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Privacy Policy

Effective: November 9, 2026

1. Who we are

Visualeyes Optometry is an optometry practice operated by Apikian Optometry PC, a California professional corporation. Our office is located at 4849 Van Nuys Blvd., Suite 105, Sherman Oaks, CA 91403. In this Privacy Policy, the words “we,” “us,” and “our” refer to Visualeyes Optometry.

For questions about this policy or to exercise any of the rights described below, contact us at privacy@visualeyesoptom.com.

2. Information we collect

When you book an appointment through our website, we collect the following information that you provide:

  • First and last name
  • Email address
  • Phone number
  • Reason for visit (e.g., eye exam, contact lens fitting)
  • Any optional notes you add (e.g., concerns you’d like the provider to know about)

When our staff manages your appointment through the practice’s administrative portal, we may also record:

  • Internal staff notes related to your appointment (e.g., insurance status, scheduling preferences)
  • A unique cancellation code we may send to you to allow self-service cancellation
  • An audit trail of changes (who modified your appointment, when, and what changed)

When you visit any page on this site, our servers automatically receive certain technical information:

  • Your IP address, used for fraud prevention (see Section 5)
  • Browser type, operating system, and the page you came from
  • Standard web server log entries (date, time, requested URL)

3. How we use your information

We use the information described above solely to:

  • Schedule and confirm your appointment
  • Send you transactional email and text-message communications about your appointment and account: confirmations, reminders, rescheduling notices, cancellation notices, and account notifications such as a secure link to pay a balance (see Section 4)
  • Coordinate care internally among practice staff
  • Maintain medical and operational records as required by California and federal law
  • Prevent fraud and automated abuse of our booking system
  • Comply with our legal obligations

We do not use your information for marketing, promotional messages, advertising, profiling, or any purpose other than those listed above. We do not sell, rent, lease, or trade your personal information to anyone, for any reason, ever.

5. Who we share information with

We share information with the following service providers strictly as needed to operate the practice. Each is bound by their own privacy obligations and, where required, a Business Associate Agreement under HIPAA.

  • Google reCAPTCHA, used on our booking form to distinguish humans from automated bots. Google may receive your IP address and information about your interaction with the booking form. Subject to the Google Privacy Policy and Terms of Service.
  • Google Workspace, which hosts our practice email. Communications between you and our staff may pass through Google’s infrastructure.
  • Amazon Web Services (AWS), which hosts our website, appointment data, and email-sending infrastructure in the United States (Oregon, us-west-2).
  • RevolutionEHR, our electronic health record and patient-communication system, which sends appointment and account text messages on our behalf, including secure links to pay a balance.
  • Other healthcare providers, if a referral is medically necessary. We share relevant information with the receiving provider in accordance with HIPAA and with your authorization.
  • Law enforcement and regulators, when required by a valid subpoena, court order, other legal process, or as otherwise required by law.

We do not share your information with advertisers, data brokers, marketing partners, or analytics providers.

6. Cookies

This website uses very few cookies, and none for tracking or advertising:

  • A small number of cookies set by Google reCAPTCHA on our booking page for fraud prevention.
  • On our administrative portal, a single authentication cookie is set after staff sign in. This cookie is only accessible by our staff and never appears on patient-facing pages.

We do not use analytics cookies (Google Analytics, etc.), advertising cookies, or any third-party tracking pixels.

7. How we protect your information

We take reasonable and appropriate measures to protect your information, including:

  • End-to-end HTTPS encryption for all data sent between your browser and our servers
  • Encrypted storage for appointment data on our infrastructure
  • Restricted access: only authenticated practice staff can view appointment information, and access is logged
  • Two-factor authentication on staff accounts via Google Workspace single sign-on
  • Audit logs of all staff actions on appointment records (who viewed, edited, or cancelled what, and when)

No system is perfectly secure. If we become aware of a data breach that affects your information, we will notify you in accordance with California Civil Code §§ 1798.29 / 1798.82 and applicable federal law.

8. How long we keep your information

We retain appointment and patient information for the periods required by:

  • California medical recordkeeping rules (generally a minimum of 7 years for adult patients; for patients who were minors at the time of treatment, until age 19 or 7 years after the last visit, whichever is later)
  • HIPAA recordkeeping requirements (typically 6 years for designated record sets)
  • Our practice’s reasonable operational needs and legitimate interests

Once retention requirements expire, we securely delete or anonymize the information.

9. Your California privacy rights

If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

  • Right to know. You can request information about the categories of personal information we’ve collected about you, our sources, the business purpose, and the categories of third parties with whom we’ve shared it.
  • Right of access. You can request a copy of the specific personal information we hold about you.
  • Right to correct. You can ask us to fix inaccurate information.
  • Right to delete. You can request deletion of your personal information, subject to our obligation to retain medical records under California and federal law.
  • Right to non-discrimination. We won’t deny you services, charge you a different price, or provide a lower level of service for exercising these rights.

To exercise any of these rights, email privacy@visualeyesoptom.com from the email address associated with your appointment. We may need to verify your identity by asking you to confirm details only you and we would know.

We do not “sell” or “share” personal information as those terms are defined under the CCPA/CPRA. There is therefore no “Do Not Sell or Share My Personal Information” option, because there is no sale or sharing for cross-context behavioral advertising to opt out of.

10. HIPAA and protected health information

As a healthcare provider, we are a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). When information we hold about you constitutes Protected Health Information (PHI), HIPAA applies in addition to this Privacy Policy. Where HIPAA’s protections are stricter, they govern.

Our complete Notice of Privacy Practices under HIPAA describes in detail how we use and disclose PHI, your rights with respect to your PHI, and our legal obligations. It is available online at Notice of Privacy Practices, in office at your first visit, and upon request to privacy@visualeyesoptom.com.

11. Children’s privacy

This website is not directed at children under 13, and we do not knowingly collect personal information online from children. Appointments for minors must be requested by a parent or legal guardian on the minor’s behalf. If you believe we have inadvertently collected information from a child, contact us at privacy@visualeyesoptom.com and we will delete it promptly.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we’ll change the “Effective” date at the top of this page. For material changes, we’ll provide more prominent notice (such as a banner on the homepage) for a reasonable period after the change. Your continued use of the website after the effective date means you accept the updated policy.

13. Contact us

Visualeyes Optometry
4849 Van Nuys Blvd., Suite 105
Sherman Oaks, CA 91403
Phone: (818) 783-8750
Fax: (818) 783-8779
Privacy inquiries: privacy@visualeyesoptom.com
General inquiries: info@visualeyesoptom.com