COAL CREEK PHYSICAL THERAPY Website Privacy Policy

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Effective Date: JANUARY 2026

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This Website Privacy Policy (“Policy”) explains how Coal Creek Physical Therapy, LLC (“Coal Creek PT,” “we,” “us,” or “our”) collects, uses, and protects information when you visit www.coalcreekphysicaltherapy.com (the “Website”), submit a form, or use online tools such as our patient intake form or online payment portal.

 

This Policy is separate from our HIPAA Notice of Privacy Practices. As a healthcare provider, Coal Creek PT maintains a separate Notice of Privacy Practices (“Notice”) governing how we use and disclose Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA). That Notice, available on our Forms page and in our clinics, controls how we handle your clinical and billing records. This Website Privacy Policy instead covers our website and the general, non-clinical information collected through it — including site analytics, contact form submissions, and cookie data. Where the two documents overlap (for example, information submitted through our online intake form), the HIPAA Notice governs the clinical content of that information, and this Policy governs how the website itself transmits and secures it.

 

This Policy is designed to align with:

• The Health Insurance Portability and Accountability Act (HIPAA), as applicable to our website's handling of health-related submissions

• The California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA)

• The Children's Online Privacy Protection Act (COPPA)

• Colorado's Consumer Protection Act and applicable Colorado privacy law

 

By using our Website, you agree to the terms of this Policy.

1. Information We Collect

1.1 Information You Provide Directly

• Name, email address, phone number, and mailing address

• Information submitted through our online Patient Intake Form, including health history relevant to your physical therapy evaluation and treatment

• Appointment requests and scheduling details

• Payment and billing information submitted through our online payment portal (processed by WebPT; Coal Creek PT does not store full card numbers on our servers)

• Messages, questions, or other content you submit through our Contact Us page or email

• Employment application materials, if you apply through our Hiring page

1.2 Information Collected Automatically

When you browse our Website, we and our service providers may automatically collect:

• Device and browser type, operating system

• IP address and approximate location derived from it

• Pages visited, time spent on pages, links clicked, and referring website

• Cookie identifiers and similar tracking technologies (see Section 6)

1.3 Health Information Submitted Through the Website

If you complete our online Patient Intake Form prior to your appointment, the health information you provide is treated as Protected Health Information (PHI) and is handled in accordance with our HIPAA Notice of Privacy Practices, available at our Forms page or upon request at either clinic location. This Website Policy covers the technical security of the form itself; the HIPAA Notice covers how that clinical information is used and disclosed once received.

 

2. How We Use Your Information

We use website information for the following purposes:

• To respond to appointment requests, questions, and contact form submissions

• To schedule and confirm physical therapy appointments

• To process payments through our online payment portal

• To review employment applications submitted through our Hiring page

• To improve our Website's content, functionality, and user experience

• To comply with legal and regulatory obligations

• To protect against fraud, security threats, and unauthorized access

 

We do not sell your personal information to third parties. We do not use automated decision-making to make clinical or employment decisions about you without human review.

 

3. Disclosure of Your Information

We share website information only as necessary to operate our practice, with the following categories of third parties:

3.1 Service Providers

• Website hosting and platform provider (Wix.com)

• Practice management, scheduling, and online payment platform (WebPT)

• Website analytics providers

• Email service providers used for appointment reminders and practice communications

 

These providers are contractually limited to using your information only to provide services to Coal Creek PT, and are required to maintain appropriate safeguards for any PHI they may process on our behalf as Business Associates under HIPAA.

3.2 Legal and Safety Requirements

We may disclose information if required by law, court order, or government request, or where necessary to protect the health, safety, or rights of a patient, our staff, or the public, consistent with HIPAA and applicable Colorado law.

3.3 No Sale of Personal Information

We do not sell, rent, or trade your personal information for monetary or other valuable consideration, as defined under the CCPA/CPRA.

 

4. Your California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following rights regarding personal information collected through our Website:

4.1 Right to Know

You may request disclosure of the categories and specific pieces of personal information we have collected, the sources of that information, our purposes for collecting it, and the categories of third parties with whom we share it.

4.2 Right to Delete

You may request deletion of personal information we have collected, subject to exceptions such as information we are required to retain under HIPAA, state medical recordkeeping laws, or other legal obligations.

4.3 Right to Correct

You may request correction of inaccurate personal information we maintain about you. Corrections to clinical records are handled under the amendment process described in our HIPAA Notice of Privacy Practices.

4.4 Right to Opt-Out of Sale or Sharing

We do not sell or share personal information for cross-context behavioral advertising.

4.5 Right to Limit Use of Sensitive Personal Information

Health information you submit is sensitive personal information under the CPRA. We use it solely to provide and bill for physical therapy services, consistent with our HIPAA Notice, and do not use it for unrelated secondary purposes.

4.6 Right to Non-Discrimination

We will not discriminate against you, or affect your access to care, for exercising any privacy right described in this Policy.

4.7 How to Submit a Request

To exercise a California privacy right regarding website data, contact our Privacy Officer:

• Phone: (303) 666-4151

• Email: coalcreekpt@gmail.com

• Mail: Nicole Whitley, Privacy Officer, Coal Creek Physical Therapy, LLC, 315 W. South Boulder Road, Suite 100, Louisville, CO 80027

 

We will respond to verified requests within 45 days. We may need to verify your identity before processing a request. Requests concerning your clinical records (PHI) will be handled under the rights and process described in our HIPAA Notice of Privacy Practices, which may have different timelines required by federal law.

 

5. Children's Privacy (COPPA)

We provide pediatric physical therapy services, and our Website includes information about pediatric care. We do not knowingly collect personal information directly from children under 13 through general website browsing. Information about a minor patient submitted through our Patient Intake Form is provided by, and collected from, the parent or guardian completing that form on the minor's behalf, and is treated as PHI under our HIPAA Notice of Privacy Practices.

 

If you believe a child has submitted personal information directly through our Website outside of a parent- or guardian-completed intake process, please contact us at coalcreekpt@gmail.com so we can address it promptly.

 

6. Cookies and Tracking Technologies

6.1 Essential Cookies

Necessary for our Website to function properly, including page navigation and access to forms. These cannot be disabled.

6.2 Analytics Cookies

We use analytics tools to understand how visitors use our Website so we can improve its content and navigation. This data is aggregated and does not include the clinical content of any intake form you submit.

6.3 Managing Cookies

Most browsers allow you to control or disable cookies through browser settings. Disabling certain cookies may affect Website functionality, such as your ability to complete online forms.

 

7. Data Retention

We retain website-collected information only as long as necessary for the purposes described in this Policy:

• Contact form and appointment request submissions that do not result in a scheduled visit: up to 2 years

• Employment application materials: up to 1 year following the hiring decision

• Patient clinical and billing records: retained in accordance with Colorado medical recordkeeping requirements and our HIPAA Notice of Privacy Practices (generally a minimum of 7 years, or longer for minor patients)

 

When information is no longer needed, we securely delete or de-identify it.

 

8. Data Security

We use reasonable administrative, technical, and physical safeguards to protect website information, including SSL/TLS encryption, access controls, and secure, HIPAA-compliant third-party platforms (including WebPT) for scheduling and payment processing. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

 

9. Third-Party Links

Our Website may link to third-party sites, such as our online payment portal or social media pages. We are not responsible for the privacy practices of those third-party sites and encourage you to review their privacy policies directly.

 

10. Email and Appointment Communications

If you provide your email address, we may use it to send appointment confirmations, reminders, and practice updates. You may opt out of non-essential marketing communications at any time by contacting us at coalcreekpt@gmail.com. Communications necessary for scheduling and treatment, such as appointment reminders, are not considered marketing and may continue as part of ongoing care.

 

11. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices, technology, or applicable law. We will update the “Last Updated” date above when changes are made and will post the revised Policy on our Website. Material changes affecting your rights will be communicated through a notice on our Website.

 

12. Contact Us

Questions about this Website Privacy Policy may be directed to our Privacy Officer:

 

Coal Creek Physical Therapy, LLC

315 W. South Boulder Road, Suite 100, Louisville, CO 80027

Phone: (303) 666-4151

Email: coalcreekpt@gmail.com

 

For questions specifically about your medical records or rights under HIPAA, please refer to our Notice of Privacy Practices, available on our Forms page or at either clinic location.

 

This Website Privacy Policy was prepared for Coal Creek Physical Therapy, LLC and is effective as of the date listed above.

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Not legal advice. Consult a healthcare attorney to confirm compliance with HIPAA and current state/federal law.