THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

Your health information is personal, and we are committed to protecting it. This Notice explains how we may use and disclose your protected health information (PHI) and your rights regarding that information.

1. Our Responsibilities

We are required by law to:

• Maintain the privacy and security of your protected health information.

• Provide you with this Notice of our legal duties and privacy practices.

• Notify you if a breach occurs that may have compromised the privacy or security of your information.

• Follow the terms of this Notice currently in effect.

2. How We May Use and Disclose Your Health Information

We may use or disclose your PHI for the following purposes without additional authorization:

A. Treatment

To provide, coordinate, or manage your health care.
Examples: consulting with another provider, reviewing labs/results, referrals.

B. Payment

To bill and collect payment for services.
Examples: submitting claims, verifying benefits, billing third parties.

C. Health Care Operations

For administrative, quality improvement, and practice management activities.
Examples: staff training, accreditation, auditing, internal compliance.

3. Other Uses and Disclosures Permitted or Required by Law

We may disclose your PHI without your authorization in the following situations:

• Public health activities (reporting diseases, adverse events, or exposures)

• Abuse, neglect, or domestic violence reports

• Health oversight activities (audits, inspections)

• Legal proceedings (court orders, subpoenas where required)

• Law enforcement purposes

• To avert a serious threat to health or safety

• Workers' compensation claims

• Coroners, medical examiners, or funeral directors

• Organ donation purposes

• Specialized government functions (e.g., military, national security)

4. Uses and Disclosures Requiring Your Written Authorization

We must obtain your written permission for:

• Most uses and disclosures of psychotherapy notes

• Uses or disclosures for marketing purposes

• Sale of your health information

• Any use or disclosure not covered in this Notice

If you authorize a use or disclosure, you may revoke that authorization in writing at any time.

5. Your Rights Regarding Your Health Information

You have important rights related to your PHI:

A. Right to Access

You may request a copy of your medical records in paper or electronic form.
We will provide it within 30 days unless an extension is permitted.

B. Right to Request Amendments

You may ask us to amend incorrect or incomplete information.
We may deny requests in certain cases, but you may submit a written statement of disagreement.

C. Right to Request Restrictions

You may request limits on how we use or disclose your PHI.
We are not required to agree, except when restricting disclosure to a health plan for services you paid for in full out-of-pocket.

D. Right to Request Confidential Communications

You may request that we contact you in a specific way (e.g., at work instead of home, via mail instead of phone).

E. Right to an Accounting of Disclosures

You may request a list of certain disclosures we made in the past six years.

F. Right to a Paper or Electronic Copy of This Notice

You may request a paper copy at any time, even if you agreed to receive it electronically.

G. Right to Notification of a Breach

You will be notified if a breach occurs that may have compromised your health information.

6. Changes to This Notice

We may change this Notice at any time.
Revised Notices will be:

• Posted in our office

• Available upon request

Revisions apply to all PHI we maintain, including information collected before the change.

7. Questions or Complaints

If you have questions about this Notice or believe your privacy rights have been violated, you may contact our office.

You may also file a complaint with:
U.S. Department of Health and Human Services, Office for Civil Rights
No retaliation will occur for filing a complaint.

Privacy Policy

Effective Date: January 4th 2026

Last Updated: January 4th 2026

Amara Advanced Natural Medicine (“we,” “our,” or “us”) operates the website www.amaranaturalmed.com (the “Site”) and provides naturopathic medical services. This Privacy & Cookie Policy explains how we collect, use, protect, and share information from visitors, clients, and patients, and how we use cookies and tracking technologies.

If you have questions about this policy or want to exercise your privacy rights, contact us at info@amaranaturalmed.com.

1. Scope of This Policy

This Policy applies to information collected:

- Through our website and online forms.

- When scheduling appointments via Practice Better EMR.

- Through communications with our staff (phone, email, SMS).

It does not apply to:

- Offline communications unrelated to the website.

- Third-party websites linked from our Site.

2. Information We Collect

A. Information You Provide

- Name, email, phone number, and other contact details.

- Health information submitted through EMR intake forms, informed consent, or other medical forms.

- Payment or billing information submitted via secure Practice Better portal.

- Communications with our staff (emails, phone messages, SMS).

B. Automatically Collected Information

- IP address, device type, browser, operating system.

- Pages visited, time spent on pages, and website interactions.

- Cookies and similar tracking data (analytics, advertising pixels).

C. Information from Third Parties

- Social media interactions (if you engage with our ads or social media).

- Analytics and ad platforms (Google Analytics, Google Ads, Meta/Instagram pixels).

3. How We Use Your Information

We use your data to:

- Respond to inquiries and schedule appointments.

- Provide naturopathic medical services and follow-up care.

- Improve website functionality, design, and content.

- Run digital advertising campaigns in compliance with privacy laws.

- Comply with legal, professional, and regulatory obligations.

We do not sell your personal data.

4. Legal Basis for Processing (for EU/UK Visitors)

- Consent: contacting us, subscribing to communications.

- Contractual necessity: providing medical services.

- Legal obligations: recordkeeping, billing, compliance.

- Legitimate interests: website analytics, service improvement, advertising.

5. Cookies and Tracking Technologies

A. What Are Cookies?

Cookies are small text files stored on your device to help websites function, enhance your experience, and provide analytics or advertising insights.

Types of cookies we use:

- Session cookies: deleted when the browser closes.

- Persistent cookies: remain until expiration or deletion.

- First-party cookies: set by our website.

- Third-party cookies: set by external providers (Google, Meta, social pixels).

B. How We Use Cookies

- Essential cookies: site security, accessibility, navigation.

- Analytics cookies: track site usage, performance, visitor behavior (Google Analytics).

- Marketing/Advertising cookies: measure ad performance, retarget users (Google Ads, Meta/Instagram).

- Preference cookies: remember settings or language choices.

C. Third-Party Cookies & Tracking

- Google Analytics: collects anonymized traffic data.

- Google Ads: tracks ad conversions and performance.

- Meta/Instagram Ads: tracks engagement with social ads.

Review third-party policies:

- Google Privacy & Terms: https://policies.google.com/privacy

- Meta Privacy Policy: https://www.facebook.com/policy.php

D. Managing Cookies

- Adjust browser settings to block or delete cookies.

- Use https://www.allaboutcookies.org for guidance.

- Enable Global Privacy Control (GPC) to opt out of targeted advertising (recognized under Colorado law).

- Opt out of Google Ads: https://www.google.com/settings/ads

6. Retention of Data

- Patient/Client Records: retained per HIPAA and professional standards (typically minimum of 7 years for adults).

- Non-patient Website Visitors: retained only as long as necessary to provide services or comply with the law (typically 2 years for analytics and marketing).

- Retention periods are subject to legal obligations (e.g., tax records, statute of limitations).

7. Your Privacy Rights

A. Colorado Residents (CPA)

- Access personal data.

- Correct inaccurate data.

- Request deletion.

- Opt out of targeted advertising.

B. EU/UK Residents (GDPR)

- Access, correct, delete, or port data.

- Object to profiling or automated decision-making.

- Withdraw consent at any time (without affecting prior lawful processing).

Submit requests to info@amaranaturalmed.com with “Privacy Request” in the subject line.

8. HIPAA and Medical Records

Patient medical records are handled under HIPAA and processed securely via Practice Better. This Policy covers website, online forms, and non-HIPAA communications only.

9. SMS / Text Communications

- You may receive appointment reminders or clinic updates via SMS.

- To opt out, reply “STOP” to any message or contact info@amaranaturalmed.com.

10. Sharing Information with Third Parties

We only share information with:

- Service providers necessary for operations (Practice Better, Squarespace, analytics, marketing).

- Legal authorities if required by law.

- Advertising partners for marketing purposes (Google, Meta) in compliance with privacy regulations.

11. International Data Transfers

- Data may be transferred to the United States from EU/UK/EEA regions.

- We implement safeguards consistent with GDPR to ensure adequate protection.

12. Third-Party Links

Our website may link to external websites or social media platforms. We are not responsible for their privacy practices.

13. Data Security

We implement administrative, technical, and physical safeguards to protect personal and health information from unauthorized access, use, or disclosure.

14. Updates to This Policy

We may update this Privacy & Cookie Policy periodically. Changes will be posted here with a new “Last Updated” date.

15. Contact Information

Questions or privacy requests:

info@amaranaturalmed.com

www.amaranaturalmed.com