Privacy Policy

Rooted Chiropractic

Effective Date: February 2026

At Rooted Chiropractic, we are committed to protecting your privacy and ensuring the security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our office, use our website, or engage with our services. We comply with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable federal and state privacy laws.

By using our services or website, you agree to the terms outlined in this Privacy Policy. If you do not agree with these terms, please do not use our services or website.

1. Information We Collect

We collect various types of information to provide and improve our chiropractic services:

Protected Health Information (PHI)

When you become a patient at Rooted Chiropractic, we collect health information necessary to provide quality care, including:

Personal identifiers (name, address, phone number, email, date of birth, Social Security number)
Medical history and current health conditions
Treatment records and clinical notes
Diagnostic images (X-rays, scans)
Insurance information and billing records
Emergency contact information

Website and Digital Information

When you visit our website or use our online services, we may collect:

Contact information you provide through forms (name, email, phone number)
IP address and browser information
Cookies and similar tracking technologies
Usage data and website analytics

2. How We Use Your Information

We use your information for the following purposes:

Treatment: To provide chiropractic care, create treatment plans, and coordinate with other healthcare providers when necessary
Payment: To process billing, submit insurance claims, and manage your account
Healthcare Operations: To improve our services, conduct quality assessments, train staff, and manage our practice
Communication: To send appointment reminders, follow-up care instructions, and important practice updates
Legal Compliance: To comply with applicable laws, regulations, and legal processes
Marketing: To send newsletters, health tips, and promotional materials (only with your consent, and you may opt out at any time)

3. How We Share Your Information

Rooted Chiropractic respects your privacy and will not sell your personal information. We may share your information only in the following circumstances:

Healthcare Providers: With other healthcare professionals involved in your care (such as your primary care physician, specialists, or physical therapists) when necessary for your treatment
Insurance Companies: To process claims and verify coverage
Business Associates: With third-party service providers who assist with billing, IT support, or other operational functions (all such providers sign agreements to protect your information)
Legal Requirements: When required by law, such as in response to a court order, subpoena, or to report suspected abuse or neglect
Public Health: To appropriate authorities for public health purposes, such as reporting communicable diseases
With Your Consent: We may share your information for other purposes with your written authorization

4. Your Rights and Choices

Under HIPAA and applicable privacy laws, you have the following rights regarding your health information:

Right to Access: You may request to review and obtain a copy of your medical records
Right to Amend: You may request corrections to your medical records if you believe they are incomplete or inaccurate
Right to an Accounting: You may request a list of certain disclosures we have made of your health information
Right to Request Restrictions: You may ask us to limit how we use or disclose your information, though we are not required to agree to all requests
Right to Confidential Communications: You may request that we contact you by alternative means or at alternative locations
Right to a Paper Copy: You have the right to request a paper copy of this Privacy Policy at any time
Right to Opt Out: You may opt out of marketing communications at any time by contacting our office or clicking the unsubscribe link in our emails

To exercise any of these rights, please contact our Privacy Officer using the information provided at the end of this policy.

5. Data Security

We implement robust administrative, physical, and technical safeguards to protect your personal and health information from unauthorized access, use, or disclosure. These measures include:

Secure, encrypted electronic health record systems
Restricted access to patient information (limited to authorized personnel only)
Regular staff training on privacy and security practices
Secure storage of physical records in locked facilities
Regular security assessments and updates

While we take every reasonable precaution to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to protecting your data to the fullest extent possible.

6. Cookies and Website Tracking

Our website uses cookies and similar technologies to enhance your browsing experience, analyze website traffic, and understand user preferences. Cookies are small text files stored on your device that help us remember your preferences and improve website functionality.

Types of cookies we use:

Essential Cookies: Necessary for the website to function properly
Analytics Cookies: Help us understand how visitors interact with our website
Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness

You can control cookie settings through your browser preferences. Please note that disabling cookies may affect the functionality of our website.

7. Third-Party Links

Our website may contain links to third-party websites for your convenience and information. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

8. Children's Privacy

While we provide chiropractic care to patients of all ages, including children, we do not knowingly collect personal information from children under 13 through our website without parental consent. If you believe we have inadvertently collected such information, please contact us immediately so we can remove it.

9. Data Retention

We retain your health information in accordance with federal and state laws, which typically require us to maintain medical records for a minimum of seven years after your last treatment date. Some records may be kept longer as required by law or for legitimate business purposes. When information is no longer needed, it is securely destroyed in compliance with applicable regulations.

10. 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. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

If we make material changes that significantly affect how we use or disclose your protected health information, we will provide notice as required by law and may seek your authorization where necessary.

11. Notice of Privacy Practices

In addition to this Privacy Policy, we provide all patients with a Notice of Privacy Practices that describes in detail how we may use and disclose your protected health information. You will receive this notice at your first visit, and it is also available on our website and at our office upon request.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact our Privacy Officer:

Rooted Chiropractic

Weston Shelton DC

140 Burlington Ave

Clarendon Hills, IL 60514

Phone: 630-537-1781

Email: owners@rootedchiroch.com

13. Filing a Complaint

If you believe your privacy rights have been violated, you have the right to file a complaint with:

Rooted Chiropractic Privacy Officer (contact information above)
The U.S. Department of Health and Human Services, Office for Civil Rights

You will not be retaliated against for filing a complaint.

Thank you for trusting Rooted Chiropractic with your healthcare. We are committed to protecting your privacy and providing you with exceptional chiropractic care.

* * *