Notice of Privacy Practice

Shore Up Physical Therapy PLLC
13040 US-31 Suite G
Grand Haven, MI 49417

Effective Date: August 20, 2025

Introduction

This Notice of Privacy Practices describes how Shore Up Physical Therapy PLLC may use and disclose your protected health information (PHI) to provide your care, bill for our services, and comply with the law. It also explains your rights regarding your PHI and how you can exercise them. Please review this notice carefully.

Your Rights Regarding Your Health Information

You have the following rights concerning your PHI. To exercise any of these rights, please contact our Privacy Officer, Bill Seiler, at:

• Phone: 616-209-8781
• Email: bill@shoreuppt.com
• Mail: Shore Up Physical Therapy, 13040 US-31 Suite G, Grand Haven, MI 49417

1. Right to Inspect and Receive a Copy of Your PHI

You may request an electronic or paper copy of your medical records and other health information we maintain. We will provide a copy or a summary, usually within 30 days of your request. A reasonable, cost-based fee may apply.

1. Right to Correct Your Record

If you believe the health information we have about you is incorrect or incomplete, you may request an amendment. If we deny your request, you will receive a written explanation.

1. Right to Request Confidential Communications

You may request that we contact you in a specific way (e.g., by phone) or at a specific location (e.g., at work). We will honor all reasonable requests.

1. Right to Request a Restriction

You may request limits on the use or disclosure of your PHI for treatment, payment, or healthcare operations. We are not required to agree to your request unless it involves a disclosure to a health plan for payment or healthcare operations and you have paid in full out-of-pocket for the service.

1. Right to an Accounting of Disclosures

You may request a list of certain disclosures we have made of your PHI during the past six years, excluding those made for treatment, payment, and healthcare operations.

1. Right to a Paper Copy of this Notice

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

1. Right to File a Complaint

If you believe your privacy rights have been violated, you may file a complaint with our office or with the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.

How We Use and Disclose Your Protected Health Information

1. For Treatment

We may use and share your health information to provide care. For example, we may share information with a physician you have been referred to so they can diagnose or treat you.

1. For Payment

We may use and share your health information to bill and get paid for services. While we do not bill insurance companies directly, if you submit a claim for reimbursement, your health plan may request information from us to process it.

1. For Healthcare Operations

We may use and share your health information to run our practice, improve care, and contact you when necessary. This includes quality assessment, training, licensing, and business management. For example, we may use PHI to review treatment protocols or remind you of an upcoming appointment.

1. For Electronic Communications

We may communicate with you through secure electronic systems, such as encrypted email, text reminders, or patient portals. You may request that we limit or modify these communications.

 

Other Uses and Disclosures

We may also share your PHI in the following circumstances without your authorization:

• When Required by Law: If a law requires us to do so.
• Public Health and Safety: For public health activities, to prevent or reduce serious threats, or to report abuse, neglect, or domestic violence.
• Law Enforcement and Legal Proceedings: In response to a court order, subpoena, or to law enforcement officials.
• Coroners, Medical Examiners, and Funeral Directors: To assist them in their duties.
• Military and Veterans: As required by military command authorities.
• Workers’ Compensation: For workers’ compensation claims.
• Business Associates: To third-party service providers (e.g., billing or IT contractors) who are legally required to safeguard your information.
• Marketing and Fundraising: We will not use or share your PHI for marketing or fundraising without your written permission.
• State Law Protections: Certain information (such as mental health records, substance abuse treatment records, HIV test results, or genetic information) may have stricter protections under state law. When state law provides more protection than federal law, we will follow state law.

Our Responsibilities

We are required by law to:

• Maintain the privacy and security of your PHI.
• Provide you with this notice of our legal duties and privacy practices.
• Notify you promptly if a breach occurs that may have compromised your PHI. We will notify you within 60 days of discovering such a breach, as required by law.
• Follow the terms of the notice that is currently in effect.

We will not use or share your PHI for purposes other than those described in this notice without your written authorization. You may revoke such authorization at any time.

Record Retention: We retain your medical records for at least 7 years, or as required by state and federal law.

Website Privacy Notice

Updated Privacy Policy:
Privacy Policy
Last Updated: 5/19/2025

This Privacy Policy describes how ShoreUp Physical Therapy collects, uses, and protects the personal information of users of our
website.

Information We Collect

We may collect the following personal information that you provide voluntarily:
Through our Contact Form: When you use our contact form, we collect your name, email address, company, phone number, and your interest in ShoreUp Physical Therapy from a dropdown menu of predefined options such as “Scheduling an Appointment,” “General Inquiry,” “Partnership Opportunities,” or “Other.” You may also provide an optional message.

Newsletter Subscription: If you choose to subscribe to our newsletter, we will collect your email address.
Please note: Our website itself does not collect any medical information or identifiable patient data. All patient medical information
is collected and managed exclusively through the secure, third-party Jane app.

How We Use Your Information

We may use your personal information for the following purposes:
To Respond to Inquiries: To communicate with you and respond to your questions or requests submitted through our contact forms.

To Send Newsletters (with Consent): If you have voluntarily opted in, we use your email address to send you newsletters, updates, and promotional materials about ShoreUp Physical Therapy. We utilize Mailchimp as our email marketing platform to facilitate these communications. By subscribing to our newsletter, you acknowledge that your information will be transferred to Mailchimp for processing in accordance with their Privacy Policy and Terms. You can unsubscribe from these communications at any time by following the instructions provided in the email.

To Provide Access to Online Accounts: Our website may contain links to third-party platforms where you can access your online account. Please note that your interactions with these platforms are governed by their respective privacy policies, and we are not responsible for their privacy practices.

Cookies and Other Tracking Technologies

Our website uses cookies and other tracking technologies to enhance your Browse experience and for website analytics. Cookies are small text files placed on your device when you visit a website.

Essential/Strictly Necessary Cookies: These cookies are vital for our website to function correctly. They enable you to navigate the site and use its features.

Analytics Cookies (Google Analytics): We use Google Analytics to understand how visitors use our website, such as the pages they visit, the time spent on the site, and how they found us. This information helps us improve our website’s performance and user experience, and can be used to refine marketing efforts. The data collected by Google Analytics is anonymous and does not include any protected health information (PHI) or personally identifiable medical information. Google Analytics tracking exists only on our public-facing website and does not track your actions within the Jane app website in any way, other than noting when a link to the Jane app site was clicked.

Managing Cookies: Most web browsers allow you to control cookies through their settings. You can choose to accept or reject cookies or set your browser to prompt you before accepting a cookie. Please note that disabling certain cookies may affect the functionality and your experience of our website. For more information on how to manage cookies, you can refer to your browser’s help documentation.

Sharing Your Information

We do not share your personal information with third parties for their independent marketing or promotional purposes. We only share information with third parties in the following circumstances: Service Providers: We engage trusted third-party service providers to perform functions and provide services to us. For example, as noted above, we use Mailchimp to manage our newsletter subscriptions and send out our newsletters. These service providers are obligated to protect your information and use it only for the purposes for which we disclose it to them.

As Required by Law: We may disclose your personal information if required to do so by law (e.g., in response to a subpoena or court order).

Links to Third-Party Websites

Our website may contain links to third-party websites, such as the platform where you access your online account (e.g., Jane). Please be aware that these websites have their own privacy policies, and we are not responsible for their practices. We encourage you to review the privacy policies of any third-party websites you visit.

All patient medical information, including your online account and scheduling details, is collected and managed directly by the Jane platform. This means your interactions and data on the Jane app are governed by their privacy policy.

User Accounts

Please be aware that no user accounts or login information are gathered directly through the ShoreUpPT.com website. All user logins and account management are handled exclusively through the third-party Jane app.

Your Rights and Choices

You have the following rights regarding your personal information:
Access: You have the right to ask us if we hold any personal information about you and to request a copy of that information.

Correction: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.

Withdrawal of Consent (for Newsletters): If you have consented to receive our newsletter, you have the right to withdraw your consent at any time by using the unsubscribe link provided in the emails or by contacting us directly. To exercise these rights, please contact us using the information provided in the “Contact Us” section below.

Data Security

We take reasonable measures to protect the personal information you provide through our website from unauthorized access, use, disclosure, alteration, or destruction.

Secure Connection (SSL): Our website connection to the server and your browser is always secured with an SSL certificate issued by R11. This encrypts all user traffic on the site, helping to protect the information you send and receive.

Internal Access Controls: Access to personally identifiable information is limited to employees with a need to know for their job functions. The computers and servers storing this information are maintained in a secure environment.

Third-Party Platforms: For the documentation and management of your medical information, we utilize Jane, a secure third-party platform with robust security measures designed to comply with relevant medical privacy guidelines. Please refer to Jane’s Privacy Policy for details about their practices.

Please be aware that no method of transmission over the internet or electronic storage is completely secure, and while we strive to protect your information, absolute security cannot be guaranteed.

Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including responding to your inquiries and providing you with newsletters you have opted into. For contact form submissions and general inquiries, we typically retain this data for up to two years to allow for follow-up and historical reference, unless a longer period is required by law. Newsletter subscription emails are retained until you unsubscribe.

Children’s Privacy

Our website is not intended for children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected personal information from a child, please contact us immediately, and we will take steps to delete the information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post any changes on this page and update the “Last Updated” date.
We encourage you to review this Privacy Policy periodically for any changes.

Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

ShoreUp Physical Therapy
13040 US-Highway 31 Ste G
Grand Haven, MI 49417
616-209-8781
bill@shoreuppt.com