Privacy Policy

AUDICOG, LLC  |  d/b/a AUDICOG Hearing & Brain Health Institute

audicog.com

Effective Date: April 5, 2026

 

1. Introduction

AUDICOG, LLC, operating under the registered trade name (d/b/a) “AUDICOG Hearing & Brain Health Institute” (referred to as “AUDICOG,” “we,” “us,” “our,” or “Company” throughout this Privacy Policy), is committed to protecting your privacy and ensuring you have a positive experience on our website (audicog.com) and when using our services. AUDICOG Hearing & Brain Health Institute is a trade name and does not constitute a separate legal entity.

We are committed to protecting your privacy and ensuring you have a positive experience on our website (audicog.com) and when using our services. This Privacy Policy explains how we collect, use, disclose, safeguard, and otherwise handle your information, including Protected Health Information (PHI) subject to the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH Act), and applicable Texas state privacy and medical records laws, including the Texas Medical Records Privacy Act (Tex. Health & Safety Code Ch. 181) and the Texas Identity Theft Enforcement and Protection Act (Tex. Bus. & Com. Code Ch. 521).

AUDICOG, LLC is the HIPAA covered entity responsible for the use and disclosure of your Protected Health Information.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our website or services. By accessing or using our website, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Privacy Policy.

This Privacy Policy supplements, but does not replace, our Notice of Privacy Practices (NPP), which provides additional detail about how we use and disclose your Protected Health Information as required by HIPAA. A copy of our NPP is available on this page below.

 

2. Scope and Applicability

This Privacy Policy applies to all personal information and health information we collect, use, maintain, and disclose through:

• Our website at audicog.com
• Our mobile applications, if any
• Our telehealth and virtual consultation platforms, if any
• Our services and products, whether delivered in person or remotely
• Communications with our staff
• Third-party platforms and tools we use

3. Information We Collect

3.1 Protected Health Information (PHI)

We may collect health information to provide you with hearing-related services and support. This may include:

• Audiological data and hearing test results
• Medical history and health conditions
• Device fittings and adjustments
• Treatment recommendations and notes
• Cognitive screening and brain health assessment results
• Other information necessary to provide professional audiology and brain health services

3.2 Personally Identifiable Information (PII)

We may collect the following personal information:

• Name, address, phone number, and email address
• Date of birth and demographic information
• Insurance information and billing details
• Payment information (credit card, banking details)
• Emergency contact information
• Government-issued identification numbers (as permitted by law)

3.3 Technical and Usage Information

We may automatically collect:

• IP address and browser type
• Pages visited and time spent on our website
• Referring website URL
• Device information (operating system, device identifiers)
• Cookie and tracking technology data

3.4 Information from Third Parties

We may receive information about you from:

• Healthcare providers and referring physicians
• Insurance companies and third-party payers
• Business partners and affiliates
• Public sources and data aggregators

4. How We Use Your Information

We use information we collect for the following purposes:

 

4.1 Treatment Purposes

• To provide comprehensive audiology evaluations and testing
• To fit and adjust hearing aids or other hearing devices
• To provide hearing conservation and rehabilitation services
• To conduct cognitive screening and brain health assessments
• To develop individualized treatment and management plans
• To coordinate care with your physician or other healthcare providers
• To maintain medical records and clinical documentation

4.2 Administrative and Operational Purposes

• To process payments, insurance claims, and manage billing
• To send appointment reminders (via phone, email, text, or mail)
• To follow up on hearing aid repairs, adjustments, or battery orders
• To communicate test results and treatment recommendations
• To provide educational information about hearing loss, hearing health, and brain health
• To comply with legal, regulatory, and licensing requirements

4.3 Quality Improvement and Operations

• To improve our services and patient satisfaction
• To conduct quality assurance and peer review
• For care coordination and case management
• To evaluate staff competence and provide training
• For research and educational purposes (with your written authorization and, where applicable, Institutional Review Board approval)
• To establish and defend legal claims

4.4 De-Identified and Aggregated Data

We may use de-identified or aggregated data—that is, data from which all individually identifying information has been removed in accordance with the HIPAA Safe Harbor or Expert Determination methods—for analytics, quality improvement, research, and educational purposes. De-identified data is not subject to the restrictions of this Privacy Policy or HIPAA.

 

4.5 Combination of Website Data with PHI

We may combine information collected through our website (such as technical and usage data) with other information we have about you, including, if you are a patient, any PHI we maintain. If we combine website-collected information with your PHI, we will treat all of that combined information as PHI and will only use or disclose it as set forth in our Notice of Privacy Practices and in accordance with HIPAA.

 

4.6 Survey and Feedback Data

We may occasionally survey patients, website visitors, or other stakeholders. Survey information is used in aggregated, de-identified form to help us understand the needs of our patients and improve our services. We generally do not request information in surveys that would personally identify you. If we do request contact information for follow-up purposes, you may decline to provide it. Any personally identifiable information provided through surveys is shared only with those individuals who need it to respond to your question or request, or with service providers who have agreed to keep such data confidential.

 

5. How We Disclose Your Information

We may disclose your information only as follows:

 

5.1 With Your Authorization

We will only disclose your PHI to third parties when you provide explicit written consent. You may revoke this authorization at any time by notifying us in writing. Revocation will not affect disclosures already made in reliance on your prior authorization.

 

5.2 Without Authorization (As Permitted by HIPAA)

We may disclose PHI without your authorization for:

• Treatment: To other healthcare providers involved in your care
• Payment: To insurance companies and third-party payers
• Healthcare Operations: For quality improvement and administrative purposes
• Legal Requirements: When required by law, court order, or government agency
• Emergency Situations: When necessary to protect health and safety
• Public Health Activities: As required for disease reporting, vital statistics, or public health surveillance
• Business Associates: To contractors who perform services on our behalf under HIPAA Business Associate Agreements

5.3 Business Associates

We may disclose your information to business associates who assist us in providing services. These associates are contractually obligated under HIPAA Business Associate Agreements to maintain the confidentiality and security of your information and may only use it for the purposes we specify. Business associates who assist AUDICOG, LLC in providing services include:

• Electronic health record (EHR) providers
• Billing and claims processing companies
• Legal and accounting advisors
• IT service providers and data hosting companies
• Telecommunications and administrative services
• Telehealth platform providers

5.4 Business Transactions

In the event of a merger, acquisition, reorganization, dissolution, sale or transfer of all or a portion of the assets of AUDICOG, LLC (whether as a going concern or as part of a bankruptcy, liquidation, or similar proceeding), your information, including PHI, may be among the assets transferred to the successor entity. Any such successor will be required to comply with the terms of this Privacy Policy and applicable HIPAA requirements with respect to your information. We will provide notice of any such transfer as required by law.

 

5.5 SMS and Text Message Information

AUDICOG, LLC does not sell, rent, or share mobile phone numbers or SMS consent information with third parties or affiliates for marketing purposes. SMS consent is not shared with third parties. Phone numbers and SMS opt-in data are used solely to send the types of messages described in Section 11.2 of this Privacy Policy and in our SMS Terms & Conditions. This applies to all SMS communications sent through our telephone and messaging platform providers, including RingCentral.

 

6. Security of Your Information

We implement comprehensive administrative, physical, and technical safeguards to protect your information from unauthorized access, alteration, destruction, or disclosure. These safeguards include:

• Encryption of data in transit and at rest
• Secure user authentication and access controls
• Role-based access restrictions enforcing the HIPAA minimum necessary standard
• Firewalls and intrusion detection systems
• Regular security assessments and vulnerability testing
• Staff training on privacy and security practices
• Physical security measures for facilities and servers
• Audit logs and monitoring of system access
• Policies for secure disposal of information
• Internal sanctions policy for unauthorized access or misuse of patient information by workforce members

However, no method of transmission over the Internet or electronic storage is completely secure. While we take commercially reasonable steps to protect your information, we cannot guarantee absolute security.

If we discover a breach of security, we will notify you as required by HIPAA, the HITECH Act, and applicable Texas law.

 

7. Clinician and Workforce Compliance

All clinicians, employees, contractors, and workforce members of AUDICOG, LLC operate under a unified HIPAA compliance program and are required to:

• Complete annual privacy and security training
• Access only the minimum necessary PHI required to perform their job functions
• Follow established protocols for PHI handling, documentation, and communication
• Report any suspected privacy or security incidents promptly
• Comply with all internal policies, and acknowledge that violations are subject to disciplinary action up to and including termination and referral to appropriate authorities

AUDICOG, LLC maintains professional liability and appropriate insurance coverage for its clinical professionals, administrative operations, and technology infrastructure. Individual clinicians acting within the scope of AUDICOG’s policies and procedures are supported by AUDICOG’s compliance infrastructure.

AUDICOG, LLC retains full control over all clinical decisions, patient care, professional judgment, business operations, technology, and administrative functions.

 

8. Retention of Information

We retain your information for as long as necessary to:

• Provide continuous care and maintain medical records
• Comply with legal and regulatory requirements
• Support billing and payment disputes
• Defend against legal claims
• Support quality improvement initiatives

Generally, we retain medical records for a minimum of 6 years from the last encounter, or longer if required by Texas law or other applicable regulations (including pediatric records, which are retained until the minor reaches age 21, plus applicable retention periods). After the retention period expires, we securely destroy information in accordance with HIPAA and Texas law requirements.

Technical and usage information collected through our website for non-healthcare purposes is retained for a period of two (2) years from the date of collection, after which it is securely deleted unless a longer retention period is required for legal or regulatory purposes.

 

9. Your HIPAA Rights

Under HIPAA, you have the following rights:

 

9.1 Right to Access

You have the right to inspect and receive a copy of your medical records and health information in a timely manner. To request access, contact us at (281) 888-0882 or email at privacy@audicog.com. We will respond within 30 days, with one 30-day extension if necessary with written notice.

 

9.2 Right to Amendment

You have the right to request amendment of your health information if you believe it is inaccurate or incomplete. We will respond to your request within 60 days. If we deny your request, we will provide a written explanation.

 

9.3 Right to Accounting of Disclosures

You have the right to receive a list of disclosures we have made of your health information, except for those made in the course of treatment, payment, or healthcare operations.

 

9.4 Right to Confidential Communications

You have the right to request that we communicate with you about your health information at alternative locations or through alternative means.

 

9.5 Right to Request Restrictions

You have the right to request that we limit the use and disclosure of your health information. We are required to agree to restrictions on disclosures to a health plan for services you paid for entirely out of pocket. For other restriction requests, we are not required to agree but will consider them in good faith.

 

9.6 Right to Opt-Out of Marketing

You have the right to opt out of receiving marketing communications. You can do this by following the unsubscribe instructions in any marketing email we send you or by contacting us directly.

 

9.7 Right to Request Deletion of Non-PHI Data

You may request that we delete personal information we have collected about you through our website or other non-clinical interactions (such as technical data, cookie data, or contact form submissions) that does not constitute Protected Health Information. To make such a request, contact our Privacy Officer using the information in Section 20. We will respond within 30 business days. Please note that we may not be able to honor deletion requests in all cases—for example, where we are required by law to retain certain records, where the data has been incorporated into your medical record and is therefore governed by HIPAA retention requirements, or where we need the information to fulfill a legal obligation or defend a legal claim.

 

10. Telehealth and Virtual Services

If AUDICOG offers telehealth or virtual consultation services, the following additional provisions apply:

• Telehealth sessions may be conducted using third-party platforms that comply with HIPAA requirements and maintain Business Associate Agreements with AUDICOG
• We do not record telehealth sessions unless we obtain your prior written consent
• You are responsible for ensuring your end of the telehealth session takes place in a private setting
• Telehealth services may be subject to additional state licensing requirements depending on your location; AUDICOG provides telehealth services only in jurisdictions where its clinicians are licensed to practice
• Technical issues during telehealth sessions may require rescheduling at no additional cost to you

11. Electronic Communications and Security

We may use secure and non-secure methods to communicate with you about your hearing healthcare, including:

• Phone calls and voicemail
• Text messages (SMS)
• Email
• Secure patient portal (if available)
• Regular mail

Important: Email and text messages sent outside of a secure patient portal may not be encrypted and could be read by others. By providing your email address or phone number, you acknowledge that you understand these risks and consent to receive communications from us using these methods.

To ensure your privacy, we recommend:

• Do not include your full date of birth, hearing aid serial numbers, or account numbers in email messages
• Request secure communication if you have sensitive health information to share
• Contact us by phone at (281) 888-0882 for urgent or confidential matters
• Use the secure form on our website at audicog.com for sensitive health information

Our website may use cookies and other tracking technologies to remember your preferences, understand how you use our website, enhance website functionality, analyze website traffic, and deliver targeted content.

 

11.1 Cookies and Tracking Technologies

We, and our vendors, may use cookies, web beacons, pixels, and other similar technologies on our website. These technologies may collect your IP address, device identifier, browser type, operating system, data regarding the device you are using, and information about your visit to our website, such as access times, duration, pages visited, and how you arrived at our website.

Technologies we use may include:

• Google Analytics: For information on how Google uses data collected through our website, visit google.com/policies/privacy/partners. To opt out of Google Analytics cookies, visit tools.google.com/dlpage/gaoptout
• Other analytics and advertising tools as may be implemented from time to time, which will be disclosed here upon deployment

You can set your browser to refuse cookies from websites, but if you do so, you may not be able to access or use portions of our website, or certain features may not function as intended. Certain advertising networks offer you a way to opt out of targeted online advertising at aboutads.info/choices or youronlinechoices.com.

Do Not Track (DNT) signals will be respected. We do not track users across websites for advertising purposes.

 

11.2 SMS Terms and Conditions

If you opt in to receive text messages from AUDICOG, you may receive messages related to appointment reminders, follow-up care, hearing aid service notifications, billing, and other communications related to your care.

• You can text STOP at any time to opt out of receiving text messages. You will receive one final confirmation message after opting out
• You can text HELP for assistance or contact us at (281) 888-0882
• Message and data rates may apply. Message frequency may vary
• Carriers are not liable for delayed or undelivered messages
• To manage your text message preferences, contact our office directly

By providing your mobile phone number and opting in to text messages, you consent to receive automated text messages from AUDICOG at the number provided. Consent is not a condition of receiving services.

Mobile Opt-In, SMS Consent, and phone numbers collected for SMS communication purposes will not be shared with any third party or affiliates for marketing purposes. SMS consent is not shared with third parties.

SMS messages we send may include: appointment reminders and confirmations, follow-up care messages, hearing aid service notifications, billing reminders, and responses to inquiries. We will not send marketing or promotional messages via SMS without a separate written consent.

For complete SMS Terms & Conditions, including opt-in and opt-out procedures, message frequency, and carrier disclosures, visit audicog.com/terms. A link to our Privacy Policy and SMS Terms & Conditions is included in the footer of every page on our website and on all web forms that collect phone numbers.

 

11.3 Interactive Features

Our website may include interactive features such as online forms, chat functionality, or patient intake tools. When you participate in an interactive feature, the contents of your interaction (including chat transcripts) may be captured, stored, and used to provide services, improve our operations, and maintain records. By submitting information through interactive features, you understand that our vendors may process the information to provide services on our behalf under applicable Business Associate Agreements.

 

12. Electronic Disclosure of Protected Health Information

In accordance with Texas Health and Safety Code § 181.154, we will obtain a separate written authorization from you or your legally authorized representative before electronically disclosing your Protected Health Information for any purpose other than treatment, payment, healthcare operations, or as otherwise permitted by law. This authorization is in addition to, and separate from, any general consent or HIPAA authorization.

Electronic disclosures for treatment, payment, and healthcare operations purposes—including transmission of PHI through our electronic health record system, secure patient portal, and billing systems—do not require separate authorization under Texas law.

 

13. Social Media

AUDICOG may maintain a presence on social media platforms including but not limited to Facebook, Instagram, YouTube, and LinkedIn. If you or others choose to share your health information on our social media pages or in public online forums, this information is considered public and is not protected by HIPAA or other privacy laws. We strongly advise you not to share personal health information, medical record numbers, insurance details, or other sensitive information on any social media platform.

AUDICOG may re-post or share content posted publicly on its social media accounts. We are not responsible for the privacy practices of social media platforms, and your interactions with those platforms are governed by their respective privacy policies.

 

14. Third-Party Links and Services

Our website may contain links to third-party websites and services. We are not responsible for the privacy practices or content of these external sites, and we make no representations or warranties regarding their privacy or security practices. We recommend reviewing their privacy policies before providing personal information.

Any information you provide to third parties is subject to their privacy policies, not ours. AUDICOG shall not be liable for any loss or damage arising from your interactions with third-party websites or services accessed through links on our website.

 

15. Children’s Privacy

Our services are not intentionally directed to children under 13 years of age. We do not knowingly collect personal information from children under 13 without verifiable parental consent. If we discover we have collected information from a child under 13 without parental consent, we will delete such information promptly.

For pediatric patients, parental or guardian consent will be obtained as required by applicable federal and Texas law. Medical records for pediatric patients are subject to extended retention periods as described in Section 8.

 

16. Notification of Data Breaches

In the event of a data breach involving your personal information or PHI, we will:

• Notify affected individuals without unreasonable delay and no later than 60 days from the date of discovery of the breach, as required by HIPAA and Texas law
• Provide information about the nature of the breach, the types of information involved, and steps we are taking in response
• Advise you of protective measures you can take and your rights
• Notify the U.S. Department of Health and Human Services (HHS) as required
• Notify the Texas Attorney General if required under Texas law
• Report to media outlets if more than 500 residents of a state or jurisdiction are affected

17. Limitation of Liability

To the fullest extent permitted by applicable law, AUDICOG, LLC, and its clinicians, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to any unauthorized access to, or breach of, your information by third parties, including but not limited to business associates, internet service providers, or hackers, except to the extent caused by AUDICOG’s gross negligence or willful misconduct.

Nothing in this Privacy Policy limits any rights you may have under HIPAA, the HITECH Act, Texas law, or other applicable laws.

 

18. Medical Disclaimer and No Provider-Patient Relationship

The content on the AUDICOG website (audicog.com) is provided for general informational and educational purposes only. It is not intended to be a substitute for professional medical advice, diagnosis, or treatment. Always seek the advice of your audiologist, physician, or other qualified healthcare provider with any questions you may have regarding a medical condition or treatment.

Use of the AUDICOG website does not create a provider-patient, audiologist-patient, or any other clinical relationship between you and AUDICOG, LLC, or any of its clinicians, employees, or agents. A clinical relationship is established only when you are formally accepted as a patient and receive in-person or telehealth services from a licensed clinician of AUDICOG, LLC.

AUDICOG makes no warranties or representations, express or implied, as to the accuracy, completeness, timeliness, or usefulness of any information contained on this website. In no event will AUDICOG or any party involved in creating, producing, or delivering this website be liable to you for any decision made or action taken by you in reliance upon the information provided through this website.

 

19. Users Outside the United States

AUDICOG is based in Texas, United States, and the information we collect is governed by U.S. federal and Texas state law. If you are accessing our website from outside the United States, please be aware that information collected through our website may be transferred to, processed, and stored in the United States. Data protection laws in the United States may differ from those of your country of residence. Your use of our website and provision of information through it constitutes your consent to the processing of your personal information in the United States as set forth in this Privacy Policy.

 

20. Privacy Officer and Contact Information

AUDICOG has designated a Privacy Officer who is responsible for overseeing compliance with this Privacy Policy, HIPAA, and applicable privacy laws. If you have questions, concerns, or wish to exercise your privacy rights, please contact our Privacy Officer:

 

AUDICOG Privacy Officer

AUDICOG, LLC  |  d/b/a AUDICOG Hearing & Brain Health Institute

Phone: (281) 888-0882

Website: audicog.com

Email: privacy@audicog.com

Secure Form: Available at audicog.com for confidential communications on Contact AUDICOG. 

 

The Privacy Officer is responsible for receiving and responding to privacy complaints, managing breach notifications, overseeing workforce privacy training, and ensuring ongoing compliance with federal and Texas privacy regulations.

We will respond to all privacy inquiries within 30 business days.

 

21. Right to File a Complaint

You have the right to file a complaint with AUDICOG, LLC or with the U.S. Department of Health and Human Services Office for Civil Rights (OCR) if you believe your privacy rights have been violated.

 

OCR Contact Information:

U.S. Department of Health and Human Services

Office for Civil Rights

200 Independence Avenue, S.W.

Washington, D.C. 20201

Phone: 1-800-368-1019

Website: www.hhs.gov/ocr

 

You may also file a complaint with the Texas Attorney General’s office regarding violations of Texas privacy law.

 

Filing a complaint will not negatively affect your care. You will not be retaliated against for filing a complaint.

We will provide more information about the complaint process upon request.

 

22. Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or other factors. The updated Privacy Policy will be posted on our website with a new effective date.

For material changes, we will provide you with notice through our website, via email to the address on file, or through other reasonable means. Your continued use of our website or services after changes are posted constitutes your acceptance of the updated Privacy Policy.

We encourage you to review this Privacy Policy regularly to stay informed about how we protect your information.

 

23. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of the State of Texas and applicable federal laws, including HIPAA, the HITECH Act, and their implementing regulations. Any disputes arising under this Privacy Policy shall be subject to the exclusive jurisdiction of the state and federal courts located in Harris County, Texas.

This Privacy Policy is effective as of the date listed above.