Effective date: August 24, 2026
Last updated: August 24, 2026
Carolina Concussion & Physical Medicine (“Carolina Concussion,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit carolinaconcussion.com or use services accessible through our website.
This policy applies to information collected through the website. It is separate from any Notice of Privacy Practices governing protected health information maintained as part of your medical care.
Who We Are
Carolina Concussion & Physical Medicine
120 Capcom Ave, Suite 104
Wake Forest, NC 27587
Phone: (919) 435-7396
Website: https://carolinaconcussion.com
Information We Collect
Information You Provide
We may collect information that you voluntarily provide when you:
• Contact our office
• Request information or an appointment
• Use an online scheduling service
• Complete a patient, financial-policy, registration, or intake form
• Communicate with us by telephone, email, text message, or another method
Depending on the service you use, this information may include your name, telephone number, email address, appointment preferences, acknowledgments, insurance or billing-related information, and information you choose to provide about your health or treatment needs.
Please do not submit medical information through a general website contact method unless we have instructed you to do so. If you are experiencing a medical emergency, call 911 or seek emergency care. This website is not monitored as an emergency communication service.
Information Collected Automatically
When you visit the website, certain technical information may be collected automatically, including:
• Internet Protocol address
• Browser and device type
• Operating system
• Referring website
• Pages viewed and links selected
• Approximate geographic area
• Date, time, and duration of visits
• Website errors, security events, and performance information
This information may be collected through server logs, cookies, analytics tools, and similar technologies.
How We Use Information
We may use information collected through the website to:
• Operate, maintain, secure, and improve the website
• Respond to questions and requests
• Schedule and manage appointments
• Process forms and acknowledgments
• Provide appointment confirmations or reminders
• Communicate about services requested from us
• Understand how visitors use the website
• Diagnose technical problems and prevent misuse
• Protect our patients, personnel, systems, and legal rights
• Comply with applicable legal, regulatory, and professional obligations
Online Forms and Cognito Forms
We use Cognito Forms to collect and manage certain information submitted through online forms. When you submit one of these forms, the information is transmitted to and processed through Cognito Forms.
Cognito Forms’ handling of information is also subject to its privacy and security practices. You can review its privacy policy at: https://www.cognitoforms.com/legal/privacy
Information submitted through a patient-related form may become part of our business or patient records. Access, retention, and deletion may therefore be subject to healthcare, financial, legal, or recordkeeping requirements.
Online Scheduling and Setmore
Our website may link to or use Setmore for online appointment scheduling. When you use the scheduling service, Setmore may collect information such as your name, contact details, appointment selection, and other information requested during booking.
Setmore operates its own platform and processes information according to its privacy policy and the configuration of our scheduling account. You can review Setmore’s privacy policy at: https://www.setmore.com/privacy
Avoid entering detailed medical information into an appointment note or scheduling field unless the field specifically requests it and our office has directed you to use it.
Google Analytics and Google Tag Manager
We use Google Analytics and Google Tag Manager to understand website traffic and how visitors interact with the site. These tools may collect information such as your device and browser type, approximate location, pages viewed, referral source, and interactions with website features.
Google may process this information according to its own privacy policy: https://policies.google.com/privacy
You can learn about and install Google’s Analytics opt-out browser add-on at: https://tools.google.com/dlpage/gaoptout
Cookies and Similar Technologies
Cookies are small files placed on your device to support website functionality, analytics, performance, and security. Third-party services embedded in or linked from the website may also use cookies or similar technologies.
Most browsers allow you to delete or block cookies through their privacy settings. Blocking cookies may affect the operation of certain website features, forms, or scheduling tools.
How We Share Information
We may share information with service providers that help us operate the website and provide requested services, including providers of:
• Website hosting and security
• Website analytics
• Online forms and data processing
• Appointment scheduling
• Email delivery and communications
• Technical maintenance and support
These providers may process information only in connection with the services they provide and subject to their applicable agreements, policies, and legal obligations.
We may also disclose information when reasonably necessary to:
• Comply with a law, court order, subpoena, or other legal process
• Respond to a lawful government request
• Protect the rights, safety, or property of our patients, visitors, personnel, or others
• Investigate fraud, security incidents, or misuse
• Complete a merger, acquisition, reorganization, or transfer of all or part of the practice, subject to applicable privacy requirements
We do not sell or rent personal information for money. We do not disclose medical information for third-party advertising.
Protected Health Information and HIPAA
Some information we receive in connection with providing healthcare may qualify as protected health information under the Health Insurance Portability and Accountability Act, commonly known as HIPAA, or other applicable health-privacy laws.
When HIPAA or another health-privacy law applies, our use and disclosure of protected health information is governed by that law and by our Notice of Privacy Practices. This Website Privacy Policy does not replace the Notice of Privacy Practices.
You may request a copy of our Notice of Privacy Practices by contacting our office. If this Website Privacy Policy conflicts with the Notice of Privacy Practices concerning protected health information, the Notice of Privacy Practices and applicable law will control.
Data Retention
We retain information for as long as reasonably necessary for the purpose for which it was collected and to satisfy applicable healthcare, financial, legal, security, and recordkeeping obligations.
Retention periods may vary depending on the type of information. Medical and business records may need to be retained even after a deletion request or after you stop receiving services from us.
Information Security
We use reasonable administrative, technical, and physical safeguards intended to protect information from unauthorized access, disclosure, alteration, or destruction.
No website, electronic transmission, or storage system can be guaranteed to be completely secure. You should use care when transmitting sensitive information online and contact our office if you have questions about the appropriate way to provide information.
Email and text messages may not always be secure. Do not use ordinary email or text messaging for urgent matters or for sensitive medical information unless our office has specifically instructed you to do so.
Children’s Information
This website is intended for a general audience and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13 through general website features.
A parent or legal guardian may provide information about a minor when requesting or arranging healthcare services. Such information will be handled according to applicable law and our healthcare privacy practices.
External Links and Embedded Services
The website may contain links to or embedded content from third-party websites and services. We do not control the privacy, security, or content practices of those third parties.
When you leave our website or interact directly with a third-party service, that service’s privacy policy and terms may apply. We encourage you to review those policies before submitting information.
Your Choices and Requests
You may contact us to:
• Ask questions about this Privacy Policy
• Request correction of information submitted through the website
• Ask about access to or deletion of website information
• Ask how to obtain or amend your medical records
• Request a copy of our Notice of Privacy Practices
We may need to verify your identity before acting on a request. Some requests may be limited by healthcare record-retention rules, legal obligations, or other applicable requirements.
Changes to This Policy
We may update this Privacy Policy as our website, services, vendors, or legal obligations change. The revised policy will be posted on this page with a new “Last updated” date.
Your continued use of the website after an update means that the revised policy applies to your subsequent use of the website.
Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact:
Carolina Concussion & Physical Medicine
120 Capcom Ave, Suite 104
Wake Forest, NC 27587
Phone: (919) 435-7396