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Privacy Policy

On This Page

1. Introduction

Health Pilot Care ("Health Pilot Care", "we", "us" or "our") operates the website healthpilotcare.com and the related healthcare coordination, wellness and insurance advisory services described on it. This Privacy Policy explains what personal information we collect, why we collect it, how we use and share it, and the choices available to you.

We are committed to handling your information carefully and lawfully. By using our website or services, you agree to the practices described in this policy. If you do not agree, please discontinue use of the site and contact us with any concerns.

2. Information We Collect

2.1 Information you provide directly

  • Contact details — name, email address, telephone number and mailing address submitted through our contact, appointment or newsletter forms.
  • Enquiry content — the subject, message text and service of interest you include when contacting us.
  • Newsletter preferences — topics selected, email frequency and state of residence.
  • Health-related information — where you voluntarily describe symptoms, conditions or treatment history in an enquiry, or provide it during a consultation.
  • Insurance and billing details — policy information you share so we can verify benefits or advise on coverage.

2.2 Information collected automatically

  • Device and usage data — IP address, browser type and version, operating system, referring page, pages viewed and time spent on them.
  • Cookies and similar technologies — small files used to remember preferences and understand how the site is used. See section 7.

2.3 Information from third parties

We may receive information from healthcare partners, insurance carriers or referral sources where you have authorised them to share it with us, and from analytics providers who report aggregate site usage.

3. How We Use Your Information

We process personal information for the following purposes:

  • To respond to enquiries, schedule appointments and coordinate your care across specialities.
  • To verify insurance eligibility and provide accurate cost and coverage guidance.
  • To send the newsletter and service communications you have requested.
  • To maintain accurate clinical and administrative records as required by applicable law.
  • To improve our website, services and patient communications through aggregated analysis.
  • To detect, prevent and address fraud, security incidents and technical problems.
  • To comply with legal, regulatory, accreditation and professional obligations.

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

Where required by applicable law, we rely on one or more of the following bases: your consent (for example, newsletter subscription); performance of a contract or steps taken at your request (scheduling and delivering care); compliance with a legal obligation (record retention, reporting); protection of vital interests in an emergency; and our legitimate interests in operating, securing and improving our services, where those interests are not overridden by your rights.

You may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

5. How We Share Information

We share personal information only where necessary and with appropriate safeguards in place:

  • Clinicians and care partners within our network, so your treatment can be coordinated properly.
  • Service providers who support our operations — hosting, email delivery, scheduling, analytics and payment processing — under written agreements limiting their use of your data.
  • Insurance carriers and administrators where you have asked us to verify benefits or submit a claim.
  • Legal and regulatory bodies when required by law, subpoena, court order or to protect the rights, safety and property of patients, staff or the public.
  • Successors in interest in the event of a merger, acquisition or asset transfer, subject to the protections of this policy.

Any questions about a specific disclosure can be directed to privacy@healthpilotcare.com.

6. Data Security and Retention

We maintain administrative, technical and physical safeguards designed to protect personal information against unauthorised access, disclosure, alteration and destruction. These include encryption in transit, role-based access controls, staff training, logging and periodic security review.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you and the relevant authorities as required by applicable law.

We retain personal information for as long as necessary to fulfil the purposes described in this policy, including any legally mandated medical record retention periods, after which it is securely deleted or de-identified.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to operate correctly and to understand usage patterns. The categories we use are:

  • Strictly necessary — required for core site functionality such as navigation and form submission.
  • Preference — remember choices you make, such as dismissed notices.
  • Analytics — help us understand which pages are useful and where visitors encounter difficulty, in aggregate form.

Most browsers allow you to refuse or delete cookies through their settings. Disabling strictly necessary cookies may prevent parts of the site, including forms, from working as intended.

8. Your Privacy Rights

Depending on your state of residence, you may have the right to:

  • Request access to the personal information we hold about you.
  • Request correction of inaccurate or incomplete information.
  • Request deletion of your information, subject to legal retention requirements.
  • Request a portable copy of information you provided to us.
  • Opt out of marketing communications at any time.
  • Opt out of the sale or sharing of personal information — noting that we do not sell personal information.
  • Be free from discrimination for exercising any of these rights.

To exercise a right, email privacy@healthpilotcare.com with your request and enough detail for us to verify your identity. We respond within 30 days, or 45 days where a request is complex, and will tell you if we need longer.

You can unsubscribe from marketing email at any time using the link in any message or through our unsubscribe page.

9. Children's Privacy

Our website is not directed to children under 13, and we do not knowingly collect personal information from children under 13 without verifiable parental consent. Where a minor receives care through our services, information is provided and managed by a parent or legal guardian. If you believe a child has provided us with personal information without consent, contact us and we will delete it promptly.

Our site may link to external websites, including partner clinics, insurance carriers and reference sources. We do not control those sites and are not responsible for their content or privacy practices. We encourage you to read the privacy policy of any website you visit from a link on our site.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, technology, legal requirements or service offerings. When we do, we will revise the "last updated" date at the top of this page. Where changes are material, we will provide additional notice, such as an email to subscribers or a prominent notice on the website. Continued use of our services after an update constitutes acceptance of the revised policy.

12. Contact Us

If you have questions, concerns or complaints about this Privacy Policy or how we handle your information, please get in touch:

You may also reach us through our contact page. If you are not satisfied with our response, you may have the right to lodge a complaint with your state attorney general or the relevant supervisory authority.