Privacy Policy
The Spine & Health Center of New Jersey
(Closter, Montvale & Park Ridge Locations)
Effective Date: November 1, 2025
The Spine & Health Center of New Jersey (“TSHCNJ,” “we,” “us,” or “our”) operates chiropractic, physical therapy, pain management, and related healthcare services at our locations in Closter, Montvale, and Park Ridge, New Jersey (the “Practice”).
We are committed to protecting the privacy of your personal information and your health information. This Privacy Policy explains how we collect, use, disclose, and protect information when you:
Visit our website thespineandhealthcenter.com
Fill out online forms (including appointment requests and new patient forms)
Communicate with us by phone, text, email, patient portals, or in person at any of our locations
Engage with our content on third-party platforms (e.g., Google, social media)
Because we are a healthcare provider, some of the information we collect is Protected Health Information (“PHI”) and is governed by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and related regulations.
1. Scope of This Privacy Policy
This Privacy Policy applies to:
Our websites and online forms, including any pages dedicated to our Closter, Montvale, and Park Ridge locations
Our offline collection of information in connection with scheduling, treatment, billing, and patient communications
This Policy does not apply to third-party websites or services that are not controlled by us, even if they link to or from our website (for example, payment processors, external booking tools, or social media sites). Those services are governed by their own privacy policies.
2. Information We Collect
We may collect the following categories of information:
2.1 Personal Identifiers & Contact Information
Name, mailing address, email address, phone number, date of birth
Emergency contact information
Account or login information (if we offer patient portals or online account access)
2.2 Health & Medical Information (PHI)
In connection with your care, we may collect information such as:
Medical history, symptoms, diagnoses, treatment plans, and progress notes
Imaging, test results, and reports from other providers
Health insurance information and claims data
Information you provide on health history or intake forms
This information is generally treated as Protected Health Information under HIPAA.
2.3 Payment & Insurance Information
Insurance carrier, policy and group numbers
Billing and payment history
Limited payment card details where necessary to process payments (typically processed through a secure third-party payment processor)
2.4 Online & Technical Information
When you use our website, we may automatically collect:
IP address, browser type, device identifiers, and operating system
Pages viewed, links clicked, and time spent on pages
Referring URLs and general location inferred from IP address
Information collected through cookies and similar technologies (see Section 7)
2.5 Communications & Preferences
Messages you send us via web forms, email, text, or social media
Feedback, reviews, or testimonials you choose to provide
Marketing and communication preferences (e.g., whether you want to receive appointment reminders or practice updates)
2.6 Job Applicant Information
If you apply for a job with us, we may collect:
Resume and employment history
Professional credentials and licenses
References and related information
3. How We Collect Information
We collect information in several ways:
Directly from you, when you complete forms, request appointments, communicate with us, or receive care at our offices
Automatically, through cookies and similar technologies when you visit our website
From third parties, such as:
Other healthcare providers involved in your care
Health plans/insurers
Third-party service providers that help us operate our website, schedule appointments, host forms, or send communications
4. How We Use Your Information
We use your information for purposes including, but not limited to:
4.1 Treatment, Care & Patient Services (PHI)
Providing chiropractic, physical therapy, pain management, acupuncture, and other clinical services
Coordinating your care among our providers and staff and with other healthcare professionals
Following up regarding your treatment, progress, and referrals
These uses generally fall under “treatment,” “payment,” and “health care operations” as defined by HIPAA.
4.2 Scheduling, Payment & Operations
Scheduling and confirming appointments at our Closter, Montvale, or Park Ridge offices
Verifying insurance eligibility and benefits
Billing you or your insurance company and processing payments
Managing practice operations, quality improvement, training, and customer service
4.3 Website Functionality & Improvement
Operating, maintaining, and improving our website and online forms
Analyzing usage to understand which pages or services patients find most helpful
Debugging and protecting the site from fraud, abuse, or security threats
4.4 Communications
Sending appointment reminders, follow-up messages, or important notices related to your care
Responding to your inquiries and requests
With your consent where required, sending information about services, events, or updates related to our practice
4.5 Legal, Compliance & Safety
Complying with applicable laws, regulations, and court orders
Responding to authorized requests from law enforcement or regulators
Protecting the rights, property, or safety of our patients, staff, and the public
5. How We Disclose & Share Information
We may share your information in the following situations:
5.1 Within The Spine & Health Center of New Jersey
With our staff and providers at our Closter, Montvale, and Park Ridge locations as needed to provide care and for practice operations.
5.2 With Other Healthcare Providers
With physicians, specialists, imaging centers, laboratories, or other providers who are involved in your care or to whom you are referred.
5.3 With Your Health Plan or Insurer
To obtain prior authorizations, verify benefits, and process claims
To respond to audits or review requests as permitted by law
5.4 With Business Associates & Service Providers
We may share information (including PHI, where appropriate) with third-party vendors who perform services on our behalf, such as:
Electronic medical records and practice management systems
Appointment scheduling and reminder tools
Form hosting and secure document platforms
Billing and payment processing services
IT support, website hosting, email/SMS delivery, analytics, and security services
These entities are required by contract and, where applicable, by law to protect PHI and use it only for the services they provide to us.
5.5 Legal Requirements & Protection of Rights
We may disclose information (including PHI) when required to do so by law, such as:
In response to a court order, subpoena, or government investigation
To report suspected abuse, neglect, or certain injuries or conditions
To protect against or prevent actual or potential fraud or unauthorized transactions
To protect the safety of any person as permitted or required by law
5.6 Other Disclosures With Your Authorization
We will not use or disclose your PHI for purposes not described in this Policy or in our full HIPAA Notice of Privacy Practices unless you authorize it in writing. You may revoke that authorization at any time, except to the extent we have already relied on it.
6. Your Rights Regarding Protected Health Information (HIPAA)
Under HIPAA and applicable law, you generally have certain rights regarding your PHI. These may include the right to:
Access your health information
You can request to inspect or obtain a copy of your medical and billing records we maintain about you, with certain limited exceptions.Request corrections (amendments)
If you believe information in your record is incorrect or incomplete, you may request that we amend it. If we deny your request, we will explain why and how you can submit a statement of disagreement.Request restrictions
You may ask us to limit how we use or disclose your PHI for treatment, payment, or health care operations. We are not required to agree to all restrictions, but if we do, we will comply with the restriction except in emergencies or as otherwise permitted by law.
In some cases, you may have the right to require us not to disclose PHI about a service to your health plan if you paid for that service in full out-of-pocket.Request confidential communications
You may ask us to contact you in a specific way (for example, at a different mailing address or through a particular phone number), and we will accommodate reasonable requests.Receive an accounting of certain disclosures
You may request a list (“accounting”) of certain disclosures of your PHI that we made during a specific period, excluding disclosures such as those for treatment, payment, and health care operations.Get a paper copy of our Notice
You are entitled to a paper copy of our full HIPAA Notice of Privacy Practices at any time, even if you agreed to receive it electronically.
To exercise any of these rights, please contact us using the information in Section 13 below. We may require requests to be in writing and may charge a reasonable fee where permitted by law (for example, for copies of records).
If we provide a separate, more detailed HIPAA Notice of Privacy Practices in our offices and on our website, that Notice will control in the event of any conflict with this Privacy Policy regarding PHI.
7. Cookies & Online Tracking
Our website may use cookies and similar technologies to:
Remember your preferences
Improve website performance and navigation
Understand how visitors use the site (for example, through analytics tools)
You can often modify your browser settings to refuse cookies or alert you when cookies are being sent. If you disable cookies, some features of the website may not function properly.
Where required by law, we will provide additional notice and/or obtain your consent for cookies used for advertising or certain analytics.
8. Third-Party Websites & Services
Our website may contain links to third-party websites or services (for example, online bill pay, appointment booking, or social media pages). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.
9. Data Security
We use administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of the information we collect and maintain, including your PHI. These safeguards may include:
Secure networks and encryption where appropriate
Access controls and role-based permissions
Staff training on privacy and security obligations
Policies and procedures for handling PHI and other personal data
However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security of information transmitted to or stored by us.
If required by law, we will notify you in the event of a breach involving your PHI or other personal information.
10. Data Retention
We retain information for as long as necessary to:
Provide your care and maintain accurate medical records
Comply with legal, regulatory, and professional obligations
Resolve disputes and enforce our agreements
Medical records are often required to be kept for a minimum number of years under state and federal law. We will retain your records in accordance with those requirements.
11. Children’s Privacy
Our practice provides services to patients of all ages, including children. When we collect information about children in connection with treatment, that information is typically furnished by a parent or legal guardian and is treated as PHI and protected under HIPAA and applicable law.
Our website is not directed to children under 13 for general browsing, and we do not knowingly collect online personal information from children under 13 without appropriate parental consent where required by law.
12. Additional Privacy Rights Under State Law
Depending on how your information is processed and whether certain thresholds are met, you may have additional rights under state consumer privacy laws, such as:
Accessing certain personal data we hold about you (separate from PHI already covered by HIPAA)
Requesting deletion or correction of certain personal data
Opting out of certain types of data processing, such as targeted advertising or certain types of data sharing, where applicable
If you are a resident of a state that provides such rights and would like to exercise them, you can contact us as described below. We will evaluate your request in accordance with applicable law and our obligations as a healthcare provider.
13. How to Contact Us About Privacy
If you have questions about this Privacy Policy, our privacy practices, or wish to exercise your rights, please contact:
The Spine & Health Center of New Jersey
Attn: Privacy Officer
31 Vervalen St, Closter, NJ 07624
Phone: 201-899-3184
Email: info@thespineandhealthcenter.com
You also have the right to file a complaint with the U.S. Department of Health & Human Services, Office for Civil Rights (OCR), if you believe your privacy rights have been violated. We will not retaliate against you for filing a complaint.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will:
Update the “Effective Date” at the top of this page; and
Post the revised Privacy Policy on our website.
Where required by law, we will provide additional notice or obtain your consent to material changes.