Effective Date: September 1, 2026 · Last Updated: September 1, 2026
Vital Health Medical Care, PLLC (“Vital Health Medical Care,” “VHMC,” “we,” “us,” or “our”) is a physician-led medical weight loss and wellness practice located at 10 Office Parkway, Suite 100, Pittsford, NY 14534, serving patients in Pittsford, Rochester, and the surrounding Monroe County area.
This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the choices you have. It applies to our website, https://vitalhealthmedicalcare.com, our online forms, our SMS/text messaging program, and our other communications with you. By using our website, submitting a form, booking an appointment, or opting in to receive text messages, you agree to the practices described in this Privacy Policy.
This Privacy Policy also contains our SMS Terms of Service (see the final section below).
SMS consent is not shared with third parties. We do not sell, rent, or share your mobile phone number or SMS opt-in consent with third parties or affiliates for their marketing or promotional purposes.
1. Information We Collect
We collect only the information we need to communicate with you, schedule your care, and provide our services.
- Information you give us
- Contact details: name, mobile and other phone numbers, email address, and mailing address.
- Appointment and inquiry details: the service you are interested in (for example, weight loss treatment, lifestyle and wellness, or body fat and muscle analysis), preferred dates and times, how you heard about us, and any message you send through our website forms.
- SMS information: your mobile phone number, your SMS opt-in consent (including the date, time, and method of consent), your opt-out requests, and the content of text messages you send to us.
- Billing information: payment details and insurance information, used only to process payment for services.
- Health information (when you become a patient)
If you become a patient, we collect health information such as medical history, medications, weight, height, body composition results, lab results, treatment plans, and prescription details. This information is Protected Health Information (PHI) and is handled as described in Section 5 and in our separate Notice of Privacy Practices.
- Information collected automatically
When you visit our website, we may automatically collect your IP address, browser type, device and operating system, pages visited, and the date and time of your visit, through cookies and similar technologies (see Section 6).
How we collect it: through our website appointment and contact forms, patient intake forms, phone calls, in-person and telehealth visits, emails, and text messages.
2. How We Use Your Information
We use your personal information only for the following purposes:
- Providing care: scheduling and confirming appointments, conducting consultations, developing and monitoring your weight loss and wellness plan, and managing prescriptions.
- Communicating with you: responding to inquiries, sending appointment reminders and confirmations, follow-up and care-related messages, and account and billing notifications by phone, email, or text message (with your consent).
- Billing and payment: processing payments and verifying insurance coverage.
- Operating our website: keeping the website secure, preventing spam and fraud (for example, through reCAPTCHA), and improving how the website works.
- Legal compliance: meeting our obligations under HIPAA, New York State law, and other applicable laws, and responding to lawful requests.
- Health tips and promotions (only with your separate consent): if you choose to receive them. You can opt out at any time.
We do not sell your personal information, and we do not use your health information for marketing without your written authorization.
3. SMS / Text Messaging Program
We send text messages only to people who have given us consent, and you can stop them at any time by replying STOP.
How you opt in. You may opt in to receive text messages from Vital Health Medical Care by checking the optional, unchecked-by-default SMS consent box on our website appointment or contact form at https://vitalhealthmedicalcare.com, by giving us written or verbal consent in our office or over the phone, or by texting us first. Consent to receive text messages is not a condition of receiving care or purchasing any service.
What we collect for SMS. We collect your mobile phone number, your name, the date, time, and method of your consent, and any messages you send to us. We use this information only to send you the text messages you agreed to receive and to keep a record of your consent and opt-out choices.
Types of messages. Messages may include appointment reminders and confirmations, scheduling and rescheduling, responses to your questions (customer care), follow-up and care-coordination messages, and account and billing notifications.
Message frequency. Message frequency varies based on your appointments and requests.
Message and data rates may apply. Standard message and data rates from your mobile carrier may apply.
How to opt out. You can cancel text messages at any time by replying STOP to any message from us. You may also reply END, CANCEL, UNSUBSCRIBE, QUIT, or OPT OUT. After you opt out, you will receive one final message confirming your request, and we will not send you further text messages unless you opt in again by replying START. Opt-in and opt-out happen through the same phone number that messages you.
How to get help. Reply HELP to any message, call us at (585) 662-5786, email admin@vitalhealthmedicalcare.com, or visit https://vitalhealthmedicalcare.com.
Protecting your health information in texts. Standard text messaging is not encrypted. To protect your privacy, we keep text messages brief and avoid including detailed medical information. If you prefer not to receive care-related texts, reply STOP or ask us to contact you another way.
SMS data is not shared. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. We do not sell or share your SMS opt-in or phone number for the purpose of SMS.
4. How We Share Your Information
We do not sell, rent, or trade your personal information. We share it only in the limited situations below, and only as much as is needed.
- Your care team: with physicians, specialists, laboratories, and pharmacies involved in your treatment.
- Insurance and payment: with your health plan and our payment processor, to verify coverage and process payment.
- Service providers: with vendors that help us run our practice, such as our electronic health record, scheduling, phone and text messaging, email, and website hosting providers. These providers may use your information only to perform services for us, must keep it confidential, and are not permitted to use it for their own marketing. Vendors that handle PHI sign a HIPAA Business Associate Agreement with us.
- Legal requirements: when required by law, such as in response to a subpoena, court order, public health reporting obligation, or to protect someone’s health or safety.
- Business transfers: if our practice is merged, sold, or transferred, subject to the same protections described in this policy.
- With your permission: in any other case, only with your written authorization.
SMS and mobile information exclusion. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. SMS consent is not shared with third parties.
5. Protected Health Information and HIPAA
Your medical information is protected by the Health Insurance Portability and Accountability Act (HIPAA) and New York State law, and our separate Notice of Privacy Practices governs how we use and disclose it.
As a medical practice, we use and disclose Protected Health Information (PHI) for treatment, payment, and health care operations, and otherwise only as permitted or required by law or with your written authorization. If anything in this Privacy Policy conflicts with our Notice of Privacy Practices regarding PHI, the Notice of Privacy Practices controls. You may request a copy of our Notice of Privacy Practices at our office or by contacting us using the details in Section 11.
Under HIPAA, you have the right to:
- Access and obtain a copy of your medical records.
- Request corrections (amendments) to your records.
- Request restrictions on certain uses and disclosures of your PHI.
- Request that we contact you in a specific way or at a specific location (confidential communications), including asking us not to text you.
- Receive an accounting of certain disclosures of your PHI.
- Receive a paper copy of our Notice of Privacy Practices.
- Be notified if a breach affects your unsecured PHI.
If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.
6. Cookies, Analytics and Tracking
Our website uses cookies and similar technologies to work properly, stay secure, and understand how visitors use it.
- Essential cookies: keep the website running, remember your cookie choice, and protect our forms from spam (for example, Google reCAPTCHA).
- Analytics: may measure general website traffic, such as pages visited and time on site, so we can improve the website.
We do not use cookies or tracking technologies to send your health information, form submissions, or SMS opt-in information to advertising or social media platforms. You can block or delete cookies through your browser settings; some parts of the website may not work properly if you do.
Third-party links. Our website links to other sites, such as our Facebook, Instagram, X (Twitter), and LinkedIn pages. We are not responsible for the privacy practices of those sites, and we encourage you to review their privacy policies.
7. Data Security and Retention
We protect your information with administrative, technical, and physical safeguards required by HIPAA and the New York SHIELD Act.
- Encryption: our website uses SSL encryption, and electronic health records are encrypted.
- Access control: only authorized staff who need your information to do their jobs can access it.
- Trusted vendors: we use HIPAA-compliant vendors for health records and payments, under Business Associate Agreements.
- Breach notification: if a security incident affects your information, we will notify you as required by HIPAA and New York law.
No website or electronic transmission is 100% secure. Please do not send detailed medical information through our website contact form or by text message.
Retention. We keep medical records for at least six years after your last visit, as required by New York State law, or longer when the law requires. We keep SMS consent and opt-out records for as long as needed to honor your choices and to show compliance with messaging laws. Other information is kept only as long as needed for the purposes described in this policy.
8. Your Rights and Choices
You control how we contact you, and you can change your choices at any time.
- Text messages: reply STOP to any message to opt out, or START to opt back in.
- Emails: click “unsubscribe” in any marketing email, or contact us. We will still send required appointment and account messages.
- Phone calls: ask us at any time to stop calling a particular number or to contact you a different way.
- Access, correction, and deletion: you may ask to see, correct, or delete the personal information we hold about you. Medical records cannot be deleted while we are legally required to keep them, but we will tell you what we can do.
- Health information rights: see Section 5 for your rights under HIPAA.
New York residents. You have the rights provided by New York law, including the right to access your medical records under New York Public Health Law and the right to be notified of a data breach under the New York SHIELD Act.
To make a request, contact us using the details in Section 11. We may need to verify your identity before acting on your request, and we will respond within the time required by law.
9. Children’s Privacy
Our website and text messaging program are intended for adults 18 years of age and older. We do not knowingly collect personal information online from children under 13, and we do not send text messages to anyone under 18. If you believe a child has given us personal information through our website, please contact us and we will delete it.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in the law or our practices. When we do, we will post the updated policy on this page and change the “Last Updated” date at the top. If we make significant changes, we will also post a notice on our website. We will never change this policy to allow the sharing of your SMS opt-in data or consent with third parties.
11. Contact Us
For questions about this Privacy Policy, our SMS program, or your information, contact us:
Vital Health Medical Care, PLLC — 10 Office Parkway, Suite 100, Pittsford, NY 14534
- Phone: (585) 662-5786
- Fax: (585) 623-4022
- Email: admin@vitalhealthmedicalcare.com
- Website: https://vitalhealthmedicalcare.com
- Office hours: Monday to Saturday, 8:00 AM to 7:00 PM
12. SMS Terms of Service
- SMS Consent Communication:
The information (Phone Numbers) obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.
- Types of SMS Communications:
If you have consented to receive text messages from Vital Health Medical Care, you may receive messages related to the following:
- Delivery Notifications
- Customer care
- Account notifications
Example: “Hello, your account information has been updated successfully as per your request.. You can reply STOP to opt out of SMS messaging from Vital Health Medical Care at any time.”
- Message Frequency:
Message frequency may vary depending on the type of communication. For example, you may receive up to 2 SMS messages per week related to your delivery notifications, customer care, or account notifications.
Example: “Message frequency may vary. You may receive up to 2 SMS messages per week regarding your account notifications.”
- Potential Fees for SMS Messaging:
Please note that standard message and data rates may apply, depending on your carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.
- Opt-In Method:
You may opt in to receive SMS messages from Vital Health Medical Care in the following ways (This is an example. Please include the method used.)
- By submitting an online form
- Opt-Out Method:
You can opt out of receiving SMS messages at any time. To do so, simply reply “STOP” to any SMS message you receive. Alternatively, you can contact us directly to request removal from our messaging list.
- Help:
If you are experiencing any issues, you can reply with the keyword HELP. Or, you can get help directly from us at Privacy Policy
- Additional Options:
- If you do not wish to receive SMS messages, you can choose not to check the SMS consent box on our forms.
- Standard Messaging Disclosures:
- Message and data rates may apply.
- You can opt out at any time by texting “STOP.”
- For assistance, text “HELP” or visit our Privacy Policy and Privacy Policy pages.
- Message frequency may vary