1. Introduction

AvaOne Heart and Wellness (“AvaOne,” “we,” “us,” or “our”), a service of AvaOne LLC, is committed to protecting the privacy and security of the personal information you provide to us. This Privacy Policy describes what information we collect, how we use it, with whom we share it, how we protect it, and the choices and rights you have regarding your information.

This Privacy Policy applies to information collected through:

    • Our website located at avaonewellness.com and any related subdomains
    • Contact forms, intake forms, and any other forms you complete on our website
    • Email, telephone, and text message (SMS) communications with our practice
    • In-person visits to our Edison, NJ and Hazlet, NJ locations
    • Any related services we provide

Please note that separate legal requirements govern the privacy of your protected health information (PHI). Those requirements are described in our HIPAA Notice of Privacy Practices, which is available at avaonewellness.com/hipaa-notice/ and provided to you at your first visit

2. Information We Collect

We collect information about you in the following categories:

2.1 Information You Provide Directl

When you interact with our website or our practice, you may provide us with:

    • Contact information: Full name, email address, telephone number, mailing address
    • Appointment-related information: Preferred service, preferred location, preferred contact method (phone or video), general reason for interest
    • Communication content: Messages you send us through our contact forms, email, or text
    • Health information: Any health information you choose to share with us during a Discovery Assessment, intake process, or in-person visit
    • Payment information: Credit card details, HSA or FSA account details, or other payment information you provide at the time of service
    • Identification information: Government-issued photo identification at your first visit
    • Acknowledgments: Signed self-pay acknowledgment forms, telehealth consent forms, and any other documents we ask you to complete

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

    • IP address
    • Browser type and version
    • Device type (desktop, mobile, tablet)
    • Operating system
    • Pages visited, time spent on pages, and navigation patterns
    • Referring website or search terms
    • Date and time of your visit

This information is collected using cookies, web beacons, and similar technologies. Please see Section 8 (Cookies and Tracking Technologies) for details.

2.3 Information From Third Parties

We may receive information about you from:

    • Healthcare providers, laboratories, or specialists you have authorized to share information with us
    • Family members or authorized representatives you have designated
    • Referring providers, when applicable
    • Publicly available sources

3. How We Use Your Information

We use the information we collect for the following purposes:

    • To respond to your inquiries and provide the services you request
    • To schedule appointments and confirm your appointments through email and text message
    • To provide you with medical care and manage your treatment
    • To communicate with you about your care, our services, and our practice
    • To send appointment reminders, follow-up communications, and administrative notices
    • To process payments for services rendered
    • To comply with legal, regulatory, and professional obligations, including federal and state healthcare laws
    • To operate, maintain, and improve our website
    • To detect, prevent, and address technical issues, fraud, and other unlawful activity
    • To confirm your eligibility for care at our practice, including Medicare and Medicaid eligibility screening as required by law
    • For any other purpose disclosed to you at the time we collect your information

4. Text Message (SMS) Communications and Consent

By providing your telephone number to AvaOne, you consent to receive text messages (SMS) from us related to your interaction with our practice. These messages may include:

    • Appointment confirmations
    • Appointment reminders
    • Follow-up communications from our office
    • Administrative notices
    • Responses to your inquiries

Message frequency: Message frequency varies based on your interactions with our practice.

Message and data rates: Standard message and data rates from your mobile carrier may apply. AvaOne does not charge for text messages.

Opt-out: You may opt out of text messages at any time by replying STOP to any text message you receive from us. You may also contact our office at (973) 679-6949 or info@avaonewellness.com to request removal from SMS communications.

Help: For assistance, reply HELP to any text message or contact our office directly.

Opting out of text messages will not affect your ability to receive care at AvaOne, but it may limit our ability to send you timely appointment reminders and confirmations.

We do not sell your telephone number or share it with third parties for marketing purposes.

5. How We Share Your Information

We do not sell your personal information. We share your information only as described below:

5.1 Service Providers

We share information with service providers who help us operate our practice and provide services to you. These service providers are bound by contractual obligations to protect your information and use it only for the purposes we specify. Our service providers include:

    • Our electronic health information system provider, which stores patient information under a Business Associate Agreement (BAA) that meets HIPAA requirements
    • Website hosting and analytics providers
    • Payment processors
    • Email and text message delivery services (bound by BAAs where applicable)
    • Scheduling and appointment management services

5.2 Healthcare Providers and Coordination of Care

With your authorization, we may share your information with other healthcare providers, laboratories, imaging facilities, and specialists involved in your care.

5.3 Legal and Regulatory Compliance

We may disclose your information when required by law or in response to:

    • Court orders, subpoenas, or other legal process
    • Regulatory or law enforcement requests
    • Compliance with federal or state healthcare laws, including Medicare and Medicaid compliance requirements
    • Investigation or prevention of fraud, unauthorized activity, or violations of our policies

5.4 Business Transfers

If AvaOne is involved in a merger, acquisition, sale of assets, or other business transaction, your information may be transferred as part of that transaction. We will notify you before your personal information is transferred and becomes subject to a different privacy policy.

5.5 With Your Consent

We may share your information with other parties when you have provided your consent for us to do so.

6. Protected Health Information (PHI)

Your protected health information is governed by the Health Insurance Portability and Accountability Act (HIPAA) and is subject to additional protections beyond those described in this Privacy Policy. Please review our HIPAA Notice of Privacy Practices at avaonewellness.com/hipaa-notice/ for details on how we handle your PHI and the rights you have with respect to your PHI.

7. Data Storage, Security, and Retention

7.1 Where Your Information Is Stored

Patient information is stored in a HIPAA-compliant electronic health information system operated by our third-party service provider under a Business Associate Agreement (BAA). Website data (contact forms, analytics, cookies) is stored on secure servers operated by our hosting and analytics providers.

7.2 Security Measures

We use administrative, technical, and physical safeguards designed to protect your information from unauthorized access, alteration, disclosure, or destruction. These safeguards include encryption of information in transit and at rest, access controls, staff training, and periodic security audits.

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

7.3 Data Retention

We retain your information for as long as necessary to:

    • Provide the services you have requested
    • Comply with our legal, regulatory, and professional obligations, including medical record retention requirements under New Jersey law
    • Resolve disputes and enforce our agreements

Medical records are retained in accordance with applicable federal and New Jersey state law. Please contact our office for details on record retention periods applicable to your specific records.

8. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience and understand how visitors use our website.

8.1 Types of Cookies We Use

    • Strictly necessary cookies: Required for the website to function properly (e.g., form submission, session management)
    • Analytics cookies: Help us understand how visitors interact with our website through services such as Google Analytics
    • Preference cookies: Remember your preferences for future visits

8.2 Managing Cookies

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

9. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

    • Access: You may request access to the personal information we hold about you
    • Correction: You may request correction of inaccurate or incomplete information
    • Deletion: You may request deletion of your personal information, subject to legal retention requirements
    • Opt-out of marketing: You may opt out of receiving marketing communications from us at any time
    • Opt-out of SMS: You may opt out of text messages by replying STOP or contacting our office
    • Portability: You may request a copy of your information in a portable format
    • Objection: You may object to certain uses of your information

Rights specific to your protected health information are described in our HIPAA Notice of Privacy Practices.

To exercise any of these rights, please contact us using the information in Section 13.

10. Children's Privacy

Our website and services are intended for adults age 18 and older. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at info@avaonewellness.com and we will take appropriate steps to delete the information.

11. Third-Party Links

Our website may contain links to third-party websites, including social media platforms, external medical resources, and other sites. This Privacy Policy does not apply to third-party websites. We are not responsible for the privacy practices of third-party websites. We encourage you to review the privacy policies of any third-party websites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make material changes, we will update the “Last updated” date at the top of this policy and, where appropriate, notify you through our website or by other means. We encourage you to review this Privacy Policy periodically.

Your continued use of our website or services following any changes to this Privacy Policy constitutes your acceptance of the updated Policy.

13. Contact Us

If you have questions about this Privacy Policy, want to exercise your rights, or wish to file a complaint about our privacy practices, please contact:

Privacy Officer
 AvaOne Heart and Wellness
 Attn: Chirag D. Patel, MD (Privacy Officer)
 2 Lincoln Hwy, Suite 311B
 Edison, NJ 08820

Phone: (973) 679-6949
 Email: info@avaonewellness.com

We take all privacy concerns seriously and will investigate and respond to your inquiry promptly.

14. Related Notices

This Privacy Policy is one of several notices that govern your relationship with AvaOne Heart and Wellness. Please also review: