PRIVACY POLICY
Updated on August 26, 2024
Welcome to the Woodlawn Health websites, mobile applications, and related sites and digital and online services (collectively, “Woodlawn Online Services”) provided by Woodlawn Health and its affiliates (hereinafter, “Woodlawn,” “We,” “Us,” or “Our”). Woodlawn is committed to protecting the privacy of all visitors and users of the Woodlawn Online Services. We take your privacy seriously, and We want you to know how We collect, use, share, and protect your information. In addition to this Privacy Policy, users of the Woodlawn Online Services should consult Woodlawn’s Terms of Use, as well as any product-specific terms and conditions that apply.
This Privacy Policy applies to information collected through the Woodlawn Online Services, and/or online or mobile-enabled technology, and/or digital tools that display or link to this Privacy Policy. This Privacy Policy also applies to information shared with Woodlawn by Our approved partners and other third party sources.
This Privacy Policy does not apply to: (i) information collected from you either offline or through websites and other online services that do not display or link to this Privacy Policy, including third party websites to which the Woodlawn Online Services may link; or (ii) information that would be considered “Protected Health Information” under the Health Insurance Portability and Accountability Act of 1996, as amended (“HIPAA”). Woodlawn’s use and disclosure of Protected Health Information is set forth in its Notice of Privacy Practices.
Collection and Use of Information
When you view and/or interact with the Woodlawn Online Services, We may collect and combine information about you, how you engage with the Woodlawn Online Services, and the devices you use to view and/or interact with the Woodlawn Online Services for the legitimate purposes described below. This includes information you provide to Woodlawn in connection with your use of the Woodlawn Online Services and information collected automatically when you view and/or interact with the Woodlawn Online Services.
Some of the information We collect may be personally identifiable information as described below. We do not collect information that would personally identify you unless you choose to provide it or as otherwise provided in this Privacy Policy. You can access and browse the Woodlawn Online Services at any time without providing any personally identifying information.
Information You Provide to Woodlawn:
Woodlawn respects the right to privacy of all visitors and users of the Woodlawn Online Services. We receive and store some information that you enter on the Woodlawn Online Services or that you provide to Us through the Woodlawn Online Services in any other way.
The information We collect or that you provide on or through the Woodlawn Online Services or by using Our services includes:
• Data that may personally identify you, including but not limited to, your name, postal address, billing address, shipping address, e-mail address, home, work and mobile telephone numbers, age, date of birth, insurance policy number, IP address, bank account number, credit or debit card number (for payment purposes only), national origin, medical conditions, race, citizenship, information about any physical or mental disabilities you may have, and any other identifying information you provide (collectively, “Personal Data”);
• Information that you provide by filling in forms on the Woodlawn Online Services, such as appointment request forms or product ordering forms. It also includes information you provide when you register to use the Woodlawn Online Services, or use services available through the Woodlawn Online Services or its facilities. We may also ask you for information when you report a problem with the Woodlawn Online Services. Some forms collect sensitive information, such as health information, necessary for Woodlawn to provide Our services to you;
• Records and copies of your correspondence (including e-mail addresses), if you contact Woodlawn;
• Your responses to surveys that Woodlawn might ask you to complete for research, development, and marketing purposes; and
You also may provide or contribute information to be published or displayed on public areas of the Woodlawn Online Services or transmitted to other users of the Woodlawn Online Services or third parties. Your contributions are published on and transmitted to others at your own risk. Although We limit access to certain pages, please be aware that no security measures are perfect or impenetrable. Additionally, Woodlawn cannot control the actions of other users of the Woodlawn Online Services with whom you may choose to share your contributions. Therefore, Woodlawn cannot and does not guarantee that your contributions will not be viewed by unauthorized persons.
Information Collected Automatically:
Woodlawn collects information about you automatically as you navigate through or use the Woodlawn Online Services. Information collected automatically may include: usage details, Internet Protocol (IP) addresses, session replay and recording technology (e.g., recording your movements, clicks, etc. on the Woodlawn Online Services), and information collected through cookies, web beacons, pixels tags, and other tracking technologies. As you navigate through and interact with the Woodlawn Online Services, Woodlawn may use automatic data collection technologies (e.g., session replay and tracking technologies referred to above) to collect certain information about your equipment, browsing actions, and patterns, specifically:
• Usage Details. Details of your visits to the Woodlawn Online Services, such as traffic data, location, logs, referring/exit pages, date and time of your visit to or use of the Woodlawn Online Services, error information, clickstream data, and other communication data and the resources that you access and use on or in the Woodlawn Online Services.
• Device Information. Information about your computer, mobile device, and Internet connection, specifically your IP address, operating system, browser type, and app version information.
The information Woodlawn collects automatically may include Personal Data or Woodlawn may maintain or associate information We collect with Personal Data collected in other ways or We receive from third parties. It helps Woodlawn to improve the Woodlawn Online Services and to deliver a better and more personalized service by enabling Woodlawn to:
• Estimate Woodlawn’s audience size and usage patterns;
• Improve Woodlawn’s product and services offering;
• Store information about your preferences, allowing Woodlawn to customize the Woodlawn Online Services according to your individual interests; and
• Recognize and/or authenticate you when you return to the Woodlawn Online Services.
The technologies Woodlawn uses for this automatic data collection may include:
• Cookies (or browser cookies). Woodlawn and its service providers may use cookies, web beacons, and other technologies to receive and store certain types of information whenever you interact with the Woodlawn Online Services through your computer or mobile device. A “cookie” is a small file or piece of data sent from a website and stored on the hard drive of your computer or mobile device. On your computer, you may refuse to accept browser cookies by activating the appropriate setting on your browser, and you may have similar capabilities on your mobile device in the preferences for your operating system or browser. However, please note that if you select this setting, you may be unable to access or use certain parts of the Woodlawn Online Services. Unless you have adjusted your browser or operating system setting so that it will refuse cookies, Our system will issue cookies when you direct your browser to the Woodlawn Online Services.
• Pixels and Web Beacons. Pages on the Woodlawn Online Services, or Woodlawn e-mails, may contain small electronic files known as “web beacons” (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit Woodlawn, for example, to count users who have visited those pages or opened an e-mail and for other related sites statistics (e.g., recording the popularity of certain Woodlawn Online Services content and verifying system and server integrity).
• Third Party Tools. We may use certain third party products or services, such as Google Analytics, a web analysis service provided by Google, Inc. (“Google”), to collect certain information relating to your use of the Woodlawn Online Services. Google Analytics uses cookies to help analyze how users use the Woodlawn Online Services. Woodlawn may also use Google Analytics Advertising Features or other advertising networks to provide you with interest-based advertising based on your online activity. For more information regarding Google Analytics please visit Google’s website, and pages that describe Google Analytics (https://marketingplatform.google.com/about/). However, Woodlawn does not track your online activities on or across third party websites or other online services for any purpose, including advertising, unless you specifically opt-in to a program or campaign that authorizes such tracking.
How Woodlawn Uses Your Information
In addition to the uses described above, Woodlawn uses the information it collects for:
• Optimizing the performance and user experience of the Woodlawn Online Services;
• Operating, evaluating, and improving Woodlawn’s business;
• Providing healthcare services;
• Marketing and advertising services, including by inferring your interests from your interactions with the Woodlawn Online Services and newsletters and tailoring advertisements, newsletters, and offers to you (both on the Woodlawn Online Services and on other websites) based on your interactions with Woodlawn and online interests;
• Sending you email newsletters;
• Conducting research and analysis;
• Communicating with you about your account, special events, and surveys; and
• Establishing and managing your account(s) with Woodlawn.
Woodlawn may combine this information with any other information We have about you, including, if you are a Woodlawn patient, any Protected Health Information Woodlawn has about you. If Woodlawn combines this information with your Protected Health Information, We will treat all of that information as Protected Health Information and will only use or disclose that information as set forth in the Woodlawn Notice of Privacy Practices.
How Woodlawn Shares Your Information
Woodlawn may share the information We collect about you with third parties who Woodlawn has engaged to help provide the Woodlawn Online Services, as well as the products and services available through the Woodlawn Online Services. Your Personal Data may be disclosed to affiliates, contractors, service providers, and other third parties Woodlawn uses to support its business; any such use of Personal Data that includes Protected Health Information will comply with Woodlawn’s Notice of Privacy Practices and any authorization you have provided. The services provided by these organizations include providing IT and infrastructure support services, advertising, marketing, and payment processing services. Advertising and marketing partners may receive and use your Personal Data to assist Woodlawn with its advertising and marketing efforts. Please note that Woodlawn will not sell, rent, or swap your Personal Data, nor will Woodlawn authorize any of its service providers or business partners to use your Personal Data for their own commercial purposes without your permission.
Woodlawn may provide third parties with aggregate statistics about Our visitors, traffic patterns, and related site information. This data reflects site-usage patterns gathered during visits to the Woodlawn Online Services each month, but it does not contain information that personally identifies you unless you have given Woodlawn permission to share that information.
Woodlawn may also disclose your Personal Data in the following situations:
• To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Woodlawn assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Woodlawn about the users of the Woodlawn Online Services are among the assets transferred;
• To fulfill the purpose for which you provide it;
• For any other purpose disclosed by Woodlawn when you provide the information;
• With your consent;
• To comply with any court order, law, or legal process, including to respond to any government or regulatory request;
• To affiliates to market their products or services to you if you have purchased one of Woodlawn’s products and if you have not opted out of these disclosures. For more information, see “Your Control Over Information” below;
• To enforce or apply Woodlawn’s Terms of Use and other agreements, including for billing and collection purposes; and
• If Woodlawn believes disclosure is necessary or appropriate to protect the rights, property, or safety of Woodlawn, its customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.
Data Retention
Woodlawn will retain your information for as long as your account is active or as needed to provide you services, comply with Our legal obligations, resolve disputes, and enforce Woodlawn agreements. You may request that Woodlawn delete your data by contacting Woodlawn as provided below (see Contact Information). However, Woodlawn may not be able to honor that request in all instances given the laws and regulations that apply to Woodlawn. For example, under state and federal laws, Woodlawn may be required to maintain some data that is specific to you and that may identify you, such as your medical records or other information. Woodlawn may also have a legal basis or obligation to maintain medical and other information about you to provide care and treatment or to comply with Woodlawn’s professional, legal, and other obligations.
Email Communications
When you sign up for free health emails, Woodlawn maintains information about your selections for the purpose of sending you the emails and managing their transmission to you. We do not use your email address or the information that you provide along with it for other unrelated purposes, although it may be included in anonymous, aggregated statistical information.
Woodlawn will use reasonable means to protect your information you send or request from Us by email. However, We cannot guarantee that these communications and data will be confidential, secure, or private. Additionally, We will not be liable in the event that you or anyone else inappropriately uses your email or liable for improper disclosure of your health information you send to Woodlawn or that you request to receive by email, and you bear this risk.
A link for unsubscribing from emails is located at the bottom of each email. You also can unsubscribe by using the unsubscribe at the bottom of any page on the Woodlawn Online Services. Unsubscribing from emails does not delete your information from Our system, even if you unsubscribe from all emails.
Your Control Over Information
You have a variety of tools to manage cookies and similar technologies that collect information related to your use of the Woodlawn Online Services, including:
• Web browser controls to block and delete cookies, or adjust your tracking preferences; and
• Visiting the Digital Advertising Alliance’s opt-out page here to opt-out from receiving third party advertiser cookies.
For cookies and similar technologies used on the Woodlawn Online Services for applicable targeted advertising activities, follow the steps provided by your mobile device platform provider (e.g., Apple, Android, or others) to opt-out of having your information collected and used by Woodlawn and its digital marketing partners.
Please note that disabling, removing, or blocking cookies may turn off some of the features of the Woodlawn Online Services that make your experience more efficient, and some of the Woodlawn Online Services may not function properly as a result. Further, if you opt-out of having your information collected and used by Woodlawn and its digital marketing partners for interest-based advertising purposes, you will continue to receive ads, but such ads will not be tailored to your specific interests based on web viewing data collected from your device over time and across unaffiliated websites.
Your Rights Regarding Your Information and Accessing and Correcting Your Information
For non-patient information, you can contact Woodlawn through the Contact Information below to access and/or find out what information Woodlawn has about you and to correct that information. You may also notify Woodlawn through the Contact Information below of any changes or errors in any Personal Data We have about you to ensure that it is complete, accurate, and as current as possible or to delete your account. Woodlawn cannot completely delete your personal information except by also deleting your account with Woodlawn. Woodlawn may not be able to accommodate your request if We believe it would violate any law or legal requirement or if We have a legal basis or obligation to maintain it, or if it would cause the information to be incorrect.
If you are a patient of Woodlawn, you can access the patient-related information that We maintain about you through your Patient Portal or through Woodlawn’s Health Information Management (“HIM”) department. For more information about requesting your medical records, contact the HIM department You also can request a correction to your patient information through calling the main number and asking for Health Information Management or HIM department. However, Woodlawn is still required to maintain your patient-related information under HIPAA and other state and federal laws.
Security of Information
Woodlawn’s online forms are not encrypted unless noted otherwise, and information you input may be accessed by unauthorized users prior to you sending it to Woodlawn. Access to the information within Woodlawn is on a need-to-know basis. Woodlawn uses reasonable measures to safeguard the security of the information collected or received in connection with the Woodlawn Online Services. However, PLEASE NOTE THAT, BY ITS VERY NATURE, NO DATA STORAGE SYSTEM OR TRANSMISSION OF DATA OVER THE INTERNET OR OTHER PUBLIC NETWORK CAN BE ABSOLUTELY SECURE. WOODLAWN, ACCORDINGLY, CANNOT AND DOES NOT GUARANTEE THE COMPLETE SECURITY OF ELECTRONIC INFORMATION.
Notice to Non-U.S. Residents and Non-Indiana Residents
Woodlawn provides services in the State of Indiana, in the United States. Woodlawn is subject to the United States federal laws and regulations and Indiana state laws and regulations that govern the privacy and security of patient healthcare information, as well as consumer protection laws and regulations. The data protection laws of other countries and other states may differ as to how your personal information is protected. As a non-U.S. resident or non-Indiana resident, when you provide your personal or other information to Woodlawn, or direct your healthcare provider to provide your information to Woodlawn, you consent that Woodlawn may process your information in the State of Indiana, in the United States, subject to the state laws of Indiana and the federal laws of the United States.
Protecting Children’s Privacy
Other than the Woodlawn Patient Portal, the Woodlawn Online Services are not intended for users under 18 years of age. No one under age 18 may provide any information to or through the Woodlawn Online Services. Woodlawn does not knowingly collect Personal Data from users under 18. If you are under 18, do not use or provide any information on or in the Woodlawn Online Services or on or through any of their features, including your name, address, telephone number, email address, or any screen name or username you may use. If Woodlawn learns that We have collected or received Personal Data from a user under 18 without verification of parental consent, We will delete that information. If you believe Woodlawn might have any information from a user under 18, please contact Woodlawn at the Contact Information below.
The Woodlawn Patient Portal is available to patients 18 years of age and older. It is also available to patients who are between the ages of 13 years old and 17 years old with the permission of their parents or legal guardians.
Third-Party Links
Woodlawn may include or offer third-party products or services on or linked to the Woodlawn Online Services. These third-party websites have separate and independent privacy policies. Woodlawn therefore has no responsibility or liability for the content and activities of these linked websites. Nonetheless, We seek to protect the integrity of the Woodlawn Online Services and welcome any feedback about these websites.
Modifications
Woodlawn can modify this Privacy Policy at any time and without prior notice to you, and such modifications will become effective and binding immediately upon posting of the revised Privacy Policy. Also, new services, terms, and specific cookies may be added from time to time without prior notice. Please regularly review this Privacy Policy periodically, because you will be bound by any changes made, and continued use of the Woodlawn Online Services constitutes agreement to any modifications.
Contact Information
If you have any questions or concerns regarding this Privacy Policy, or the collection, retention, or management of any information on the Woodlawn Online Services, please contact Us by email at:
WOODLAWN HEALTH
Attn: Marketing Department
1400 E. 9th St.
Rochester, IN. 46975
574-224-1179
info@woodlawnhealth.org
Or send a written notification to:
WOODLAWN Health
Attn: Marketing Department
1400 E. 9th St.
Rochester, IN. 46975
574-224-1179
info@woodlawnhealth.org
