Cherry Hill Free Clinic Privacy Policy
Last updated: October 25th, 2025
At Cherry Hill Free Clinic, your privacy matters as much as your health.
We’re committed to protecting every bit of personal information you share with us — whether you’re a patient, donor, volunteer, or visitor to our site.
This policy explains, in plain language, what we collect, why we collect it, and how we keep it safe.
Who We Are
Cherry Hill Free Clinic, Inc. is a 501(c)(3) nonprofit organization (EIN 83-3944840) providing free primary care to uninsured and underinsured adults in New Jersey.
Our clinic is located at:
5 Esterbrook Lane, Suite 100, Cherry Hill, NJ 08003
For any privacy-related inquiries or concerns, contact us at help@cherryhillfreeclinic.org.
Our Promise
We collect only the information necessary to provide care, coordinate services, process donations, and maintain communication.
We never sell, rent, or trade your information — ever.
We follow all applicable state and federal laws, including the Health Insurance Portability and Accountability Act (HIPAA) and the Federal Tort Claims Act (FTCA).
Information We Collect and Why
1. Patients and Appointments
We collect:
- Your name, contact details, and appointment information
- Communications through calls, texts, or forms related to your visit
- Optional health information you provide during intake or care coordination
We use this data to:
- Schedule and confirm appointments
- Provide care and manage follow-up
- Communicate results or next steps in your treatment plan
All health information is stored securely in Epic, our HIPAA-compliant electronic health record (EHR) system.
Epic operates independently from our website and outreach tools to protect your medical privacy.
2. Donors and Supporters
When you donate, volunteer, or register for an event, we collect:
- Contact details (name, email, phone, address)
- Donation history for receipts and thank-you notes
- Payment information processed securely by Stripe
Your financial data is protected through encrypted transactions managed by Stripe.
We use this information only to process your donation and keep in touch about the impact of your support.
3. Website Visitors
Our website collects limited data automatically, including IP addresses, browser types, and usage patterns.
We use tools like Google Analytics and Meta Pixel to measure site performance and improve content.
Cookies can be disabled or cleared anytime through your browser settings.
4. Volunteers and Job Applicants
If you apply to volunteer or work with us, we may collect professional credentials, emergency contacts, and immunization status (as required for clinical settings).
This data is used only for onboarding, credentialing, and compliance with workplace safety standards.
How We Use Information
We use your information to:
- Deliver safe, high-quality patient care
- Communicate appointment reminders and clinic updates
- Manage donations and send IRS-compliant receipts
- Improve our operations, safety, and community outreach
We share information only when necessary to deliver services — for example, referring you to a specialist or processing a donation — and only with trusted, compliant partners.
Text Messaging and Call Communications
When you provide your phone number, you consent to receive relevant messages about:
- Appointment scheduling or follow-up
- Registration, reminders, or updates about your care
You can opt out at any time by replying STOP to a text or emailing help@cherryhillfreeclinic.org.
Message and data rates may apply.
Automated chat or text tools collect contact details only for scheduling — never for medical or marketing purposes.
Calls may be recorded for training or quality assurance, and all callers are notified in advance.
Medical Records and Protected Health Information (PHI)
Your health record is kept exclusively in Epic, our EHR.
Epic uses advanced encryption and access controls in accordance with HIPAA.
Only authorized staff and licensed clinicians involved in your care may access your record.
We may use or disclose your PHI to:
- Provide or coordinate care and referrals
- Obtain lab or diagnostic results
- Meet legal obligations (such as disease reporting or court orders)
- Evaluate and improve clinic services (using de-identified data only)
We will not share identifiable health information without your written consent unless required by law or to prevent serious harm.
Your Rights as a Patient
You have the right to:
- Access your medical record through MyChart or by written request
- Request corrections to inaccurate or outdated information
- Request copies or transfers of your record to another provider (with written authorization)
- Ask for limits on how we communicate with you
If certain details could pose a safety risk, your provider may restrict access consistent with HIPAA.
Security and Data Protection
We maintain physical, administrative, and technical safeguards to protect all patient and donor data:
- SSL encryption on our website
- Secure, password-protected and access-logged systems
- Locked offices for physical records and equipment
- Staff and volunteer training on privacy and HIPAA
Despite best practices, no online system is completely risk-free. We continually review and strengthen our protections.
Retention and Deletion
- Medical records are retained according to HIPAA and state law.
- Donor and contact records are retained for acknowledgment and reporting.
- When data is no longer required, it is securely deleted or archived.
- If you unsubscribe or request deletion, we promptly remove your data from active systems.
Complaints or Questions
If you have a concern about privacy or data handling, please contact:
Operations Manager
Cherry Hill Free Clinic
5 Esterbrook Lane, Suite 100
Cherry Hill, NJ 08003
Email: help@cherryhillfreeclinic.org
Legal Compliance
Cherry Hill Free Clinic complies with:
- HIPAA for health data privacy
- New Jersey state privacy laws
- Federal Tort Claims Act (FTCA), which extends liability protection to our clinicians
We disclose information only when legally required or necessary to protect public health and safety.
Children’s Privacy
Our services are designed for adults.
We do not knowingly collect personal information from children under 13.
Policy Updates
We may update this policy periodically to reflect new regulations or technology.
The current version is always available at https://cherryhillfreeclinic.org/privacy.
Any material changes will be communicated through our website or email updates.
In Summary
We exist to protect health — and that includes your information.
We collect only what we need, store it securely, and use it responsibly.
We never sell data, and we treat your privacy with the same respect and care we give every patient.