Privacy Policy
This Privacy Policy explains how Ketamine Wellness NY collects, uses, protects, and shares your personal information and Protected Health Information (PHI). It applies to information collected through our website at ketaminewellnessny.com, our clinics at 37-20 76th Street, Suite #100, Jackson Heights, NY 11372 and 45 Middle Neck Road, Suite 220, Great Neck, NY 11021, and any communication you have with our team by phone, email, or in person.
This document also serves as our Notice of Privacy Practices under the Health Insurance Portability and Accountability Act (HIPAA), describing how PHI about you may be used and disclosed and how you can access this information. Please read it carefully.
Who We Are
Ketamine Wellness NY is a physician-led IV ketamine therapy clinic with two locations in the New York area.
- Queens (Jackson Heights) clinic: 37-20 76th Street, Suite #100, Jackson Heights, NY 11372
- Long Island (Great Neck) clinic: 45 Middle Neck Road, Suite 220, Great Neck, NY 11021
- Phone: (516) 203-1041
- Website: https://ketaminewellnessny.com
- Medical Director: Dr. Pervaiz Qureshi, MD
For privacy-related questions, complaints, or requests to access or amend your health information, contact our Privacy Officer at (516) 203-1041 or via the contact form at https://ketaminewellnessny.com/contact-us/.
Information We Collect
We collect two categories of information: information you provide directly and information collected automatically through our website.
Information you provide directly
When you contact us, book a consultation, or receive treatment at one of our clinics, we may collect:
- Your full name, date of birth, address, phone number, and email address
- Your medical history, current medications, mental health history, and treatment goals as part of the clinical intake process
- Insurance card information if you request a superbill for out-of-network reimbursement submission
- Payment information for the session (credit card, HSA/FSA card, or other payment method)
- Information you provide during clinical consultations, treatment sessions, and follow-up communications
- Correspondence you send to us via email, phone, or contact form
Information collected automatically through our website
When you visit our website, we automatically collect:
- Log data (IP address, browser type and version, pages visited, time and date of visit, time spent on pages, referral URL)
- Cookies and similar tracking technologies (see the Cookies section below)
- Analytics data via Google Analytics 4 (GA4), which tracks how visitors interact with our website in aggregate
- Ad-tracking data via Meta Pixel, if you have interacted with our Facebook or Instagram content
- Device information (device type, operating system, screen resolution)
How We Use Your Information
We use your information for the following purposes.
Treatment. To provide you with IV ketamine therapy and related clinical services, coordinate your care with other healthcare providers if you authorize it, and maintain accurate treatment records.
Payment. To process payment for services rendered, prepare superbills for you to submit to your insurance for potential out-of-network reimbursement, and manage HSA/FSA card transactions.
Healthcare operations. To improve the quality of our clinical services, train our staff, conduct internal audits, coordinate with business associates who help us operate the practice, and comply with applicable healthcare regulations.
Communication. To respond to your inquiries, schedule appointments, send appointment reminders (via phone or text if you consent), and share information about our services or clinic changes.
Website analytics and improvement. To understand how visitors use our website, improve site performance, and measure the effectiveness of our marketing.
Legal compliance. To comply with applicable state and federal healthcare laws, respond to lawful requests from public authorities, and enforce our terms and policies.
Marketing (with your consent). We do not send marketing communications about our services to patients without their explicit consent. If you consent, you can withdraw that consent at any time by contacting us.
How We Share Your Information
We do NOT sell your personal information or PHI to any third party. Ever.
We may share your information with the following categories of parties, only as necessary and with appropriate safeguards.
Treatment providers. If you authorize us to coordinate your care with other healthcare providers (your psychiatrist, primary care physician, or therapist), we may share relevant PHI with them.
Payment processors. Your credit card, HSA, or FSA payment information is processed by third-party payment processors bound by PCI-DSS standards.
Business associates. We may share PHI with third-party service providers who help us operate the practice (electronic health record systems, hosting providers, professional advisors) under HIPAA-compliant Business Associate Agreements.
Website analytics providers. Google Analytics 4 receives anonymized website usage data. Meta Pixel receives anonymized ad-tracking data if you have interacted with our Facebook or Instagram advertising. Neither receives PHI.
Legal and regulatory authorities. We may disclose information when required by law, in response to valid subpoenas or court orders, or to public health authorities as required by HIPAA and applicable state law.
Emergency situations. We may share PHI with emergency responders or medical professionals if we believe you are at imminent risk of harm to yourself or others.
With your authorization. For any use or disclosure not covered above, we will obtain your written authorization first. You may revoke that authorization at any time in writing.
Your Rights Under HIPAA
As a patient of Ketamine Wellness NY, you have the following rights regarding your Protected Health Information.
- Right to access. You may request a copy of your medical record. We will provide it within 30 days.
- Right to amend. You may request a correction to your medical record if you believe it is inaccurate or incomplete.
- Right to an accounting of disclosures. You may request a list of the disclosures we have made of your PHI (excluding those for treatment, payment, or healthcare operations).
- Right to request restrictions. You may request limits on how we use or disclose your PHI for treatment, payment, or healthcare operations. We are not required to agree to all restrictions.
- Right to confidential communications. You may request that we communicate with you in a specific way or at a specific location (e.g., only at your home phone, not by email).
- Right to a paper copy. You have the right to a paper copy of this Privacy Policy at any time upon request.
- Right to file a complaint. If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer at (516) 203-1041, or with the U.S. Department of Health and Human Services Office for Civil Rights at https://www.hhs.gov/ocr/complaints/. You will not be retaliated against for filing a complaint.
To exercise any of these rights, contact our Privacy Officer at (516) 203-1041 or via the contact form.
Cookies and Website Tracking
Our website uses cookies and similar tracking technologies to improve your experience and measure site performance.
- Essential cookies. Required for the website to function (session management, form submissions).
- Analytics cookies. Google Analytics 4 uses cookies to help us understand aggregated visitor behavior. IP addresses are anonymized.
- Advertising cookies. Meta Pixel and other advertising trackers may be used to measure the effectiveness of our ads on Facebook and Instagram. You may opt out of these via your browser settings or via https://www.facebook.com/settings.
- Preference cookies. Remember your accessibility or display preferences.
You may control cookies through your browser settings. Disabling cookies may affect some website functionality.
Data Retention
We retain your health records for the minimum periods required by law:
- Adult treatment records: 7 years from the date of the last treatment.
- Records of minors: 22 years or until age 21, whichever is longer. (Note: Ketamine Wellness NY does not currently treat patients under 18.)
- Financial records: 7 years for tax and audit purposes.
- Website analytics data: Retained per Google Analytics 4 default settings (currently 26 months, unless you request deletion earlier).
- Marketing and consent records: For the duration of the marketing relationship plus 3 years, or as required by law.
After the applicable retention period, records are securely destroyed.
Children's Privacy
Ketamine Wellness NY does not treat patients under the age of 18. Our website and services are not directed at children under 13, and we do not knowingly collect personal information from children under 13. If we learn that we have collected such information without parental consent, we will delete it promptly.
Data Security
We maintain physical, administrative, and technical safeguards to protect your personal information and PHI from unauthorized access, disclosure, or destruction. This includes:
- Encrypted electronic transmission of PHI
- Secure storage of paper records at both clinic locations
- Limited access to PHI on a need-to-know basis for authorized clinical and administrative staff
- Staff training on HIPAA compliance and privacy practices
- Business Associate Agreements with all third-party vendors who handle PHI
While we implement industry-standard safeguards, no data transmission over the internet or storage system can be guaranteed 100 percent secure. In the event of a data breach involving your PHI, we will notify you as required by HIPAA within 60 days of discovery.
Third-Party Websites
Our website may contain links to third-party sites (such as Google Maps, Facebook, Instagram, or CareCredit). This Privacy Policy does not apply to those sites. Please review the privacy policies of any third-party sites you visit.
Governing Law
This Privacy Policy is governed by the laws of the State of New York and the federal Health Insurance Portability and Accountability Act (HIPAA), and any related regulations. Any disputes will be resolved in the state or federal courts located in Queens County, New York.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will post the updated policy on this page with a new “Last Updated” date. For material changes affecting how we use or disclose your PHI, we will provide additional notice in accordance with HIPAA.
Contact Us
If you have questions about this Privacy Policy, want to exercise your patient rights, or need to file a privacy complaint, contact:
Ketamine Wellness NY Privacy Officer
- Phone: (516) 203-1041
- Address: 37-20 76th Street, Suite #100, Jackson Heights, NY 11372
- Contact form: https://ketaminewellnessny.com/contact-us/
For federal HIPAA complaints, contact the U.S. Department of Health and Human Services Office for Civil Rights: https://www.hhs.gov/ocr/complaints/