Privacy Policy
Your privacy is important to us. This policy outlines how we collect, use, and protect your information at Vairadiology.
Effective date: October 5, 2026 · Last updated: October 5, 2026
Table of Contents
1. Who We Are and What This Policy Covers
Vairadiology LLC (“Vairadiology,” “we,” “us,” or “our”) is a healthcare technology and services company based in Pittsford, New York (Greater Rochester area). We provide AI-assisted medical image analysis, radiology second opinions, radiology center setup and consulting, and medical tourism coordination.
This Privacy Policy explains how we collect, use and protect information through our website vairad.com, our contact forms, email, phone calls, our client portal at portal.vairad.com, and our services.
Health information is handled separately and with stronger protections. Medical images, reports, diagnoses and other health information that identify a patient (“Protected Health Information” or “PHI”) are protected by the federal Health Insurance Portability and Accountability Act (“HIPAA”) and New York law. Section 4 explains how we handle it. Where we act as a healthcare provider, our Notice of Privacy Practices also applies and controls if it conflicts with this policy.
The short version: we use contact information to respond to you, provide our services, and tell you about Vairadiology’s own services. We never sell your personal information, and we never use your health information for marketing without your written authorization.
2. Information We Collect
Contact and business information
Contact form: full name, email address, company or organization, phone number, how you heard about us, and your message.
Consultations and business clients: job title, organization details, billing contacts, contracts and payment records.
Communications: emails, calls and messages you exchange with us.
Client portal account information
When you use portal.vairad.com, we collect your name, email, organization, login credentials, and records of your activity in the portal (such as uploads, downloads and login times) for security and audit purposes.
Health information (PHI)
When you or your healthcare provider use our second opinion, AI image analysis or medical tourism services, we may receive:
Medical images (such as MRI, CT, X-ray and ultrasound) and the information attached to them
Radiology reports, medical history, diagnoses and referral notes
Patient identifiers such as name, date of birth and medical record number
For medical tourism: passport and travel details, insurance and payment information, and treatment preferences
Please do not send health information through our website contact form or regular email. Use the secure client portal or another secure method we provide.
Information collected automatically
On our public website, we and our service providers collect your IP address, browser and device type, pages viewed, referring website, and the date and time of your visit, using cookies and similar technologies (see Section 5).
3. How We Use Contact and Business Information
We use contact, business and website information to:
Respond to inquiries and schedule consultations
Set up and manage client portal accounts and business relationships
Send invoices, service updates and support messages
Market Vairadiology’s own services, such as sending newsletters, service announcements and event invitations to business contacts and people who have contacted us
Improve our website and understand which marketing is effective
Protect our website and portal from fraud, spam and unauthorized access
Meet legal, tax and regulatory obligations
Marketing messages. Marketing emails include an unsubscribe link, and we process unsubscribe requests within 10 business days. We only send marketing text messages or automated marketing calls with your prior express written consent, and you can reply STOP at any time. Mobile numbers and text messaging consent are never shared with third parties for their marketing.
What we will never do
We never sell, rent or trade personal information or health information.
We never share your information with other companies for their own marketing.
We never use health information (PHI) for marketing without your specific written authorization, as required by HIPAA. Contact details you give us only as a patient are not added to our marketing lists.
4. How We Protect and Use Health Information
We use and disclose health information only as permitted by HIPAA, New York law, and our agreements with healthcare providers.
When we work for a hospital, clinic or radiologist, we act as their business associate under a signed Business Associate Agreement. We use PHI only to provide the services they requested, and their Notice of Privacy Practices governs your information.
When you request a second opinion or medical tourism services from us directly, we use PHI to:
Review your images and prepare reports, with review by licensed radiologists
Coordinate with your doctors and, with your authorization, with treatment providers
Bill for services and handle payment
Carry out quality review, compliance and security activities
AI analysis. Our AI tools assist licensed professionals. They do not replace the judgment of a qualified physician. We do not use identifiable patient information to train or improve AI models unless the patient or client has authorized it in writing or the data has been de-identified according to HIPAA standards.
Minimum necessary. Only staff and contractors who need health information to do their job can access it, and they are bound by confidentiality obligations.
6. When We Share Information
We never sell personal or health information. We share it only in these situations:
| Who we share with | Why |
|---|---|
| Your doctors and healthcare providers | To deliver reports and coordinate your care |
| Licensed radiologists and medical specialists working with us | To review images and prepare second opinion reports |
| Service providers (secure hosting, image storage, portal software, email, payment processing) | To run our services. Any provider that handles PHI signs a Business Associate Agreement and must protect it. |
| Hospitals, clinics and facilitators abroad (medical tourism) | Only with your written authorization, to arrange your treatment and travel |
| Government agencies, courts and law enforcement | When required by law, including public health reporting and valid court orders |
| A buyer or successor business | In a merger or sale of the business, subject to the same protections |
International transfers. If you use our medical tourism services, your information will be sent to providers in other countries with your authorization. Those countries may have different privacy laws than the United States. We work only with providers who agree in writing to protect your information.
7. Security, Retention and Breach Notification
Security. We protect health information under the HIPAA Security Rule and protect all personal information under New York’s SHIELD Act (General Business Law § 899-bb). Our safeguards include:
Encryption of data in transit and at rest
Secure, access-controlled client portal with individual logins and multi-factor authentication
Access limited to authorized staff, with activity logs
Business Associate Agreements with every vendor that handles PHI
Regular risk assessments and staff privacy and security training
No system is 100% secure, so we cannot guarantee absolute security.
Retention. We keep medical images and reports for as long as required by New York law and our agreements with healthcare providers, which is at least 6 years. We keep business and contact records for the length of the relationship plus up to 7 years for tax and legal purposes. Marketing contacts are kept until you unsubscribe.
Breach notification. If a breach affects your information, we will notify you and the required authorities as required by HIPAA and New York General Business Law § 899-aa. This includes notifying the New York State Attorney General where required.
8. Your Rights
Rights over your health information. Under HIPAA and New York law, patients have the right to:
See and get a copy of their medical images and reports
Ask us to correct information they believe is wrong
Get a list of certain disclosures we have made
Ask us to limit certain uses or to contact them in a specific way
Get a paper copy of our Notice of Privacy Practices
File a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights. We will never retaliate against you for filing a complaint.
If we received your information through a hospital, clinic or radiologist, please contact that provider first. We will help them respond.
Rights over other personal information. Anyone can ask us for a copy of their contact information, ask us to correct or delete it (unless we must keep it by law), or ask us to stop marketing. We respond within 30 days.
To make any request, email contact@vairad.com with the subject line “Privacy Request.” We will verify your identity before acting on it.
9. Children’s Privacy
Our website and marketing are intended for adults and healthcare organizations. We do not knowingly collect personal information from anyone under 18 through our website. Health information about a minor is accepted only from a parent, legal guardian or the minor’s healthcare provider, as permitted by law.
10. Changes to This Policy
We may update this Privacy Policy from time to time and will change the “Last updated” date at the top. We will post a notice on our website or notify clients by email before significant changes take effect.
11. Contact Us
If you have any questions about this privacy policy or our data practices, please contact us:
Privacy Officer
Email: contact@vairad.com
Phone: +1 (585) 203-1531
Office Address
VAIRADIOLOGY LLC
55 MEADOW COVE RD FL 1
PITTSFORD NY 14534
United States