PRIVACY POLICY
The Center for Sleep & Wake Disorders
Last Updated: July 2026
1. OVERVIEW
The Center for Sleep & Wake Disorders (“we,” “us,” “our,” or “Company”) is committed to protecting your privacy and maintaining the confidentiality of your health information. This Privacy Policy explains our information practices and how we handle your data.
2. INFORMATION WE COLLECT
On Our Website
Our website is informational and does NOT collect patient information directly through forms or contact submissions. We do not have website-based contact forms, inquiry forms, or data collection tools.
Cookies & Analytics
Our website may use cookies and analytics tools to understand how visitors use our site (page views, time spent, navigation patterns, etc.). This data is anonymized and does not identify you personally.
3. THIRD-PARTY SERVICES & PATIENT INFORMATION
Important Notice
While we do NOT collect health information through our website, we direct patients to third-party services that DO collect Protected Health Information (PHI). You should review each service’s privacy policy before sharing your information.
Third-party services we use or recommend:
AdvancedMD Patient Portal (Existing Patients)
- Used for: secure medical records access, test results, messaging, appointments
- Data collected: name, DOB, medical history, test results, treatment information
- Privacy Policy: [AdvancedMD Privacy Policy URL]
- HIPAA Status: Business Associate Agreement in place
ZocDoc (New Patient Scheduling & Intake)
- Used for: appointment scheduling, new patient questionnaire, insurance information
- Data collected: name, phone, email, insurance details, basic health history
- Privacy Policy: [ZocDoc Privacy Policy URL]
- HIPAA Status: Business Associate Agreement in place
JotForm (Potential Future Patient Forms)
- Used for: patient questionnaires, follow-up forms, intake documents
- Data collected: varies by form (health history, symptoms, medications, etc.)
- Privacy Policy: [JotForm Privacy Policy URL]
- HIPAA Status: Supports HIPAA Business Associate Agreements
[Future EMR System] (As applicable)
- May be implemented for multi-location coordination
- Will maintain HIPAA compliance and Business Associate Agreements
Your Responsibility
When you interact with these third-party services, you are sharing your information directly with them, not with our website. We recommend:
- Reading each service’s Privacy Policy before submitting information
- Reviewing their HIPAA compliance statements
- Understanding how they use and protect your data
We believe these services maintain appropriate HIPAA compliance, but we are not responsible for their privacy practices. If you have concerns about a third-party service’s privacy practices, contact them directly.
4. SECURE COMMUNICATION CHANNELS
To contact us or share health information, use one of these secure, HIPAA-compliant channels:
Phone: 301-654-1575
- Secure phone line monitored during business hours
- Front desk: 9:00 AM – 12:00 PM, 2:00 PM – 4:00 PM
- After-hours voicemail available
Fax: 301-654-5658
- Secure fax transmission
Patient Portal (AdvancedMD): https://pp-wfe-100.advancedmd.com/account/logon?lk=120481
- For existing patients only
- Secure messaging, records access, results
- For new patient scheduling and intake
In Person:
- Chevy Chase, MD location: 5454 Wisconsin Ave, Suite 1335, Chevy Chase, MD 20815
Important: Do NOT send Protected Health Information via unsecured email or through our website. Email is not secure and we do not accept PHI through email unless the patient has signed our Email Authorization form.
5. HIPAA COMPLIANCE
Our Obligations
The Center for Sleep & Wake Disorders is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). We maintain strict standards to protect your Protected Health Information (PHI):
- We limit access to PHI to authorized clinical and administrative staff only
- We use physical, technical, and administrative safeguards to protect your information
- We encrypt data in transit and at rest
- We maintain audit trails of who accesses your information and when
- We conduct regular security assessments and staff training
- We report any breaches of your information as required by law
Your HIPAA Rights
Under HIPAA, you have the right to:
Access Your Records
- Request a copy of your medical records
- Review what information we have about you
- Receive records in a format of your choice
Amend Your Records
- Request corrections to inaccurate information
- Add additional information you believe is important
Request Restrictions
- Request limitations on how we use or disclose your information
- Request that we not contact you at certain phone numbers or addresses
Request Confidential Communications
- Ask us to contact you at an alternate address or phone number
Receive Notice of Breaches
- Be notified if your information is breached
Opt Out of Marketing
- Decline to receive marketing communications from us
Request Accounting of Disclosures
- Know who we have shared your information with and why
To exercise any of these rights, contact: [Privacy Officer Name/Title, Phone, Email]
6. HOW WE USE YOUR INFORMATION
We use information you provide for:
- Diagnosing and treating your sleep disorder
- Scheduling and managing your appointments
- Billing and insurance processing
- Following up on your care and treatment outcomes
- Communicating test results and medical recommendations
- Conducting research (if you consent)
- Improving our services and patient care
- Complying with legal and regulatory obligations
- Maintaining business operations and security
We do NOT:
- Sell or rent your personal information
- Share your information with third parties for their marketing purposes
- Use your information for purposes other than those described above without your consent
7. INFORMATION SHARING
When We May Share Your Information
Your health information may be shared with:
Healthcare Providers
- Other physicians and specialists involved in your care (with your consent)
Insurance Companies
- For billing, claims processing, and eligibility verification
Business Associates
- Third parties contractually bound to protect your information (AdvancedMD, ZocDoc, etc.)
- All Business Associates have signed HIPAA agreements
Legal/Regulatory Requirements
- Law enforcement or public health authorities when required by law
- Court orders or subpoenas
Payment Processing
- Credit card processors and payment systems (encrypted, secure)
What We Do NOT Share
We do not share your health information with:
- Marketing companies or advertisers
- Data brokers
- Third parties for their commercial purposes
- Anyone without your explicit consent (except as required by law)
8. DATA RETENTION
We retain your medical records and health information:
Active Patients: During the course of your treatment and for a minimum of 3 years after your last visit
Inactive Patients: For a minimum of 3 years after your last visit, in accordance with Maryland state law and medical record retention standards
Billing Records: Retained for a minimum of 5 years for tax and regulatory purposes
After the retention period, records are securely destroyed (shredded or encrypted deletion).
9. CHILDREN’S PRIVACY
Our services are intended for adults and adolescents seeking sleep medicine treatment. For patients under 18, a parent or guardian must provide consent.
We do not knowingly collect personal information from children under 13 without parental consent. If we become aware of such collection, we will delete it immediately.
10. YOUR CALIFORNIA & VIRGINIA PRIVACY RIGHTS
If you are a California or Virginia resident, you have additional rights under the California Consumer Privacy Act (CCPA) and Virginia Consumer Data Protection Act (VCDPA):
Right to Know: You may request what personal information we collect
Right to Delete: You may request deletion of personal information (subject to legal retention requirements)
Right to Opt-Out: You may opt out of the sale of personal information (we do not sell your information)
Right to Non-Discrimination: We will not discriminate against you for exercising these rights
To exercise these rights, contact: [Privacy Officer Email/Phone]
11. SECURITY MEASURES
We implement industry-standard security measures to protect your information:
- Encrypted connections (HTTPS) on our website
- Secure patient portals with password protection
- Restricted access to patient records (authorized staff only)
- Regular staff training on privacy and security
- Regular security assessments and updates
- Secure document destruction (shredding/encryption)
- Firewalls and intrusion detection systems
- Regular backup and disaster recovery procedures
Important: No method of transmission over the internet is 100% secure. While we use industry-standard protections, we cannot guarantee absolute security.
12. CONTACT INFORMATION
If you have questions about this Privacy Policy, our privacy practices, or to exercise your privacy rights, contact:
Privacy Officer
Name: Matthew Henning
Phone: 301-654-1575
Email: Matthew.Henning@sleepdoc.com
Mailing Address: The Center for Sleep & Wake Disorders 5454 Wisconsin Ave, Suite 1335 Chevy Chase, MD 20815
Response Time: We will respond to privacy requests within 30 days or as required by law.
13. COMPLAINTS
If you believe your privacy rights have been violated, you may:
- Contact us directly (see Contact Information above)
- File a complaint with the U.S. Department of Health & Human Services (HHS) Office for Civil Rights:
- Website: https://www.hhs.gov/ocr/privacy/hipaa/complaints/
- Phone: 1-800-368-1019
You will not be retaliated against for filing a complaint.
14. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. Changes will be posted on this page with an updated “Last Updated” date.
Significant changes will be communicated to you via:
- Email notification (if we have your email)
- Notice on our website
- In-person notification at your next appointment
Your continued use of our services after changes are posted constitutes your acceptance of the updated Privacy Policy.
15. ACKNOWLEDGMENT
By using our services, you acknowledge that you have read and understood this Privacy Policy and agree to our privacy practices.
The Center for Sleep & Wake Disorders
Diagnosing and Treating Sleep Disorders in the DC Area Since 1995