Privacy Policy

Summary of key points

• What we collect: through our contact form, appointment-request form, and website chat assistant we collect only what we need to contact you — your name, phone number, email address, and scheduling preferences such as which office and time suit you best.
• We do not collect medical information through this website. Our forms and chat assistant do not ask for symptoms, conditions, imaging, or treatment history, and the chat assistant will not discuss or record health information. Anything clinical is discussed directly with our care team by phone or at your visit.
• We do not sell your personal information, and we never share it with third parties for their own marketing.
• How we use it: to respond to inquiries, schedule consultations and second opinions, provide and improve our Services, maintain security, and comply with law.
• Your rights: you may request access to, correction of, or deletion of your personal information at any time by emailing [email protected].

What information do we collect?

Personal information you disclose to us

We collect personal information that you voluntarily provide when you express interest in our services, request an appointment or free second opinion, use the website chat assistant, or otherwise contact us. Depending on how you interact with us, this may include:

• Names
• Phone numbers
• Email addresses
• Appointment preferences (which office, preferred timing, type of visit)
• How you heard about us, if you choose to tell us

Health information

We deliberately do not collect health information through this website. Our forms ask only for contact details and scheduling preferences — there is no symptom or medical history field — and our chat assistant is built to decline any clinical discussion and to record none of it. Please don’t send symptoms, imaging, or medical history through the website; our care team will go through all of that with you securely by phone or at your visit.

What we do collect is transmitted over encrypted connections (HTTPS) and stored in access-controlled systems available only to authorized members of our team. Internal email notifications about new inquiries contain no personal details at all — staff must sign in to a secured portal to see who reached out. Website inquiries are deleted automatically after 180 days. Protected health information you share with us once you are a patient is handled separately, in accordance with applicable law including HIPAA, and our Notice of Privacy Practices provided at your visit.

Information automatically collected

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, country, general location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes. Like many businesses, we also collect information through cookies and similar technologies.

How do we process your information?

• To deliver and facilitate delivery of services to you — including scheduling consultations, second opinions, and MRI reviews.
• To respond to your inquiries and offer support.
• To send administrative information — details about our services and changes to our terms and policies.
• To protect our Services — including fraud monitoring and prevention.
• To evaluate and improve our Services, marketing, and your experience — including identifying usage trends.
• To comply with our legal obligations — responding to legal requests and exercising, establishing, or defending our legal rights.

When and with whom do we share your personal information?

We may share your data with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place designed to help safeguard your personal information — they cannot do anything with your personal information unless we have instructed them to, they will not share it with any organization apart from us, and they commit to protect it and retain it only for the period we instruct. The categories of third parties we may share personal information with are:

• Website hosting and infrastructure providers (our site and its database are hosted on secured cloud infrastructure)
• Transactional email providers (used to send administrative notifications)
• Analytics providers
• Scheduling and practice-management tools

We may also need to share personal information in the following situations:

• Business transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Affiliates. We may share your information with our affiliates, in which case we will require them to honor this privacy notice.
• Legal requirements. Where required to comply with applicable law, governmental requests, judicial proceedings, or court orders.

We do not sell personal information, and we do not share it with third parties for their own advertising or marketing purposes.

Do we use cookies and other tracking technologies?

We may use cookies and similar technologies (like web beacons and pixels) to access or store information — for example, to keep the website secure and to understand how visitors use our pages. Embedded content on this site (such as videos hosted by third-party video platforms) behaves as if you visited that provider’s website, and those providers may collect data about you, use cookies, and monitor your interaction with the embedded content. Most web browsers accept cookies by default; you can usually set your browser to remove or reject cookies, though this could affect certain features of our Services.

How long do we keep your information?

Website inquiries are deleted automatically 180 days after they are submitted. Beyond that, we keep personal information only as long as necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as medical-records, tax, accounting, or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will delete or anonymize it — or, if that is not possible (for example, because it is stored in backup archives), we will securely store it and isolate it from further processing until deletion is possible.

How do we keep your information safe?

We have organizational and technical processes and procedures in place to protect your personal information — including encryption in transit and at rest, role-based access controls, audit logging of access to inquiry records, and staff sign-in requirements for any system containing your details. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

Do we collect information from minors?

We do not knowingly solicit data from or market to children under 18 years of age through this website. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected through the website, we will take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at [email protected].

What are your privacy rights?

Withdrawing your consent: if we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us using the details below. This will not affect the lawfulness of processing before the withdrawal.

Opting out of marketing: you can unsubscribe from marketing communications at any time by clicking the unsubscribe link in our emails. We may still send you service-related messages necessary for the administration of your care or inquiries.

Access, correction, and deletion: you have the right to request access to the personal information we collect from you, change that information, or delete it, subject to legal record-keeping requirements. To make a request, email [email protected].

Controls for Do-Not-Track features

Most web browsers and some mobile operating systems include a Do-Not-Track (“DNT”) feature you can activate to signal your preference not to have your online browsing activities monitored and collected. No uniform technology standard for recognizing and implementing DNT signals has been finalized, so we do not currently respond to DNT browser signals. If a standard is adopted that we must follow, we will inform you in a revised version of this privacy notice.

California residents’ specific privacy rights

California Civil Code Section 1798.83 (the “Shine The Light” law) permits users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of those third parties. If you are a California resident and would like to make such a request, please submit it in writing using the contact information below. The California Code of Regulations defines a “resident” as (1) every individual who is in the State of California for other than a temporary or transitory purpose and (2) every individual who is domiciled in the State of California who is outside the State for a temporary or transitory purpose. If this definition applies to you, we must adhere to certain rights and obligations regarding your personal information under the CCPA.

Accessibility

You can view our accessibility statement at geminispine.com/accessibility-statement.

How can you contact us about this notice?

If you have questions or comments about this notice, you may email us at [email protected] or write to:

Gemini Spine LLC
37 W Century Rd, Suite #111
Paramus, NJ 07652