Effective date: September 23, 2026
Vanguard Surgical, LLC ("Vanguard Surgical," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, share, and protect information when you visit vanguardsurgical.net (the "Website"), submit a form, register for our free seminar, or otherwise interact with us online.
1. This Policy and HIPAA
This Privacy Policy covers information collected through the Website. It does not replace our Notice of Privacy Practices, which describes how we use and disclose your protected health information ("PHI") under the Health Insurance Portability and Accountability Act ("HIPAA") once you become a patient. Where information you provide qualifies as PHI, we handle it in accordance with HIPAA and our Notice of Privacy Practices, and that notice controls if there is any conflict with this policy. To request a copy of our Notice of Privacy Practices, call (502) 912-8300 or email info@vanguardsurgical.net.
2. Information We Collect
Information you give us
- Contact form: your first and last name, email address, phone number, reason for contacting us, preferred contact method, and your message.
- Provider referral form: the referring provider's name, phone, and fax number, and the patient's name, date of birth, address, phone number, diagnosis, and insurance information (carrier, ID number, and group number).
- Seminar registration: information you provide to register for or attend our free online gastroparesis seminar, such as your name and email address.
- Email and phone: anything you choose to include when you email or call us.
Please do not include detailed medical information in the general contact form or in email. These channels are intended for general questions and scheduling. If you are an existing patient, use the patient portal or call our office to discuss your care.
Information collected automatically
When you visit the Website, we and our service providers may automatically collect information such as your IP address, browser type, device type, operating system, referring website, pages viewed, time spent on pages, and the date and time of your visit. We collect this through cookies and similar technologies (see Section 5).
3. How We Use Information
We use the information we collect to:
- Respond to your questions and requests and contact you by your preferred method;
- Process patient referrals from healthcare providers and schedule consultations;
- Register you for, and send reminders about, our free seminar;
- Operate, maintain, secure, and improve the Website;
- Understand how visitors use the Website so we can improve its content;
- Detect and prevent spam, fraud, and misuse; and
- Comply with legal obligations and enforce our Terms of Use.
We do not sell your personal information, and we do not use information submitted through our forms for third-party advertising.
4. How We Share Information
We share information only as described below:
- Service providers that help us operate the Website and our practice, such as website hosting, form processing, email delivery, analytics, and video conferencing for our seminar. They may use information only to provide services to us. Where a service provider handles PHI on our behalf, we require a business associate agreement as HIPAA requires.
- Healthcare operations: as permitted by HIPAA and described in our Notice of Privacy Practices, such as coordinating with referring providers and verifying insurance.
- Legal requirements: when required by law, subpoena, or court order, or to protect the rights, property, or safety of Vanguard Surgical, our patients, or others.
- Business transfers: in connection with a merger, sale, or transfer of all or part of our practice, subject to applicable law.
- With your consent or at your direction.
5. Cookies and Analytics
The Website uses cookies and similar technologies. Cookies are small text files stored on your device that help websites function and remember information about your visit.
- Essential cookies make the Website and its forms work properly.
- Analytics cookies: we use Google Analytics to understand, in aggregate, how visitors find and use the Website. Google Analytics collects information such as pages visited and general device and location data. You can learn how Google uses this data at policies.google.com/technologies/partner-sites and opt out by installing the Google Analytics Opt-out Browser Add-on.
Most browsers let you block or delete cookies in their settings. If you block cookies, some parts of the Website may not work as intended.
Do Not Track: The Website does not currently respond to browser "Do Not Track" signals, because there is no uniform standard for them.
6. Third-Party Services and Links
The Website links to services operated by third parties, including:
- Patient portal (athenahealth), for existing patients to access their health information;
- Appointment request and bill payment (Phreesia); and
- Social media, such as our Facebook page.
When you use these services, the third party's own privacy policy and terms apply. We are not responsible for the privacy practices of websites or services we do not operate, and we encourage you to review their policies.
7. Data Security
We use reasonable administrative, technical, and physical safeguards to protect the information we collect, including encrypted (HTTPS) connections to the Website. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
8. Data Retention
We keep personal information for as long as needed to fulfill the purposes described in this policy, including to respond to you and provide care, and as required by law. Medical records are retained according to Kentucky and federal record-keeping requirements.
9. Your Choices and Rights
- Communications: you can unsubscribe from seminar or informational emails at any time using the link in the email or by contacting us.
- Access and correction: you may ask to review, correct, or delete personal information you submitted through the Website, subject to our legal and medical record-keeping obligations.
- Health information rights: patients' rights to access, amend, and receive an accounting of disclosures of PHI are described in our Notice of Privacy Practices.
Depending on where you live, you may have additional rights under your state's privacy laws. To make a request, contact us using the information below. We will verify your identity before acting on a request.
10. Children's Privacy
The Website is not directed to children under 13, and we do not knowingly collect personal information online from children under 13. A parent or legal guardian should contact us on behalf of a minor. If you believe a child has submitted personal information through the Website, please contact us and we will delete it.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will post the revised policy on this page and update the effective date above. Your continued use of the Website after changes are posted means you accept the revised policy.
12. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
Vanguard Surgical, LLC
Attn: Privacy Officer
2401 Terra Crossing Blvd, Suite 375
Louisville, KY 40245
Phone: (502) 912-8300
Email: info@vanguardsurgical.net