Physical Therapist | Privacy Policy

Xcel Physical Therapy - Privacy Policy

Xcel Physical Therapy & Wellness Center, P.C. Privacy Policy and Notice of Privacy Practices Effective Date: 06/10/2026

Introduction This Privacy Policy describes how Xcel Physical Therapy & Wellness Center, P.C. (“we,” “our,” or “us”) collects, uses, discloses, and safeguards your personal information, including protected health information (PHI), when you receive services from us or use our website, portals, or communications. We are committed to protecting your privacy and complying with the Health Insurance Portability and Accountability Act (HIPAA) and applicable California privacy laws.
Scope This Notice applies to all PHI we create or receive about you, whether in oral, written, or electronic form, and to other personal information collected in connection with our healthcare and business operations, including information collected via the website, patient portal, appointment scheduling, billing, and communications (telephone, email, text/SMS).
Information We Collect

Protected Health Information (PHI): medical history, diagnosis, treatment notes, progress notes, exam findings, radiology/therapy images, medication lists, appointment history, insurance and billing information.
Contact and Identifying Information: name, address, phone numbers, email, date of birth, emergency contacts.
Financial and Payment Information: insurance policy numbers, billing statements, credit card information (if collected).
Communications Data: messages you send to us, call logs, appointment reminders, and text/SMS consent/status.
Website/Portal Data: IP address, device identifiers, usage data, cookies as set forth in our Website Privacy Statement.

How We Use Your Information We use PHI and personal information for purposes permitted by HIPAA and California law, including:

Treatment, payment, and healthcare operations (scheduling, billing, quality improvement, care coordination).
To contact you about appointments, treatment instructions, test results, and health-related information.
To process claims and obtain payment from insurers or third-party payers.
To comply with legal requirements, public health reporting, or law enforcement requests where required or permitted by law.
To send administrative messages (appointment reminders, billing notices, patient satisfaction surveys) and, where you have given appropriate consent, marketing communications as permitted under applicable law.

Text Messaging / SMS Communications We may send text messages (SMS) for appointment reminders, treatment notifications, billing and payment reminders, patient instructions, and other communications relevant to your care, where you have provided consent. You may opt out of non-essential text messages at any time by following the opt-out instructions included in the messages or by contacting us.

No mobile or messaging consent information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Sharing and Disclosure of PHI and Personal Information We will not sell your PHI. Disclosures may occur as needed for:

Treatment, payment, and healthcare operations (to other healthcare providers, labs, therapy vendors, billing agents).
Business associates who perform functions on our behalf (billing, IT, cloud services, document management). We require business associates to protect PHI consistent with HIPAA.
As required by law (court orders, subpoenas), for public health reporting, child abuse reporting, or to avert a serious threat to health or safety.
For law enforcement or other legal processes as permitted by law.
With your written authorization for disclosures not otherwise permitted by law; you may revoke an authorization in writing except to the extent we relied on it.

California Privacy Rights (including CCPA/CPRA where applicable) If you are a California resident, you may have rights regarding certain personal information we collect:

Right to know: You may request disclosure of categories of personal information collected, sources, purpose of collection, categories of third parties with whom we share it, and specific pieces of personal information we maintain.
Right to access and portability: You may request a copy of certain personal information in a portable format.
Right to deletion: You may request deletion of certain personal information, subject to exceptions (e.g., retention for treatment, payment, legal obligations, public health).
Right to correction: You may request correction of inaccurate personal information.
Right to opt-out of sale: We do not sell personal information or PHI. To exercise these rights, or to submit a verifiable consumer request, contact us at the details below. We will verify your identity before responding. We will comply with applicable timelines and legal requirements.

Individual Rights Under HIPAA You have the following rights regarding your PHI:

Access and inspect: You may request access to your medical records and obtain copies (fees may apply as allowed by law).
Amend: You may request an amendment to your PHI; we will respond consistent with HIPAA.
Accounting of disclosures: You may request an accounting of certain disclosures of your PHI.
Request restrictions: You may request restrictions on certain uses/disclosures of your PHI. We are not required to agree to your request but will consider and, if agreed, comply unless emergency treatment is required.
Confidential communications: You may request communications by alternative means or at alternative locations.
File a complaint: If you believe your privacy rights have been violated, you may file a complaint with us (contact below) or with the U.S. Department of Health & Human Services, Office for Civil Rights and with the California Attorney General, as applicable.

Data Security and Retention We maintain administrative, technical, and physical safeguards to protect PHI and personal information in accordance with HIPAA and applicable California law. We retain records as required by law and clinical needs; retention periods vary by record type and legal requirements.
Minors and Guardianship For minors, parents or legal guardians generally have the right to access PHI, except as limited by law (e.g., certain confidential services). For individuals with a legal guardian, we will communicate with the guardian as authorized.
Website, Cookies, and Third-Party Links Our website may use cookies and similar technologies to improve functionality and analyze usage. We may link to third-party websites; we are not responsible for their privacy practices. See our Website Privacy Statement for more information.
Changes to This Policy We may update this Privacy Policy. Material changes will be posted with an updated effective date. Non-material changes may be posted without additional notice.
Contact and Complaints To exercise your rights, ask questions, request copies of records, or file a complaint, contact: [Practice Name] Privacy Officer: [Name] Address: [Street], [City], CA [ZIP] Phone: [phone number] Email: [email address] You may also contact the U.S. Department of Health & Human Services, Office for Civil Rights (www.hhs.gov/ocr) for HIPAA complaints, and the California Attorney General for privacy complaints under California law.
Authorization for Marketing Communications We will obtain your authorization before using PHI for marketing communications, except as permitted by law. You may revoke any authorization in writing.
Business Transfers In the event of a sale, merger, or transfer of all or substantially all of our assets, PHI and personal information may be transferred as part of the transaction, subject to commitments to protect privacy.

Acknowledgment By receiving care, registering for services, or using our website/portal, you acknowledge receipt of this Notice. If you have questions or need assistance, contact our Privacy Officer (contact information above).

If you’d like, I can:

Insert your practice name, address, and contact details and produce a finalized document.
Add specific CCPA/CPRA opt-out language or a separate Website Privacy Statement and Cookie Policy.

Would you like me to add your practice details and finalize the document?

insert the practice name as "Xcel Physical Therapy & Wellness Center P.C., address is 144 W Los Angeles Ave. Moorpark, CA, (805) 372-0020 and include opt-out language for SMS

Xcel Physical Therapy & Wellness Center P.C.
Privacy Policy and Notice of Privacy Practices
Effective Date: 06/11/2026

Introduction
This Privacy Policy describes how Xcel Physical Therapy & Wellness Center P.C. (“we,” “our,” or “us”) collects, uses, discloses, and safeguards your personal information, including protected health information (PHI), when you receive services from us or use our website, patient portal, or communications. We are committed to protecting your privacy and complying with HIPAA and applicable California privacy laws.
Scope
This Notice applies to all PHI we create or receive about you (oral, written, electronic) and to other personal information collected in connection with our healthcare and business operations including website use, patient portal, appointment scheduling, billing, and communications (telephone, email, text/SMS).
Information We Collect

PHI: medical history, diagnoses, treatment notes, progress notes, exam findings, imaging/therapy records, medications, appointment history, insurance and billing information.
Contact/identifying: name, address, phone numbers, email, date of birth, emergency contacts.
Financial/payment: insurance policy numbers, billing statements, credit card information (if collected).
Communications: messages you send to us, call logs, appointment reminders, text/SMS consent/status.
Website/portal: IP address, device identifiers, usage data, cookies as described in our Website Privacy Statement.

How We Use Your Information
We use PHI and personal information for treatment, payment, and healthcare operations (scheduling, billing, care coordination, quality improvement), to contact you about appointments and care, to process claims, to comply with legal requirements, and to send administrative messages (appointment reminders, billing notices, patient satisfaction surveys). Marketing communications require your authorization except as otherwise permitted by law.
Text Messaging / SMS Communications
We may send text messages (SMS) for appointment reminders, treatment notifications, billing and payment reminders, patient instructions, and other communications relevant to your care where you have provided consent. You may opt out of non-essential text messages at any time by following the opt-out instructions included in messages or by contacting us as below.

SMS Opt-Out Instructions: To stop receiving non-clinical or promotional text messages, reply STOP to any such message or contact our office at (805) 372-0020. After you opt out, you may still receive transactional or clinical messages necessary for your care (e.g., appointment confirmations, treatment instructions) unless you request otherwise.

Sharing and Disclosure of PHI and Personal Information
We will not sell your PHI. Disclosures may occur for treatment, payment, and healthcare operations (to other providers, labs, therapy vendors, billing agents), to business associates who perform services on our behalf (billing, IT, cloud services, document management) under written agreements requiring HIPAA-level protections, and as required or permitted by law (court orders, public health reporting, to avert a serious threat). Other disclosures require your written authorization, which you may revoke in writing except to the extent we relied on it.
California Privacy Rights (CCPA/CPRA where applicable)
If you are a California resident, you may have rights to: know categories of personal information collected and shared, access certain personal information, obtain portability, request deletion (subject to exceptions for treatment/payment/legal obligations), correct inaccurate information, and opt-out of the sale of personal information. We do not sell personal information or PHI. To exercise California privacy rights, submit a verifiable request using the contact information below. We will verify identity and respond as required by law.
Individual Rights Under HIPAA
You have rights to: request access to and copies of your medical records (fees may apply as allowed by law), request amendments, request an accounting of disclosures, request restrictions on certain uses/disclosures (we are not required to agree), request confidential communications by alternative means/locations, and file a complaint with us or with the U.S. Department of Health & Human Services, Office for Civil Rights.
Data Security and Retention
We maintain administrative, technical, and physical safeguards to protect PHI and personal information in accordance with HIPAA and California law. We retain records as required by law and clinical needs; retention periods vary by record type and legal requirements.
Minors and Guardianship
Parents or legal guardians generally have rights to access minors’ PHI except as limited by law. For patients with legal guardians, we will communicate with guardians as authorized.
Website, Cookies, and Third-Party Links
Our website may use cookies and similar technologies. We may link to third-party websites and are not responsible for their privacy practices. See our Website Privacy Statement for details.
Changes to This Policy
We may update this Privacy Policy. Material changes will be posted with an updated effective date.
Contact and Complaints
To exercise your rights, request records, opt-out of SMS, or file a privacy complaint, contact:
Xcel Physical Therapy & Wellness Center P.C.
Privacy Officer: (same as office contact)
Address: 144 W Los Angeles Ave., Moorpark, CA
Phone: (805) 372-0020
Email: info@xcelptwellness.com (or use practice email)

You may also file a complaint with the U.S. Department of Health & Human Services, Office for Civil Rights (www.hhs.gov/ocr), and with the California Attorney General as applicable.

Authorization for Marketing Communications
We will obtain your authorization before using PHI for marketing communications except as permitted by law. You may revoke any authorization in writing.
Business Transfers
In the event of a sale, merger, or transfer of assets, PHI and personal information may be transferred as part of the transaction, subject to commitments to protect privacy.

Acknowledgment
By receiving care, registering for services, or using our website/portal, you acknowledge receipt of this Notice. For assistance or questions, contact our Privacy Officer at the contact information above.

(End of Notice)

Xcel Physical Therapy & Wellness Center P.C.
Privacy Policy and Notice of Privacy Practices
Effective Date: 06/11/2026

Contact and Complaints
Xcel Physical Therapy & Wellness Center P.C.
Privacy Officer: (same as office contact)
Address: 144 W Los Angeles Ave., Suite 110, Moorpark, CA
Phone: (805) 372-0020
Email: info@xcelptwellness.com