Privacy Policy

Effective date: August 2, 2026
Last updated: August 2, 2026

Serenity Women’s HealthCare LLC (“Serenity,” “we,” “our,” or “us”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you:

Visit https://www.serenitywhc.com/
Submit a form or contact request through our website
Schedule an appointment through our Tebra scheduling tool
Access the Tebra Patient Portal
Communicate with Serenity by telephone, email, or another approved method
Use any other online service that links to this Privacy Policy

By using our website, you acknowledge the practices described in this Privacy Policy.

1. Scope of This Privacy Policy

This Privacy Policy applies primarily to information collected through Serenity’s public website and related online interactions.

It does not replace Serenity’s separate Notice of Privacy Practices, which describes how protected health information may be used and disclosed in connection with healthcare treatment, payment, and healthcare operations.

When information is protected by the Health Insurance Portability and Accountability Act, commonly known as HIPAA, or another applicable health-record privacy law, that information will be handled according to the applicable law and Serenity’s Notice of Privacy Practices.

If there is a conflict between this Privacy Policy and Serenity’s Notice of Privacy Practices concerning protected health information, the Notice of Privacy Practices will govern.

2. Information We May Collect

The information we collect depends on how you interact with Serenity.

Information You Provide Directly

You may provide information such as:

Your first and last name
Email address
Telephone number
Preferred contact method
General reason for contacting Serenity
Appointment-related information
Insurance or payment-related questions
Information submitted through a website contact form
Communications you send to us
Feedback, requests, or accessibility concerns

Please do not submit detailed medical histories, diagnoses, medication lists, Social Security numbers, payment-card details, or other highly sensitive health information through a general website contact form or ordinary email.

Sensitive clinical information should be shared only through an approved secure system or during an appointment.

Appointment-Scheduling Information

When you use the Tebra appointment scheduler, you may be asked to provide information necessary to schedule and prepare for your visit, such as:

Name and contact information
Date of birth
Appointment type
Preferred appointment date and time
Insurance information
General reason for the appointment
Other information requested by the scheduling platform

Information entered into Tebra’s scheduler is processed through Tebra’s systems and may also become part of Serenity’s patient or administrative records.

Patient Portal Information

Returning patients may access the Tebra Patient Portal to use available features such as account access, health-information access, statements, payments, or password recovery.

Serenity does not ask you to enter your Patient Portal password into the public Serenity website. Portal credentials are handled through Tebra’s secure portal environment.

Information Collected Automatically

When you visit the website, Wix and other configured technology providers may automatically collect information such as:

Internet Protocol address
Browser type and version
Device type
Operating system
Referring page or website
Pages viewed
Approximate location derived from an IP address
Date and time of access
Links or buttons selected
Website performance and error information
Cookie and similar technology identifiers

We may use this information to operate the website, understand general website use, identify technical problems, improve accessibility, and protect the website from misuse.

3. Cookies and Similar Technologies

Serenity’s website may use cookies, pixels, local storage, and similar technologies.

These technologies may be used to:

Keep the website functioning properly
Remember website preferences
support security and fraud prevention
Measure website traffic and performance
Understand which pages are useful to visitors
Identify and resolve technical issues
Support embedded website features

Some cookies are essential for the website to function. Other cookies, such as analytics or advertising cookies, may be optional depending on how the website is configured.

Where applicable, you may manage non-essential cookies through Serenity’s cookie banner or your browser settings. Blocking certain cookies may affect how parts of the website operate.

Serenity does not knowingly use information submitted through clinical, scheduling, or patient-portal systems for cross-site targeted advertising.

4. How We Use Information

Serenity may use personal information to:

Respond to questions and requests
Schedule, confirm, or support appointments
Provide requested healthcare and administrative services
Determine the appropriate contact or booking pathway
Communicate appointment-related information
Assist with insurance or payment questions
Support Patient Portal access
Maintain patient and business records
Operate, maintain, and improve the website
Improve website accessibility and usability
Understand website traffic and performance
Detect security incidents, fraud, abuse, or technical problems
Comply with legal, regulatory, licensing, and professional obligations
Establish, exercise, or defend legal claims
Protect patients, website visitors, Serenity, and others
Carry out other purposes disclosed when information is collected

Serenity will not use personal information for purposes materially different from those described in this Privacy Policy without appropriate notice or consent where required.

5. How We May Disclose Information

Serenity may disclose information in the following circumstances.

Healthcare and Administrative Service Providers

We may provide information to companies that help us operate the practice or website, including:

Wix, which hosts and supports the website
Tebra or Kareo, which may provide appointment scheduling, patient-portal, billing, payment, or practice-management services
Secure communications providers
Payment-processing providers
Email and administrative service providers
Information-technology and cybersecurity providers
Website analytics and performance providers
Professional consultants and contractors

These providers may access information only as necessary to perform services for Serenity and are expected to protect it according to applicable agreements and laws.

Where a service provider handles protected health information on Serenity’s behalf, Serenity will use an appropriate business associate agreement when required by HIPAA.

Treatment, Payment, and Healthcare Operations

Protected health information may be used or disclosed for treatment, payment, healthcare operations, and other purposes permitted or required by applicable law.

Those practices are explained more fully in Serenity’s Notice of Privacy Practices.

Legal and Regulatory Requirements

We may disclose information when we reasonably believe disclosure is necessary to:

Comply with a law, regulation, subpoena, court order, or other legal process
Respond to a request from an authorized government or regulatory body
Fulfil professional or licensing obligations
Protect the rights, safety, or property of Serenity, our patients, or others
Investigate fraud, misuse, or security incidents
Report information where legally required

Business Transactions

If Serenity is involved in a merger, acquisition, financing, reorganization, sale of assets, or transfer of the practice, information may be disclosed as part of that transaction, subject to applicable healthcare privacy and confidentiality obligations.

With Your Direction or Consent

We may disclose information when you ask us to, authorize us to, or otherwise provide valid consent.

6. Sale of Personal Information and Targeted Advertising

Serenity does not sell personal information for monetary consideration.

Serenity does not sell protected health information.

Serenity does not use information submitted through appointments, clinical care, or the Patient Portal to target advertisements to you across unrelated websites or applications.

If Serenity’s advertising or analytics practices materially change, this Privacy Policy and any required cookie or consent controls will be updated.

7. Tebra Scheduling and Patient Portal

Serenity uses external Tebra services to provide appointment scheduling and Patient Portal access.

When you interact with these tools:

Your information may be collected directly by Tebra.
Tebra’s privacy, security, and technical practices may also apply.
You may be redirected to or interact with a website or interface operated by Tebra.
The availability and functionality of those tools are partly outside Serenity’s direct control.

Serenity does not control your Tebra password and will not ask you to provide it through an ordinary website form or email.

If you experience difficulty using the scheduler or Patient Portal, contact Serenity at info@serenitywhc.com or +1 703-495-3295.

8. Protected Health Information

Information that identifies you and relates to your health, healthcare, treatment, or payment may constitute protected health information.

To the extent Serenity is subject to HIPAA, protected health information is governed by:

HIPAA and its implementing regulations
Applicable Virginia health-record privacy laws
Serenity’s Notice of Privacy Practices
Applicable professional and licensing requirements

General website analytics information is not automatically protected health information. However, information submitted in connection with an appointment or healthcare relationship may be treated as protected health information depending on the circumstances.

Please use the Patient Portal or another approved secure method for detailed clinical communications.

9. Email, Telephone, and Website Communications

Ordinary email and standard website forms may not provide the same level of protection as a secure Patient Portal.

Please avoid including highly sensitive medical information in ordinary email or general website forms.

Serenity may use the contact information you provide to respond to your request, assist with scheduling, provide administrative information, or communicate about your relationship with the practice.

The website contact form and general email address should not be used for emergencies or urgent medical concerns.

10. Data Security

Serenity uses reasonable administrative, technical, and organizational safeguards designed to protect personal information.

These measures may include:

Access controls
Password protection
Secure service providers
Encryption where appropriate
Staff confidentiality practices
System monitoring
Software and security updates
Incident-response procedures
Vendor security and privacy requirements

No website, email system, online platform, or data-transmission method can be guaranteed to be completely secure.

If Serenity identifies a breach requiring notification, Serenity will provide notice in accordance with applicable federal and state law.

11. Data Retention

Serenity retains personal information only for as long as reasonably necessary to:

Fulfil the purpose for which it was collected
Provide healthcare or administrative services
Maintain appropriate business and patient records
Meet legal, regulatory, tax, insurance, licensing, and contractual requirements
Resolve disputes
Enforce agreements
Protect legal rights

Clinical and patient records may be retained for periods required by healthcare, licensing, insurance, and record-retention laws.

When information is no longer required, Serenity may delete, destroy, anonymize, or securely archive it as permitted by law.

12. Your Privacy Choices and Rights

Depending on the type of information, your relationship with Serenity, and the law that applies, you may have the right to request:

Confirmation of whether Serenity processes your personal information
Access to certain personal information
Correction of inaccurate information
Deletion of certain information
A copy of certain information in a portable format
Withdrawal of consent where processing is based on consent
Restriction of certain processing
Opt-out from certain advertising, sale, or profiling activities
An appeal if an applicable privacy request is denied

These rights may be subject to exceptions, identity verification, clinical recordkeeping requirements, and other legal limitations.

To submit a website privacy request, email info@serenitywhc.com with the subject line:

Privacy Request

Please describe the request and the information involved. Serenity may request additional information to verify your identity before responding.

If Serenity denies a request for which an appeal is legally available, you may submit an appeal using the same email address with the subject line:

Privacy Request Appeal

Requests involving medical records or protected health information may need to follow a separate process described in Serenity’s Notice of Privacy Practices.

13. Access to Medical Records

Requests for patient records are not handled as ordinary website privacy requests.

Patients seeking access to, correction of, or copies of medical records should use the Patient Portal or contact Serenity for the appropriate records-request procedure.

Medical-record requests may require:

A written request
Identity verification
Identification of the records requested
Valid authorization where another person is requesting records
Compliance with applicable HIPAA and Virginia requirements

14. Children’s Privacy

Serenity’s public website is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through the public website without appropriate authorization.

Healthcare information involving minors will be handled according to applicable consent, confidentiality, parental-access, HIPAA, and Virginia requirements.

If you believe a child has submitted information through the website inappropriately, contact Serenity at info@serenitywhc.com.

15. Links to Other Websites

The Serenity website may contain links to websites operated by third parties, including Tebra, professional organizations, healthcare resources, or social media platforms.

Serenity is not responsible for the privacy, security, accessibility, or content practices of websites it does not control.

You should review the privacy notice of any third-party website before submitting personal information.

16. Visitors Outside Virginia

Serenity primarily provides healthcare services to eligible patients in Virginia.

The website may be accessed from other locations. If you access the website from outside Virginia, your information may be processed and stored in the United States.

Residents of other jurisdictions may have additional privacy rights under applicable law.

17. Changes to This Privacy Policy

Serenity may update this Privacy Policy to reflect:

Changes in our website or services
Changes in technology or service providers
Changes in privacy or healthcare practices
Changes in applicable laws or regulations

When changes are made, the updated policy will be posted on this page with a revised “Last updated” date.

Material changes may also be communicated through another appropriate method when required.

18. Contact Serenity

For questions, concerns, or requests relating to this Privacy Policy, contact:

Serenity Women’s HealthCare LLC

Email:
info@serenitywhc.com

Telephone:
+1 703-495-3295

Website:
https://www.serenitywhc.com/

Please use “Privacy Request” in the email subject line when submitting a request concerning your personal information.