizations, educational resources, or other services.

We do not control and are not responsible for the privacy, security, availability, accuracy, or content practices of independent third parties.

A link does not necessarily constitute an endorsement.

24. Social Media

If you interact with Southern California Sinus Institute through a social media platform, information you post or transmit may be governed by that platform’s privacy policies.

Do not post confidential medical information publicly on social media.

25. International Visitors

Our practice is located in California, United States, and our website is primarily intended for individuals seeking information about our services in the United States.

If you access the website from another jurisdiction, information may be processed in the United States, where privacy laws may differ from those in your jurisdiction.

26. Changes to This Privacy Policy

We may revise this Privacy Policy periodically to reflect changes in our practices, technologies, services, or legal obligations.

The revised policy will be posted on this website with an updated effective or “Last Updated” date. Continued use of the website following an update constitutes acknowledgment of the revised policy to the extent permitted by law.

27. Contact Us

Questions concerning this Privacy Policy or website privacy practices may be directed to: