Privacy Policy

1. Introduction

Protect Health Fit ("we", "us", or "our") is committed to protecting your privacy and personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website protecthealthfit.com, use our mobile applications, or engage with our health and wellness management services across the United States.

By using our services, you consent to the collection and use of information as described in this policy. We comply with all applicable US privacy laws, including HIPAA, CCPA, and state-specific health privacy regulations.

2. Information We Collect

2.1 Personal Identifiable Information (PII)

• Full name, date of birth, gender
• Contact information (email, phone, mailing address)
• Payment and billing information
• Emergency contact details
• Insurance policy numbers and coverage information

2.2 Protected Health Information (PHI)

• Medical history, diagnoses, and treatment records
• Lab results, imaging reports, and vital signs
• Prescriptions and medication history
• Mental health and counseling notes
• Genetic and biomarker data (if provided)

2.3 Technical & Usage Data

• IP address, browser type, device information
• App usage analytics and engagement metrics
• Wearable device sync data (with your explicit consent)
• Cookies and tracking technologies

3. How We Use Your Information

We use collected information for the following purposes:

• Care Delivery: Providing personalized health plans, telehealth consultations, and wellness coaching
• Communication: Appointment reminders, care coordination, and health updates
• Billing & Insurance: Processing payments and submitting claims to insurers
• Service Improvement: Aggregated, de-identified analytics to improve our platform
• Legal Compliance: Responding to lawful requests and maintaining required records
• Marketing: Sending newsletters and offers (with your opt-in consent)

4. HIPAA Compliance

As a covered entity and business associate under the Health Insurance Portability and Accountability Act (HIPAA), we implement the following safeguards:

• Administrative safeguards: trained privacy officers, workforce training, and access controls
• Physical safeguards: secured US-based data centers with ISO 27001 certification
• Technical safeguards: AES-256 encryption at rest, TLS 1.3 in transit, multi-factor authentication
• Business Associate Agreements (BAAs) with all subcontractors handling PHI
• Annual security risk assessments and penetration testing

5. Information Sharing & Disclosure

We do NOT sell your personal or health information. We may share your information only in the following circumstances:

• With your explicit written consent
• With partnered physicians, labs, and specialists directly involved in your care
• With your insurance provider for billing and claims processing
• With service providers under strict BAAs (cloud hosting, analytics, customer support)
• When required by law, court order, or governmental authority
• In connection with a business transfer (merger, acquisition) — with prior notice

6. Your Privacy Rights

As a US resident, you have the following rights regarding your information:

• Access: Request a copy of your PHI and personal data
• Correction: Request amendments to inaccurate information
• Deletion: Request deletion (subject to legal and medical retention requirements)
• Portability: Receive your data in a machine-readable format
• Restriction: Limit how your information is used or disclosed
• Opt-Out: Unsubscribe from marketing communications at any time
• Accounting of Disclosures: Request a list of who has accessed your PHI

To exercise these rights, email privacy@protecthealthfit.com.

7. Data Retention

We retain your information only as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Medical records are retained for a minimum of 7 years (or longer as required by state law) after the last date of service. Upon request and lawful allowance, we will securely delete your data.

8. Cookies & Tracking Technologies

We use cookies, web beacons, and similar technologies to enhance your experience. You can control cookies through your browser settings. Essential cookies are required for the site to function; analytics and advertising cookies are optional and require your consent.

9. Children's Privacy

Our services are not directed to children under 13. We do not knowingly collect information from children without verifiable parental consent. For minors aged 13–17, we require parental or guardian consent before enrollment.

10. California Residents (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act and Privacy Rights Act, including the right to know, delete, opt-out of sale (we do not sell), and non-discrimination. To exercise these rights, contact us at privacy@protecthealthfit.com.

11. Security Measures

We implement industry-leading security measures including SOC 2 Type II compliance, HITRUST CSF certification, end-to-end encryption, zero-trust network architecture, and continuous vulnerability monitoring. However, no system is 100% secure, and we cannot guarantee absolute security.

12. International Data Transfers

All personal and health information is stored and processed on servers located within the United States. If you access our services from outside the US, your data will be transferred to, stored in, and processed in the US under equivalent protections.

13. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will notify you of material changes via email or prominent notice on our website at least 30 days before they take effect. The "Last updated" date at the top indicates the most recent revision.

14. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact our Privacy Officer:

Protect Health Fit — Privacy Officer
4840 Craig Frontage Rd, Cascade, Montana 59421, USA
Email: privacy@protecthealthfit.com
Phone: (406) 468-4073

For HIPAA-related complaints, you may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.