The START Center for Cancer Care is a Texas-based oncology & hematology care organization providing comprehensive cancer treatment, diagnosis, clinical trials, and supportive care throughout the State of Texas.
We are a Covered Entity under the Health Insurance Portability and Accountability Act (HIPAA) and a covered entity under the Texas Medical Records Privacy Act (Texas Health & Safety Code, Chapter 181). We are headquartered at 4383 Medical Drive, San Antonio, Texas 78229.
Privacy Officer Contact Information
Travis Ryals, Privacy Officer
The START Center for Cancer Care
4383 Medical Dr, San Antonio, TX, 78229
Phone: | Fax: (210) 593-5872
Email: privacy@thestartcenter.com
Website: thestartcenter.com/privacy
Regulatory Complaints
U.S. Department of Health & Human Services — Office for Civil Rights: hhs.gov/ocr | 1-800-368-1019
Texas Attorney General — Consumer Protection: texasattorneygeneral.gov | 1-800-252-8011
What We Collect
We collect information in the following categories through our websites, patient portal, online scheduling, and digital communications.
Information You Provide
- Name, contact details (address, phone, email), and date of birth
- Insurance information provided for appointment scheduling or billing inquiries
- Messages submitted through contact forms or patient portal secure messaging
- Event registrations, survey responses, and support group sign-ups
- Marketing communication preferences and consent records
Information Collected Automatically
- IP address, browser type, device identifiers, and operating system
- Pages visited, time spent, referring URLs, and click paths
- Cookie and form data (see our Cookie Policy)
- Geographic location data at city/region level
What We Do Not Collect Through This Website
We do not collect detailed medical history, diagnoses, treatment records, or clinical information through our public website. That information is handled through our secure clinical systems and is governed by our Notice of Privacy Practices and HIPAA.
How We Use Your Information
We use the personal information we collect for the following purposes:
- Scheduling & Care Coordination: To process appointment requests and connect you with our care team
- Patient Portal: To authenticate your identity and provide access to your health records
- Communications: To respond to inquiries, send appointment reminders, and provide care-related information
- Marketing (with consent only): To send information about our services, events, and cancer care resources — only when you have opted in
- Website Improvement: To analyze how visitors use our site and improve the user experience
- Compliance & Legal: To meet our obligations under HIPAA, Texas Health & Safety Code Chapter 181, and other applicable law
- Fundraising: To contact you with information about supporting our cancer care mission (you may opt out at any time)
We process personal information only for the specific purposes described here. We do not use automated decision-making that produces legal or similarly significant effects about you without human review.
Artificial Intelligence & Ambient Documentation Technology
Important Disclosure:
We use artificial intelligence tools in both clinical documentation and administrative operations.
This section explains what that means for your privacy.
Ambient AI Clinical Documentation
During clinical visits, we may use ambient AI technology to assist physicians in generating clinical notes from the conversation in the exam room. This means:
- An AI system (governed by a HIPAA Business Associate Agreement) may transcribe and summarize the clinical encounter
- All AI-generated documentation is reviewed and approved by your treating clinician before entering your record
- No AI note becomes part of your official medical record without a licensed clinician’s authorization
- You will be informed before AI documentation tools are used in your visit, and you may decline
- Your care will not be affected by your decision to decline ambient AI documentation
- AI vendors are contractually prohibited from training their models on your identifiable health information
AI in Administrative Operations
We also use AI-assisted tools for administrative functions including prior authorization processing, appointment scheduling assistance, revenue cycle management, and quality reporting. All such tools operate under Business Associate Agreements and are governed by our internal AI Governance Policy.
Your AI Rights
- You may opt out of ambient AI documentation at any visit by informing your care team
- You may request to know which AI tools processed information about you
- You may access and request amendment of AI-generated clinical documentation
- No AI system makes final decisions about your clinical care without human physician oversight
Marketing & Communications
As part of your care at The START Center for Cancer Care, you will automatically receive communications related to your treatment and billing, including appointment reminders, care instructions, and payment statements. These are not marketing messages — they are essential to your care and are sent under our existing treatment and payment relationship, as permitted by HIPAA.
Opt-In Only: We send marketing communications — including information about our services, support programs, clinical trials, and health education events — only when you have provided explicit written consent.
If you have opted in to marketing communications, you will receive:
- Health education content and cancer care resources
- Information about upcoming programs, events, and support groups
- Updates about our services and clinical trial opportunities
- Fundraising and community engagement opportunities (separately managed)
How to Opt Out
You may withdraw your marketing consent at any time by:
- Clicking the unsubscribe link in any marketing email
- Texting STOP in response to any text message
- Contacting our Privacy Officer in writing
- Updating your preferences in the patient portal
Withdrawal of marketing consent does not affect your care or treatment communications, which we send based on our treatment relationship with you.
We Do Not Sell Your Information
We do not sell, rent, or trade your personal information or Protected Health Information to any third party,
including data brokers, advertisers, or marketing companies.
This is both our organizational policy and a legal requirement under Texas Health & Safety Code § 181.006 and HIPAA.
Violation of this prohibition would constitute a reportable breach.
When We Share Information
We share personal information only in the circumstances described below. We do not share for advertising or third-party marketing purposes.
Service Providers & Business Associates
We work with vendors who provide services on our behalf (IT infrastructure, patient portal technology, AI documentation tools, analytics). These vendors are contractually required to protect your information and are prohibited from using it for their own purposes. Vendors who access Protected Health Information execute HIPAA Business Associate Agreements.
Required by Law
We may disclose information when required by federal or Texas law, including to the Texas Cancer Registry (Texas Health & Safety Code Ch. 82), public health authorities, law enforcement under lawful process, and court orders.
Health Information Exchanges
We may participate in regional Health Information Exchanges (HIEs) to share medical records with other treating providers for your care. You may have the right to opt out of certain HIE disclosures. Contact our Privacy Officer to learn more.
With Your Consent
We share information with other parties only when you have provided written authorization.
Your Rights
You have the following rights under HIPAA, the Texas Medical Records Privacy Act, and other applicable law. Submit all requests in writing to our Privacy Officer.
Right to Access
Inspect and receive a copy of your medical records and personal information we maintain. We will respond within 30 days.
Right to Correct
Request amendment of inaccurate or incomplete information. We will act within 60 days.
Right to Restrict
Request limits on how we use or share your information, including restriction of disclosures to health plans for services you pay for entirely out of pocket.
Right to an Accounting of Disclosures
Request a list of disclosures of your information made in the prior six years for purposes other than treatment, payment, and operations.
Right to Confidential Communication
Request that we contact you only at a specific phone number or address for privacy reasons.
Right to Opt Out of Marketing
Withdraw consent for marketing communications at any time without affecting your care.
Right to File a Complaint
File a complaint with our Privacy Officer, the HHS Office for Civil Rights, or the Texas Attorney General. We will not retaliate against you in any way for doing so.
Right to Decline AI Documentation
Opt out of ambient AI documentation during your clinical visits at any time, without any impact on your care.
How We Protect Your Information
We maintain a comprehensive HIPAA Security Program that includes administrative, physical, and technical safeguards:
- AES-256 encryption of electronic Protected Health Information at rest and in transit (TLS 1.2+)
- Multi-factor authentication required for all systems accessing patient information
- Role-based access controls and minimum necessary access principles
- Audit logging and continuous monitoring of all PHI access
- Annual HIPAA training for all workforce members, contractors, and AI system operators
- Regular security risk assessments and penetration testing
- Business Associate Agreements with all vendors who access Protected Health Information
- Incident response plan aligned with the HIPAA Breach Notification Rule and Texas Business & Commerce Code § 521.053
In the event of a breach of unsecured Protected Health Information, we will notify you without unreasonable delay and no later than 60 calendar days after discovery, as required by law.
How Long We Keep Your Information
- Medical records (adults): Minimum 10 years from last treatment date (Texas Health & Safety Code § 241.103)
- Medical records (minors): Until the patient reaches age 21, or 10 years from last treatment, whichever is longer
- Clinical trial records: Per applicable research protocol and FDA requirements
- Marketing consent records: Retained for duration of relationship plus 3 years
- Website analytics data: Up to 26 months (aggregated and anonymized)
Records are destroyed using secure, HIPAA-compliant methods that render information unreadable and irretrievable.
Changes to This Policy
We may update this Privacy Policy to reflect regulatory changes, new AI tools, or updated organizational practices. We will post the revised policy with an updated effective date. Material changes — particularly those affecting how we use AI tools, marketing practices, or PHI disclosures — will be communicated to established patients through the patient portal or by mail.
We encourage you to review this page periodically. Continued use of our website or services after changes are posted constitutes your acknowledgment of the revised policy.
Contact Us & File a Complaint
For questions about this policy, to exercise your rights, or to file a privacy complaint:
Our Privacy Officer
Travis Ryals, Privacy Officer
START Center for Cancer Care
4383 Medical Dr, San Antonio, TX 78229
Phone: (210) 593-5872
Email: privacy@thestartcenter.com
HHS Office for Civil Rights
hhs.gov/ocr | 1-800-368-1019 | TDD: 1-800-537-7697
Texas Attorney General
texasattorneygeneral.gov | 1-800-252-8011
Texas Medical Board
tmb.state.tx.us | 1-800-201-9353
We will not retaliate against you in any way for filing a privacy complaint.
The START for Cancer Care | A05.34 POL01 Privacy and Personal Data Protection Policy | Effective June 16, 2026 |
Questions: privacy@thestartcenter.com
