1. What this policy covers

This Privacy Policy explains how Rachel Rubin MD PLLC ("Rachel Rubin MD," "the practice," "we," "us," or "our") collects, uses, and shares information through www.rachelrubinmd.com and the forms, newsletters, emails, and text messages connected to it (together, the "Site").

We are a sexual medicine and urology practice. We know that even visiting a site like ours can feel personal, and we treat the information you share with us accordingly. We do not sell your personal information.

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2. How this policy relates to our HIPAA Notice of Privacy Practices

This policy covers the website. It is not our HIPAA Notice of Privacy Practices.

If you are a patient, the medical information we create or receive in the course of your care is protected health information under HIPAA and applicable state law. Our Notice of Privacy Practices explains how that information is used and disclosed and what rights you have. You can request a copy from our office at any time. Where information is protected health information, the Notice of Privacy Practices controls.

The patient portal and our course platform are operated by third-party vendors and have their own privacy policies.

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3. Information we collect

Information you give us. Depending on the form or channel you use, this may include:

• contact details, such as your name, email address, phone number, mailing address or state of residence;

• inquiry details, such as the reason you are contacting us, the doctor or location you are interested in, and any message you write;

• health-related information you choose to include in a new patient inquiry or message;

• professional details, if you contact us about media, speaking, education, research, or partnerships;

• application materials, if you apply to join our team, such as your resume and work history; and

• communication preferences, including your consent to receive emails or text messages.

Information collected automatically. When you visit the Site, our website host and service providers collect standard technical information, such as IP address, approximate location based on IP address, browser and device type, pages viewed, referring page, and the date and time of your visit. This happens through cookies and similar technologies, described in Section 7.

Information from others. We may receive information from service providers that help us operate the Site, from referring clinicians, and from social media platforms when you interact with our accounts.

We do not ask for payment card numbers on the Site. Course purchases are processed by our course platform and its payment processor.

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4. How we use information

We use the information we collect to:

• respond to your questions and requests;

• manage our new patient interest list and contact you about becoming a patient and scheduling;

• send appointment-related and administrative messages by email, phone, or text;

• send our newsletter and educational content, if you subscribed;

• provide support for courses and educational materials;

• handle media, speaking, research, and partnership requests;

• review job applications;

• operate, secure, and improve the Site, including understanding which pages are useful; and

• comply with law and protect the rights and safety of our patients, team, and practice.

We do not use health-related information you submit through the Site for advertising, and we do not use it to build advertising profiles.

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5. How we share information

We do not sell personal information, and we do not share it with third parties for their own marketing. We share information only as follows:

• Service providers. Companies that work on our behalf, such as our website host, customer relationship management and messaging platform, email and newsletter tools, electronic health record and patient portal vendor, course platform, analytics provider, and IT and security support. They may use your information only to provide services to us. Where a vendor handles protected health information, we have a HIPAA business associate agreement in place.

• Within the practice. Doctors and staff who need the information to respond to you or to provide care.

• Legal and safety reasons. When required by law, subpoena, or court order, or when needed to protect the rights, property, or safety of our patients, team, the practice, or others.

• Business changes. In connection with a merger, sale, or transfer of the practice, subject to applicable law and confidentiality obligations.

• With your direction. When you ask or authorize us to share your information.

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6. Text messaging privacy

If you opt in to text messages, we use your mobile number to send the messages described in our Terms and Conditions.

We do not sell, rent, or share mobile phone numbers, text messaging opt-in data, or consent with any third parties or affiliates for marketing or promotional purposes. Mobile information is shared only with the service providers and carriers that deliver our messages on our behalf, and those parties may not use it for any other purpose.

You can opt out at any time by replying STOP. Reply HELP for help. Message and data rates may apply, and message frequency varies.

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7. Cookies and analytics

The Site uses cookies and similar technologies. Some are essential to make the Site work and keep it secure. Others help us understand, in aggregate, how visitors use the Site so we can improve it.

We do not use advertising or social media tracking pixels on pages where you submit health-related information, and we do not allow third parties to use Site data to target advertising to you based on health conditions.

You can control cookies through your browser settings and, where offered, through the cookie banner on the Site. Blocking some cookies may affect how the Site works. If your browser sends a Global Privacy Control signal, we treat it as a request to opt out of non-essential tracking where required by law.

The Site embeds or links to content from other platforms, such as YouTube, Instagram, and other social media. Those platforms may collect information about you when you interact with their content, under their own privacy policies.

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8. How we protect information

We use administrative, technical, and physical safeguards designed to protect the information we hold, and we limit access to team members and vendors who need it.

No website, email, or text message is completely secure. Please do not send detailed medical information through website forms, ordinary email, or text. Established patients should use the patient portal for clinical communication.

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9. How long we keep information

We keep information for as long as needed for the purpose it was collected, and as required by law. Inquiry and interest list records are kept while your request is active and for a reasonable period afterward. Newsletter and text messaging records are kept until you unsubscribe or opt out, plus the time needed to document your consent and opt-out. Patient medical records follow medical record retention laws.

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10. Your choices and rights

• Email. Unsubscribe using the link in any newsletter or marketing email. We may still send you non-marketing messages about your requests or your care.

• Text messages. Reply STOP to opt out.

• Interest list. Ask us to remove you from the new patient interest list at any time.

• Cookies. Use your browser settings or the Site's cookie banner.

• Access, correction, and deletion. You may ask us what personal information we hold about you from the Site, ask us to correct it, or ask us to delete it. We will respond as required by applicable law and may need to verify your identity first. Some information must be kept for legal or medical record reasons.

Depending on where you live, state privacy laws may give you additional rights, including the right to appeal a decision we make about your request and the right to opt out of certain uses of your information. To make a request or an appeal, contact us using the details in Section 14. We will not treat you differently for exercising your rights.

If you are a patient, your rights to access and amend your medical record are described in our Notice of Privacy Practices.

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11. Children

The Site is intended for adults and is not directed to anyone under 18. We do not knowingly collect personal information from children under 13 through the Site. If you believe a child has given us information, contact us and we will delete it.

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12. Visitors from outside the United States

The Site is operated in the United States and intended for people located in the United States. If you use the Site from another country, your information will be processed in the United States, where privacy laws may differ from those where you live.

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13. Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last revised. If we make material changes, we will post a notice on the Site.

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14. Contact us

Questions or requests about this policy or your information:

Rachel Rubin MD PLLC Attn: Privacy 4416 East West Highway, Suite 410 Bethesda, MD 20814 Phone: (202) 888-6731 Email: support@rachelrubinmd.com.

Julianne Brady

Practice Operations | Rachel Rubin, MD
Urology & Sexual Medicine

4416 East West Highway, Suite 410
Bethesda, MD 20814
p: 202-888-6731
f: 202-851-5739
email: julianne@rachelrubinmd.com

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