Privacy Policy

1. Introduction and Business Identification

This Privacy Policy is provided by Vios Fertility, located at 2516 Waukegan Rd, Suite 370, Glenview, IL 60025 (referred to throughout this document as "Vios Fertility," "we," "us," or "our"). Our website is accessible at https://viosfertility.com.

Vios Fertility is a specialty healthcare clinic offering a comprehensive range of fertility-related medical services, including but not limited to:

• Fertility Evaluation
• IVF (In Vitro Fertilization)
• IUI (Intrauterine Insemination)
• Egg Freezing and Fertility Preservation
• Third-Party Reproduction (Donor Egg, Donor Sperm, Gestational Carrier)
• Second Opinions
• Fertility Wellness Check
• Ovulation Induction and Timed Intercourse
• Frozen Embryo Transfer (FET)
• Genetic Testing of Embryos (PGT)
• Fertility Surgery
• Male Fertility Evaluation

This Privacy Policy describes how we collect, use, disclose, and protect information about individuals who interact with our clinic, our website, and our care coordination communications. By accessing our website or providing your information to us, you acknowledge that you have read and understood this Privacy Policy. This policy is effective as of October 13, 2026.

This Privacy Policy should be read in conjunction with our SMS Terms, available at https://lp.viosfertility.com/sms-terms, which governs our text message communications program.

2. Information We Collect

We collect information from you in several ways, including directly from you when you contact us, through our website, and through your ongoing relationship with our clinic as a patient or prospective patient. The categories of information we may collect include:

2.1 Personal Identification Information

• Full legal name
• Date of birth
• Home address and mailing address
• Email address
• Mobile telephone number
• Emergency contact information

2.2 Health and Medical Information

• Medical history relevant to fertility care and treatment
• Insurance information and coverage details
• Treatment preferences and care coordination notes
• Referral information from other healthcare providers

2.3 Website and Technical Information

• IP address and browser type
• Pages visited and time spent on our website
• Device identifiers and operating system information
• Referring URLs and website navigation data collected via cookies and similar tracking technologies

2.4 Communications Information

• Records of correspondence with our clinic, including emails and web form submissions
• Consent records for text message communications
• Appointment scheduling information

You are not required to provide all of the information listed above; however, certain information is necessary for us to provide you with medical services and to coordinate your care effectively.

3. How We Use Your Information

Vios Fertility uses the information we collect for lawful, specific, and legitimate purposes related to the provision of fertility healthcare services and the coordination of patient care. We do not use your information for purposes that are incompatible with the reasons for which it was originally collected. Specifically, we use your information for the following purposes:

3.1 Patient Care and Clinical Services

• Scheduling, confirming, and managing your appointments
• Coordinating your medical care across our clinical team and with referring providers
• Providing fertility evaluation, treatment, and follow-up services
• Processing insurance claims and verifying benefits

3.2 Care Coordination Communications

• Sending appointment reminders and scheduling updates via text message or email, subject to your consent
• Providing care coordination notifications relevant to your ongoing treatment
• Communicating important clinical or administrative updates related to your care

3.3 Operational and Administrative Purposes

• Maintaining accurate patient records
• Processing payments and managing billing inquiries
• Complying with applicable legal, regulatory, and accreditation obligations
• Improving the quality and safety of our clinical services

3.4 Website and Technology Operations

• Operating, maintaining, and improving our website
• Analyzing website usage to enhance user experience
• Detecting, preventing, and responding to security incidents or technical problems

We process your information only to the extent necessary to fulfill these purposes and in accordance with applicable law, including the Health Insurance Portability and Accountability Act (HIPAA) where applicable.

4. HIPAA and Protected Health Information

As a healthcare provider, Vios Fertility is a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations, including the HIPAA Privacy Rule and the HIPAA Security Rule. We handle your Protected Health Information (PHI) in accordance with our obligations under HIPAA and our separately maintained Notice of Privacy Practices, which is provided to patients at the time of service.

Your PHI includes any individually identifiable health information that relates to your past, present, or future physical or mental health condition, the provision of healthcare to you, or payment for your healthcare services.

4.1 No PHI Transmitted via SMS

Vios Fertility does not transmit Protected Health Information (PHI) through SMS text messages. Our text message program is limited to care coordination communications such as appointment reminders, scheduling confirmations, and administrative notifications. These messages are designed and reviewed to ensure that they do not contain PHI. Sensitive clinical information, diagnoses, treatment details, test results, and other PHI are communicated only through secure, HIPAA-compliant channels.

Patients who require access to their PHI or who wish to discuss sensitive health information are encouraged to contact our clinic directly or to use our designated secure patient communication channels.

4.2 Notice of Privacy Practices

Our full Notice of Privacy Practices, which describes your rights with respect to your PHI and our obligations under HIPAA, is available at our clinic and upon request. That notice governs our use and disclosure of PHI and supplements this Privacy Policy with respect to health information.

5. Data Security

Vios Fertility takes the security of your personal information seriously. We implement and maintain reasonable and appropriate administrative, technical, and physical safeguards designed to protect your information from unauthorized access, use, disclosure, alteration, and destruction.

5.1 Security Measures

Our security practices include, but are not limited to:

• Encryption of data in transit and, where appropriate, at rest
• Access controls that limit access to personal information to authorized personnel who have a legitimate need to access it
• Regular review and updating of our security policies and procedures
• Employee training on privacy and data security obligations
• Vendor agreements that include appropriate data protection commitments

5.2 Limitations

While we strive to use commercially reasonable means to protect your information, no method of transmission over the internet and no electronic storage system is completely secure. We cannot guarantee absolute security of your information. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately using the contact information provided in this policy.

5.3 Breach Notification

In the event of a data breach affecting your personal information, we will notify you and any applicable regulatory authorities as required by applicable law, including HIPAA breach notification requirements where PHI is involved and applicable state breach notification laws.

6. Third-Party Service Providers

Vios Fertility works with carefully selected third-party service providers that assist us in operating our clinic, delivering our services, and conducting our communications programs. These providers are engaged as data processors and are authorized to access or process your information only to the extent necessary to perform services on our behalf.

6.1 SMS Delivery Vendors

To facilitate our text message care coordination program, we engage third-party SMS delivery vendors and telecommunications platforms that act as processors of the information required to transmit messages to your mobile device. These vendors process information such as your mobile telephone number and the content of care coordination messages solely for the purpose of delivering those messages on our behalf. They are contractually prohibited from using your information for any other purpose.

Our SMS program operates in compliance with applicable carrier requirements, including the A2P 10DLC (Application-to-Person 10-Digit Long Code) registration requirements established by wireless carriers and industry bodies.

6.2 Other Service Providers

We may also share your information with other categories of third-party service providers, including:

• Electronic health record (EHR) and practice management software vendors
• Medical billing and insurance processing services
• Website hosting and technology infrastructure providers
• Analytics and website performance services

Where required by HIPAA, we enter into Business Associate Agreements (BAAs) with service providers that have access to PHI.

6.3 No Sale of Patient Data

Vios Fertility does not sell, rent, trade, or otherwise transfer your personal information or patient data to any third party for monetary or other valuable consideration. Your information is shared with third parties only as described in this Privacy Policy and as necessary to provide you with healthcare services and care coordination communications.

6.4 Legal Disclosures

We may disclose your information to third parties when required by law, court order, or governmental authority, or when we believe in good faith that such disclosure is necessary to protect our rights, protect your safety or the safety of others, or respond to a legal process.

7. Data Retention

Vios Fertility retains your personal information and patient records for as long as necessary to fulfill the purposes for which the information was collected, to provide you with ongoing care, and to comply with applicable legal, regulatory, and accreditation obligations.

7.1 Medical Records

Medical records, including records of your clinical care at Vios Fertility, are retained in accordance with applicable Illinois state law and federal regulations governing medical record retention by healthcare providers. Under Illinois law, adult patient records are generally retained for a minimum of ten (10) years from the date of the last entry. Records pertaining to minors may be retained for longer periods as required by law.

7.2 Communication and Consent Records

Records of your consent to receive text messages and logs of care coordination communications are retained for a minimum of five (5) years or for such longer period as may be required by applicable law, including TCPA compliance obligations.

7.3 Website and Technical Data

Website usage and technical data collected through cookies and similar technologies are retained in accordance with our cookie management practices and are generally retained for shorter periods appropriate to their operational purpose.

7.4 Secure Disposal

When personal information is no longer required to be retained, we dispose of it in a secure manner designed to prevent unauthorized access, disclosure, or reconstruction of the information, consistent with HIPAA requirements and applicable state law.

8. Your Rights

Depending on your relationship with Vios Fertility and applicable law, you may have certain rights with respect to your personal information. We are committed to honoring these rights in accordance with our legal obligations.

8.1 Right to Access

You have the right to request access to the personal information we hold about you. With respect to your medical records and PHI, your right of access is governed by HIPAA and is described in our Notice of Privacy Practices. You may submit a written request to access your personal information by contacting us using the information provided in Section 11 of this policy.

8.2 Right to Correction

You have the right to request that we correct inaccurate or incomplete personal information we hold about you. We will review your correction request and make updates where appropriate and consistent with our clinical and legal obligations. We may retain a record of the original information alongside any correction, as required by law or our record-keeping obligations.

8.3 Right to Deletion

You may request that we delete personal information we hold about you. Please be aware that this right is subject to important limitations. We may be required to retain certain information under applicable law, including medical record retention requirements under Illinois law and federal regulations, HIPAA obligations, and other legal or contractual requirements. We will inform you of any limitations on our ability to fulfill a deletion request.

8.4 Right to Opt Out of Text Messages

You have the right to opt out of receiving text messages from Vios Fertility at any time. Instructions for opting out of our text message program are provided in our SMS Terms, available at https://lp.viosfertility.com/sms-terms. You may also contact us directly to request removal from our text message program. Please note that opting out of text messages does not affect our ability to contact you by other means, including by telephone or mail, for purposes related to your medical care.

8.5 HIPAA Privacy Rights

As a patient, you have additional rights under HIPAA with respect to your PHI, including the right to request restrictions on certain uses and disclosures, the right to receive a copy of our Notice of Privacy Practices, and the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights. These rights are described in detail in our Notice of Privacy Practices.

8.6 How to Exercise Your Rights

To exercise any of the rights described in this section, please submit your request in writing to Vios Fertility using the contact information in Section 11. We will respond to your request within the timeframe required by applicable law and will inform you if we are unable to fulfill your request and the reason why.

9. Children's Privacy

The website and services of Vios Fertility are directed to adults and are not intended for use by children under the age of 13. We do not knowingly collect personal information directly from children under the age of 13 through our website or online communications.

In certain clinical contexts, Vios Fertility may provide medical services to patients who are minors, including in connection with fertility preservation or related care. In these circumstances, personal and medical information is collected and handled in accordance with applicable law, HIPAA, and with the involvement of a parent or legal guardian as required.

If we become aware that we have inadvertently collected personal information from a child under the age of 13 through our website without verifiable parental consent, we will take prompt steps to delete that information from our records. If you believe that we may have collected information from a child under 13 through our website without appropriate authorization, please contact us immediately using the information provided in Section 11.

10. Changes to This Policy

Vios Fertility reserves the right to update or modify this Privacy Policy at any time to reflect changes in our practices, applicable law, regulatory requirements, or operational needs. When we make changes to this Privacy Policy, we will update the effective date displayed at the top of the policy.

We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information. The current version of this Privacy Policy is available at https://lp.viosfertility.com/privacy-policy.

For material changes that significantly affect your rights or the way we handle your information, we will make reasonable efforts to provide notice, which may include posting a prominent notice on our website, sending a notice to the email address we have on file for you, or other appropriate means. Your continued use of our website or services after the effective date of any updated Privacy Policy constitutes your acknowledgment of the changes.

If you disagree with the terms of any revised Privacy Policy, you may discontinue your use of our website and may contact us to discuss how your information is handled.

11. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy, our data practices, or your rights with respect to your personal information, please contact us using the following information:

• Business Name: Vios Fertility
• Mailing Address: 2516 Waukegan Rd, Suite 370, Glenview, IL 60025
• Email Address: angiebeltsos@gmail.com
• Website: https://viosfertility.com
• Privacy Policy URL: https://lp.viosfertility.com/privacy-policy
• SMS Terms URL: https://lp.viosfertility.com/sms-terms

We will make every reasonable effort to respond to your inquiry in a timely manner. For requests related to your medical records or PHI, please be prepared to verify your identity to protect the confidentiality of your information.

If you believe your privacy rights under HIPAA have been violated, you also have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at https://www.hhs.gov/ocr. Filing a complaint with our clinic or with HHS will not result in any retaliation against you.

SMS and Text Message Communications