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Privacy Policy

Effective Date: 3/12/2026

This Website Privacy Policy describes how CityDoc Urgent Care (“CityDoc,” “we,” “us,” or “our”) collects, uses, shares, and protects information gathered through citydoc.net (the “Website”). By accessing or otherwise using the Website, you consent to the data practices described in this policy.

To the extent that any information you submit through the Website constitutes protected health information as defined by HIPAA, we will handle such information in accordance with our Notice of Privacy Practices, the HIPAA Privacy Rule (45 C.F.R. Parts 160 and 164), and the Texas Medical Records Privacy Act (Texas Health and Safety Code, Chapter 181). Our Notice of Privacy Practices describes your rights with respect to your protected health information, including your right to access, amend, and request restrictions on the use and disclosure of your protected health information. A copy of our Notice of Privacy Practices is available here: Notice of Privacy Practices.

Who We Are

CityDoc is committed to complying with all applicable federal and state laws governing the privacy and security of your information. The Website is designed to comply with existing federal standards for the privacy and confidentiality of health care information. The database and software components are structured to provide that maintenance and routine troubleshooting occur with no access to your personal information. A security system helps protect against unauthorized access or misuse by authorized users.

CityDoc Urgent Care operates four urgent care clinic locations serving the Dallas–Fort Worth, Texas area. We provide in-person walk-in care and virtual (Video Visit) telehealth services exclusively to patients located in the State of Texas.

Privacy Contact:
CityDoc Urgent Care
2909 McKinney Ave., Ste. B
Dallas, TX 75204
Phone: 214-871-7000

Information We Collect on This Website

Personal Information Provided by You

We collect information from you when you use the Website, contact us for help or information, or otherwise voluntarily provide your Personal Information. When you use the Website to interact with CityDoc services, you may voluntarily submit:

  • Online Check-In: Name, contact information, reason for visit, and preferred location
  • Video Visit Scheduling: Name, contact information, insurance details, and reason for visit (collected through Solv Health — see below)
  • Contact Forms / General Inquiries: Name, email address, phone number, and message content
  • Insurance Verification: Insurance carrier and member ID

All forms that request personal information ensure secure and encrypted transmissions. If you submit any health-related information through the Website, such information will be treated as protected health information and handled in accordance with HIPAA and our Notice of Privacy Practices.

Information Collected Automatically

We also automatically collect Usage Data when you interact with the Website. When you visit the Website, our servers and third-party analytics providers may automatically collect certain information, including:

  • Browser type and version
  • Device type and operating system
  • Pages visited and time spent on each page
  • Referring website or search engine
  • Anonymized IP address
  • Interactions with website features (e.g., clicking “Check In” or “Book Video Visit”)

We may collect this information through the use of cookies, web beacons, pixel tags, and similar tracking technologies.

Cookies

Our website uses cookies — small text files placed on your device — to support website functionality and analytics. The types of cookies we use include:

  • Strictly Necessary Cookies — Required for the website to function; these cannot be disabled.
  • Analytics Cookies — Placed by Piwik Pro to collect anonymized usage data as described above.

You may disable cookies through your browser settings at any time. Disabling analytics cookies may limit your ability to use certain features but will not affect your ability to use core website features such as check-in or Video Visits.

How We Use Your Information

We may use the information we collect for the following purposes: to operate, maintain, and improve the Website and our services; to respond to your inquiries, comments, or requests; to process appointment requests and facilitate patient intake; to communicate with you about our services, events, and health-related information; to comply with applicable federal, state, and local laws and regulations, including HIPAA and the Texas Medical Records Privacy Act (Texas Health and Safety Code, Chapter 181); to detect, prevent, and address fraud, security breaches, or other potentially prohibited or illegal activities.

Disclosure of Your Information

We may share information collected through this Website with the following categories of third parties, and only for the purposes described below:

  • HIPAA-Compliant Service Providers. We share information with vendors that perform services on our behalf under executed BAAs, including Piwik Pro (website analytics) and Solv Health (online check-in and Video Visit platform). These vendors are contractually required to protect PHI and personal information in accordance with HIPAA and Texas law.
  • As Required by Law. We may disclose information as necessary to comply with applicable federal, state, or local laws, court orders, legal proceedings, or lawful requests from government authorities.
  • To Protect Rights and Safety. We may disclose information where we believe it is necessary to protect the rights, property, or safety of CityDoc, our patients, or others.

We do not sell, rent, or trade your personal information or PHI to third parties for marketing, advertising, or any other commercial purpose. We do not share website data with unaffiliated third parties for their own marketing purposes.

Our website uses Piwik Pro Analytics Suite, a HIPAA-certified analytics platform, to help us understand how visitors use our website and improve the online experience. Unlike common analytics tools, Piwik Pro is specifically designed for healthcare organizations handling sensitive data.

Key privacy protections in our Piwik Pro configuration:

  • IP Anonymization — Full IP addresses are never stored.
  • No Cross-Site Tracking — Your activity is not tracked across other websites.
  • No Data Selling — Piwik Pro does not share or sell website data to third parties or advertisers.
  • BAA Executed — We have a signed Business Associate Agreement (BAA) with Piwik Pro as required by HIPAA.
  • Data Sovereignty — Analytics data is stored on Piwik Pro’s secure, dedicated infrastructure.

We do not use Google Analytics, Meta Pixel, or any other non-HIPAA-compliant third-party tracking tools on this website.

Video Visits

CityDoc’s Video Visit telehealth services are facilitated through Solv Health (“Solv”), a HIPAA-compliant telehealth and patient engagement platform built for urgent care providers. When you book or join a Video Visit through our website, you will interact with Solv’s secure platform.

  • Solv encrypts all video visit sessions and associated data in transit and at rest. Electronic systems used to provide Video Visit services incorporate network and software security protocols to protect the confidentiality and integrity of patient PHI, including measures to safeguard data against unauthorized use, disclosure, and intentional or unintentional corruption.
  • We have executed a Business Associate Agreement (BAA) with Solv Health, ensuring PHI handled through the platform is protected to HIPAA and Texas law standards.
  • Video Visit services are available only to patients physically located in Texas at the time of the visit, in compliance with Texas telehealth laws. By using the Video Visit service, you certify that you are physically located in the State of Texas at the time you are receiving such services; CityDoc and our Health Care Professionals rely upon this certification in order to provide services to you.
  • Solv’s own privacy practices govern data collected directly within their platform; please review Solv’s Privacy Policy for details.

Online Check-In

Our online check-in tool allows you to save your spot at any CityDoc location before you arrive. CityDoc’s online check-in is facilitated through Solv Health, the same HIPAA-compliant platform used for our Video Visits. Information submitted through online check-in (name, contact details, reason for visit) is transmitted and stored within Solv’s secure, encrypted environment.

  • We have executed a Business Associate Agreement (BAA) with Solv Health covering both check-in and Video Visit functionality.
  • Information submitted at check-in is used solely to prepare for your visit and is handled in accordance with our Notice of Privacy Practices.
  • Please review Solv’s Privacy Policy for details on how Solv handles data collected directly within their platform.

SMS Communications

CityDoc may send you SMS (text message) communications related to your care, including appointment confirmations and check-in status notifications. CityDoc does not send marketing or promotional texts without the recipient’s prior express written consent.

These messages are facilitated through Solv Health, our HIPAA-compliant patient engagement platform.

  • Opt-In: You may subscribe to receive SMS messages from CityDoc at the mobile number that you provide when completing online check-in or scheduling a Video Visit through Solv. You acknowledge and represent that you are the current wireless service plan subscriber and/or an authorized user of the mobile phone number you provide, or that you have obtained permission from the subscriber or authorized user to enroll that number. If you grant permission to CityDoc, you grant CityDoc express permission to send automated text messages to the enrolled mobile number through your wireless phone carrier unless and until such permission is revoked as described below. Your consent to receive text messages shall continue unless and until you revoke it as described below. You are not required to agree to receive text messages in order to receive any service from CityDoc.
  • Opt-Out: You may opt out at any time by replying STOP to any CityDoc text message. Your text response should contain only the word STOP without any additional words, spaces, or characters either before or after the word STOP. You will receive one final confirmation message, after which no further SMS messages will be sent. To opt back in after opting out, reply START or contact us at 214-871-7000.
  • Help: Reply HELP to any CityDoc text message for assistance, or contact us directly at 214-871-7000.
  • Message Frequency: Message frequency varies based on your interactions with CityDoc (e.g., per appointment or visit).
  • Message & Data Rates: CityDoc does not charge a fee for text messages, but standard message and data rates may apply depending on your mobile carrier and plan. By providing your consent to receive text messages from CityDoc, you approve any such charges from your mobile carrier.
  • No Selling of Phone Numbers: Your mobile phone number is never sold, shared with third parties for marketing purposes, or used for advertising.
  • SMS and PHI: Any PHI transmitted via SMS through Solv is handled in accordance with our executed BAA and our Notice of Privacy Practices.

Third-Party Links

The Website may contain links to third-party websites, applications, or services that are not owned or controlled by us. This Privacy Policy does not apply to such third-party websites, and we are not responsible for their privacy practices or content. We encourage you to review the privacy policies of any third-party websites you visit.

Children’s Privacy

The Website is not directed to individuals under the age of thirteen (13), and we do not knowingly collect personal information from children under thirteen. If we learn that we have collected personal information from a child under the age of thirteen without verified parental consent, we will take steps to delete such information promptly. If you believe that a child under thirteen has provided us with personal information, please contact us using the information provided below.

Your Rights

It is important to us that you are able to access and review the personal information we have about you and make corrections to it or delete it, as necessary. If you have any questions about how to access your personal information or wish to exercise any of your privacy rights, please contact us at the information provided below. For questions about your rights as a patient with respect to your protected health information, including access to your medical records, please refer to our Notice of Privacy Practices.

How We Protect Website Data

We implement industry-standard technical and organizational safeguards to protect information collected through this website, including:

  • SSL/TLS encryption for all data transmitted between your browser and our website.
  • Access controls limiting data access to authorized CityDoc personnel.
  • HIPAA-compliant vendors with signed BAAs for all tools that may handle PHI.
  • Regular security reviews of our website technology stack.

However, the security of information transmitted through the internet can never be guaranteed. We are not responsible for any interception or interruption of any communications through the internet or for changes to or losses of data. In order to protect you and your data, we may suspend your use of the Website, without notice, pending an investigation, if any breach of security is suspected.

We retain information as long as it is necessary and relevant for our operations. We also retain Personal Information to comply with applicable law, prevent fraud, resolve disputes, troubleshoot problems, assist with any investigation, and other actions permitted by law. After it is no longer necessary for us to retain information, we dispose of it according to our data retention and deletion policies.

Changes to This Policy

We may update this Website Privacy Policy periodically to reflect changes in technology, law, or our practices. When we make material changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this policy periodically.

Questions or Concerns

If you have questions or concerns about this Privacy Policy, our privacy practices, or if you wish to exercise any of your privacy rights, please contact us at:

CityDoc Urgent Care
2909 McKinney Ave., Ste. B
Dallas, TX 75204
Phone: 214-871-7000
Website: citydoc.net

For questions about your rights as a patient, including access to your medical records, please refer to our Notice of Privacy Practices. If you believe your privacy rights have been violated, you may file a complaint with CityDoc or directly with the Secretary of the U.S. Department of Health and Human Services. You will not be penalized in any way for filing a complaint.