Privacy Policy

01Who we are

Optima Ophthalmic Medical Associates, Inc. ("Optima," "we," "us," or "our") is an ophthalmology and vision correction practice located at 1237 B Street, Hayward, CA 94541. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our websites, complete a form, request an appointment, call our office, or communicate with us by email or text message.

By using our website or submitting information to us, you agree to the practices described in this policy. If you do not agree, please do not use our website or submit your information.

02Information we collect

Information you give us

• Name, phone number, email address, and mailing or city location
• Appointment preferences, procedure interest such as LASIK, PRK, EVO ICL, custom lens replacement, cataract surgery, or keratoconus treatment
• General vision or eligibility details you choose to include in a form or message
• Insurance or financing questions you submit to us
• Messages, call recordings where permitted by law, and text message content you exchange with our team

Information collected automatically

• Device type, browser type, operating system, and IP address
• Pages viewed, referring URL, time on page, and general geographic region
• Identifiers from cookies, pixels, and similar technologies described in Section 07

Information from other sources

We may receive information from advertising platforms, appointment scheduling providers, review platforms, and referring physicians when you interact with them in connection with our practice.

03How we use your information

• Respond to appointment requests, consultation inquiries, and questions
• Schedule, confirm, reschedule, and remind you about appointments and consultations
• Send you information about procedures, candidacy, pricing, financing, and practice updates you requested
• Verify identity and maintain accurate patient and prospective patient records
• Improve our website, our services, and the quality of our patient communication
• Measure the performance of our marketing and understand which services patients are looking for
• Comply with legal, regulatory, professional, and record keeping obligations

04SMS consent and mobile information

How we obtain your consent

We collect your consent to receive text messages from Optima Ophthalmic Medical Associates, Inc. in the following ways:

• You check an unchecked consent box on a web form, landing page, or appointment request form on our site
• You provide your mobile number and written consent on a patient intake or registration form at our office
• You give verbal consent during a phone call with our team, which we document in your record
• You text us first at one of our published business numbers

Consent to receive text messages is not a condition of any purchase, treatment, or service. You may decline text messaging and still receive care and communication from us by phone or email.

Types of messages you may receive

• Conversational and customer care: replies to your inquiry, candidacy questions, and coordination with our refractive department
• Appointment messages: consultation confirmations, reminders, rescheduling, pre operative and post operative instructions
• Account and service notifications: forms to complete, documents to review, and billing or payment notices
• Promotional messages, where you have separately opted in, such as vision correction offers, events, and practice news

How we store and protect mobile numbers

Mobile numbers and consent records are stored in our secure customer relationship management platform with access limited to authorized staff and to the service providers who operate that platform on our behalf. Those providers are contractually restricted to using the information only to deliver services to us.

05How we share information

We do not sell your personal information, and we do not rent, trade, or share your personal information with third parties for their own marketing purposes.

We may share information in these limited circumstances:

• Service providers. Vendors who host our website, operate our CRM and messaging platform, process payments, schedule appointments, or provide customer support, each of which is bound by contract to protect your information and use it only to provide services to us.
• Care coordination. Surgical facilities, referring or co managing physicians, laboratories, and device manufacturers involved in your care, consistent with applicable health privacy law.
• Legal and safety. When required by law, subpoena, or regulatory obligation, or to protect the rights, property, or safety of our patients, staff, or the public.
• Business transfer. In connection with a merger, acquisition, or transfer of practice assets, subject to the protections in this policy.

06Health information and HIPAA

Optima is a covered entity under the Health Insurance Portability and Accountability Act. Protected health information created or maintained in the course of your care is governed by our Notice of Privacy Practices, which is provided at our office and available on request. Where this Privacy Policy and our Notice of Privacy Practices differ with respect to protected health information, the Notice of Privacy Practices controls.

Text message and email are not fully secure channels. Please limit the clinical detail you send by text or email, and do not use these channels for urgent or emergency medical needs. If you are experiencing sudden vision loss, eye trauma, severe eye pain, or another medical emergency, call 911 or go to the nearest emergency department.

07Cookies and tracking

We use cookies, pixels, and similar technologies to operate our website, remember your preferences, measure site performance, and understand how visitors find us. These may include analytics tools and advertising tools operated by third parties.

You can control cookies through your browser settings. Blocking cookies may affect how parts of our website function. We do not use advertising cookies to share your text messaging consent or your mobile number.

08Data retention

We keep personal information for as long as needed to provide services, maintain accurate medical and business records, and meet legal, professional, and regulatory retention requirements. Consent records for text messaging are retained for as long as you remain opted in and for a reasonable period afterward to document that consent.

09Security

We use administrative, technical, and physical safeguards designed to protect personal information, including access controls, encrypted transmission where available, and staff training. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10Your California privacy rights

Subject to certain exceptions, including exceptions for information governed by health privacy law, California residents may request to:

• Know what personal information we collect, use, and disclose
• Access a copy of the personal information we hold about you
• Correct inaccurate personal information
• Delete personal information we are not required to retain
• Opt out of any sale or sharing of personal information, which we do not engage in

To exercise a right, contact us using the details in Section 14. We will verify your identity before acting on a request and will not discriminate against you for exercising your rights.

11Children's privacy

Our website and marketing communications are directed to adults. We do not knowingly collect personal information online from children under 13. Minors receiving care at our practice are treated through a parent or legal guardian, whose information and consent we collect and maintain.

12Third party links

Our website may link to third party sites such as financing partners, review platforms, and educational resources. We are not responsible for the privacy practices or content of those sites. Please review their privacy policies before providing information.

13Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the top of this page shows when it was last revised. Material changes will be posted on this page, and your continued use of our website or continued participation in our messaging programs after the effective date means you accept the updated policy.

14Contact us