Privacy Policy

Who we are

Nova Eye Institute
23861 McBean Pkwy., Ste E21
Valencia, CA 91355

Our website address is:
https://www.novaeyeinst.com.

Who we share your data with

If you submit a form, your IP address may be included in form analytics. Your contact information may be sent to a 3rd party CRM for internal use only. Your data will never be shared externally or sold.

How long we retain your data

If you fill out a form, the fields and their metadata are retained indefinitely. 

What rights you have over your data

If you have filled out a form on this site, you can request to erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

SMS Communications Privacy Notice

Nova Eye Institute may collect and use your mobile phone number to send SMS text messages related to your care, treatment options, appointment reminders, fertility education, promotional offers, and important updates about our services. We are committed to protecting your privacy and will use your information solely for purposes outlined in this Privacy Policy and as permitted by applicable laws. Your mobile number will not be shared, sold, or disclosed to third parties without your explicit consent, except as required by law or to facilitate services on our behalf (e.g., secure messaging platforms or marketing partners acting under confidentiality agreements).

By providing your phone number and consenting to SMS communication, you acknowledge that SMS is not a fully secure or encrypted method of communication and may carry some risks, such as unintended disclosure of protected health information (PHI). Nova Eye Institute will use reasonable means to protect your information but cannot guarantee absolute confidentiality over SMS channels.

You may opt out of SMS communications at any time by replying STOP to any message. Reply HELP for assistance. For questions regarding your privacy or to exercise your rights under HIPAA and applicable privacy laws, please contact us.
 

Our Duties & Privacy Practices

  • We are required by law (HIPAA and applicable state laws) to maintain the confidentiality of your PHI, provide you with this Notice of Privacy Practices, and follow the terms of this Notice as currently in effect.
  • We may change the terms of this Notice at any time. If we make material changes, the revised Notice will apply to all PHI we maintain, and we will provide you a copy upon request or whenever you register or are admitted for service.
  • A current copy of this Notice is posted in our office (waiting room) and is available to you upon request.

Uses and Disclosures of PHI


We may use or disclose PHI about you for the following purposes, without your explicit authorization:
  • Treatment: To provide, coordinate, or manage your care (e.g. to other physicians, laboratories, or health care providers).
  • Payment: To bill you or your insurance provider and to collect payment for health care services.
  • Health Care Operations: To support administrative, financial, legal, and quality improvement activities (e.g. audits, training, credentialing, data analysis).
  • Appointment Reminders / Treatment Alternatives / Health‑Related Benefits: To contact you regarding upcoming visits, alternative treatments, or services of possible interest.
  • Family, Friends & Others Involved in Your Care: With your consent (or as allowed by law), we may share relevant PHI with individuals involved in your treatment or payment, or notify family about your condition or location.
  • As Required by Law: To comply with legal obligations (public health, law enforcement, judicial orders, etc.).
  • Business Associates: We may disclose PHI to service providers or contractors (e.g. billing, transcription, accreditation) who assist us. They are contractually obligated to keep your PHI confidential.
  • Other Permitted Uses: Organ donation, health oversight, research (in certain cases), emergencies, etc., as allowed by law.
If your PHI involves state or federal special protections (e.g. HIV/AIDS, mental health, substance abuse, genetic information), we will follow stricter rules as required by law.


Uses & Disclosures Requiring Your Written Authorization

For purposes not described above—such as marketing, sale of PHI, or psychotherapy notes—your explicit written authorization is required. You may revoke that authorization at any time in writing, except to the extent we have already acted in reliance on it.

Your Rights Regarding PHI

You have certain rights with respect to your protected health information:
  1. Right to Inspect & Copy
    You may request to inspect or obtain copies of your PHI maintained in a designated record set. If we maintain PHI electronically, you may request an electronic copy or for it to be sent to a third party. We may charge a reasonable, cost‑based fee.
  2. Right to Request an Amendment
    You may ask us to correct or amend information you believe is incorrect or incomplete. We may deny the request under certain circumstances, but you have rights to submit a statement of disagreement.
  3. Right to Request Restrictions
    You may ask us to limit how we use or disclose your PHI for treatment, payment, or health care operations. While we are not legally required to agree to your request, if we do, we will honor it (unless in an emergency).
    Note: If you pay out of pocket in full for a service, you may ask us not to share that information with your health plan, and we must comply in certain cases.
  4. Right to Confidential Communications
    You may request that we communicate with you by alternative means or at an alternative location (for example, via mail instead of phone). We will accommodate reasonable requests without requiring you to explain the reason.
  5. Right to an Accounting of Disclosures
    You may request a list (accounting) of certain disclosures we’ve made of your PHI for purposes other than treatment, payment, or health care operations, subject to certain exceptions and limitations.
  6. Right to a Paper Copy of This Notice
    You are entitled to receive a paper copy of this Notice, even if you have agreed to receive it electronically.
  7. Right to Notification of Breach
    If we discover a breach of your unsecured PHI, we will notify you promptly in accordance with federal and state law (e.g., within 60 days), including what happened, steps you should take, and what we are doing in response.
 

Acknowledgement, Consent & Revocation

By signing the relevant form, you acknowledge that you have been made aware of Nova Eye Institute’s privacy practices, which are posted in the waiting room. You understand that a copy of the Notice of Privacy Practices is available upon request.

You consent to our use and disclosure of your PHI for treatment, payment, and healthcare operations as described above. You also have the right to revoke this consent at any time by submitting a written, signed revocation. Revocation will not affect any disclosures we made in reliance on your prior consent.

Complaints & Further Information

If you believe your privacy rights have been violated, or you have questions or concerns about this Notice, you may:
  • Contact us (Nova Eye Institute) — we will investigate and take appropriate corrective actions.
  • File a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights (you will not be penalized for filing a complaint).

Effective Date
This Notice is effective as of October 6th, 2025.