Privacy Policy & HIPAA Notice

Effective Date: March 1, 2026

This Privacy Policy explains how Novella Women’s Health collects, uses, and protects information obtained through our website and related digital services (the “Service”). It also outlines your rights under applicable privacy laws, including the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).

Our website and online communications are not intended for medical emergencies. If you are experiencing a medical emergency, call 911 or go to the nearest emergency room immediately.

This Privacy Policy is intended to comply with applicable federal and state privacy laws, including HIPAA and relevant state medical privacy statutes.

This policy applies only to information collected through our website and online services. It does not replace our formal HIPAA Notice of Privacy Practices, which governs how Protected Health Information (PHI) is used and disclosed in the course of providing medical care.

By using our Service, you acknowledge and agree to the practices described in this Privacy Policy. This does not constitute consent for the use or disclosure of Protected Health Information beyond what is permitted by HIPAA and applicable law. If you do not agree, please do not use our website or online services.

Novella Women’s Health may update this Privacy Policy at any time. Updates will be posted on our website and become effective upon posting.

Information We Collect

Personal Information

When you interact with our website, we may collect personal information, including:

  • Name
  • Email address
  • Phone number
  • Mailing address
  • Appointment request details
  • Payment or billing information (when applicable)

Information About Minors

We may collect information related to minors when permitted by law and in accordance with parental or legal guardian rights under applicable regulations.

Protected Health Information (PHI)

If you submit medical or health-related information through secure forms, patient portals, appointment requests, or communications, this information may be considered Protected Health Information (PHI) under HIPAA.

PHI is handled in accordance with HIPAA regulations and applicable state privacy laws.

Usage and Technical Data

We may also collect non-clinical technical data such as:

  • IP address
  • Browser type and version
  • Pages visited
  • Referring websites
  • Date and time of access

This information is used for security, analytics, and website optimization and does not include medical information.

How We Collect Information

We collect information in the following ways:

  • When you submit forms, appointment requests, or inquiries through our website
  • When you interact with website features or content
  • From publicly available sources when relevant and permitted
  • Through cookies or similar technologies used for website functionality and analytics

Cookies and Tracking Technologies

Our website may use cookies or similar technologies to support functionality, analyze website traffic, and improve user experience. You may adjust your browser settings to refuse cookies; however, some website features may not function properly.

How We Use Your Information

Novella Women’s Health uses collected information to:

  • Provide and manage healthcare services and appointment requests
  • Communicate with patients regarding care, scheduling, billing, or administrative matters
  • Improve website functionality, user experience, and service offerings
  • Conduct internal operations, quality improvement, and data analysis
  • Comply with legal, regulatory, and accreditation requirements
  • Send informational communications related to services, office updates, or health education (marketing communications are optional and may be opted out of at any time) You may opt out of non-essential communications at any time by following unsubscribe instructions or contacting our office.

We do not sell patient information.

HIPAA Compliance & Patient Rights

Under HIPAA, you have the right to:

  • Access and obtain copies of your medical records
  • Request corrections to your health information
  • Request restrictions on certain uses or disclosures
  • Request confidential communications
  • Receive an accounting of certain disclosures of your PHI
  • File a complaint if you believe your privacy rights have been violated

Requests related to PHI should be submitted directly to Novella Women’s Health using the contact information below.

Our full HIPAA Notice of Privacy Practices is available upon request and will be posted on our website when clinical services begin.

Third-Party Service Providers

We may use third-party vendors to support website functionality, appointment scheduling, billing, analytics, or communications. When third parties may access PHI, we require appropriate safeguards and Business Associate Agreements (BAAs) as required under HIPAA.

Third parties are permitted to use information only for the services they provide to Novella Women’s Health and are prohibited from using it for any other purpose.

Data Retention

Personal information and PHI are retained only as long as necessary to:

  • Provide healthcare services
  • Meet legal and regulatory requirements
  • Maintain accurate medical and business records

Non-identifiable or aggregated data may be retained indefinitely.

Security Safeguards

Novella Women’s Health uses administrative, technical, and physical safeguards designed to protect personal information and PHI from unauthorized access, use, or disclosure. While we take reasonable steps to secure your information, no electronic transmission or storage system is completely secure.

Patients are encouraged to avoid submitting sensitive medical information through unsecured email or public networks.

External Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external sites. Please review their privacy policies before providing personal information.

Contact Us

If you have questions about this Privacy Policy, HIPAA rights, or how your information is handled, please contact:

Novella Women’s Health
info@novellawomenshealth.com
Opening Soon
302 Rock Cliff Dr,
Martinsburg, WV 25401
(304) 944-4432