Privacy Policy

Last Updated: March 12, 2026

Spencer Family Medicine & Aesthetics ("Practice," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website at spencerfamilymedicine.com ("Website"). Please read this policy carefully. If you disagree with its terms, please discontinue use of the Website.

This Privacy Policy applies to information collected through the Website only. It does not apply to information collected through our medical practice, patient portal, or other clinical operations, which are governed by our separate HIPAA Notice of Privacy Practices.

Information We Collect

Information You Provide Voluntarily

We may collect personal information you voluntarily submit through the Website, including through contact forms, appointment request forms, newsletter signups, and concierge membership inquiries. This may include:

Full name
Email address
Phone number
Date of birth (if provided for appointment purposes)
General reason for inquiry (not protected health information at this stage)
Insurance information (if submitted via an inquiry form)

Information Collected Automatically

When you visit our Website, certain information may be collected automatically through cookies, web beacons, and similar tracking technologies, including:

IP address and general geographic location
Browser type and version
Pages visited and time spent on each page
Referring website URL
Device type and operating system

Our Website may use cookies — small data files placed on your device — to enhance your browsing experience. You may configure your browser to refuse cookies; however, doing so may affect certain Website features. We use the following types of cookies:

Essential cookies: Required for basic Website functionality
Analytics cookies: Help us understand how visitors interact with the Website (e.g., Google Analytics)
Preference cookies: Remember your settings and preferences

How We Use Your Information

We use the information collected through the Website for the following purposes:

To respond to your inquiries and appointment requests
To provide information about our services, including concierge memberships
To send administrative communications (e.g., appointment confirmations, practice updates)
To send marketing communications, if you have opted in to receive them
To improve our Website content and functionality
To comply with applicable legal obligations
To detect and prevent fraudulent or unauthorized activity

HIPAA & Protected Health Information

This Website is not a covered HIPAA channel. Do not submit protected health information (PHI) — such as medical records, diagnoses, or treatment details — through Website contact forms, inquiry forms, or email links on this Website.

PHI submitted through clinical channels (patient portal, intake forms, Weave patient communication platform) is handled separately and is governed by our HIPAA Notice of Privacy Practices, which is provided to all patients at the time of care. To request a copy of our HIPAA Notice of Privacy Practices, please contact our office.

We maintain administrative, physical, and technical safeguards to protect patient health information in our clinical systems in accordance with HIPAA requirements.

Weave Patient Communication Platform

Our practice uses Weave, a third-party patient communication and practice management platform, to manage appointment scheduling, patient messaging, forms, and related communications. When you interact with Weave-powered forms or communications:

Information submitted is transmitted to and stored within the Weave platform
Weave acts as a Business Associate under HIPAA and is subject to a Business Associate Agreement with our practice
Text message and email communications sent through Weave are subject to Weave's own Privacy Policy and Terms of Service, available at weavehelp.com
By submitting a Weave form or consenting to text/email communications through Weave, you acknowledge that your information will be processed by Weave in accordance with their policies

Standard text messaging rates from your mobile carrier may apply to SMS communications sent through our Weave integration.

How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share information in the following limited circumstances:

Service Providers

We may share information with trusted third-party vendors who assist us in operating the Website and practice, including:

Website hosting and maintenance providers
Analytics providers (e.g., Google Analytics)
Patient communication platforms (e.g., Weave)
Email marketing platforms (if applicable)
These providers are contractually obligated to keep your information confidential and use it only for the services they provide to us.

Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal process, including subpoenas, court orders, or government requests. Please refer to our discussion of HIPAA and legal subpoenas in the context of medical records separately.

Business Transfers

In the event of a merger, acquisition, or sale of practice assets, your information may be transferred as part of that transaction. We will notify you via Website notice or email of any such change in ownership.

Children's Privacy

This Website is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided personal information through the Website, we will take steps to delete that information promptly. If you believe a child has submitted information to us, please contact us at the address below.

Your Rights & Choices

Marketing Communications

If you have opted in to receive marketing emails or text messages from us, you may opt out at any time by clicking the "unsubscribe" link in any marketing email, replying STOP to any marketing text message, or contacting us directly.

Access & Correction

You may request access to, correction of, or deletion of personal information you have submitted through the Website by contacting us in writing. Note that medical records and PHI requests are subject to separate HIPAA procedures.

You may disable cookies through your browser settings. Note that disabling cookies may affect the functionality of certain Website features.

Georgia Residents

Georgia residents may have additional rights under applicable state law. Please contact us for more information about your rights as a Georgia resident.

Data Security

We implement reasonable technical, administrative, and physical security measures to protect the information collected through this Website. However, no data transmission over the internet or electronic storage system is completely secure. We cannot guarantee absolute security of your information.

If you have reason to believe that your interaction with us is no longer secure, please contact us immediately at the information provided below.

Data Retention

We retain information collected through the Website for as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law. Website inquiry data is generally retained for 10 years. Clinical and medical records are retained in accordance with Georgia state law and applicable federal regulations.

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. When we make changes, we will update the "Last Updated" date at the top of this page. Your continued use of the Website after any changes constitutes your acceptance of the revised Policy. We encourage you to review this Policy periodically.

SPENCER

FAMILY MEDICINE