Your Privacy Matters: Tropic Hydration is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services or visit our website.
1. Information We Collect
Personal Information You Provide
When you book an appointment or use our services, we collect:
- Contact Information: Name, email address, phone number, physical address
- Demographic Information: Date of birth, gender
- Emergency Contact: Emergency contact name and phone number
- Payment Information: Credit card details, billing address (processed securely through third-party payment processors)
- Communication Preferences: Email and SMS notification preferences
Protected Health Information (PHI)
As a healthcare provider, we collect medical information necessary for safe treatment:
- Medical history and current health conditions
- Current medications and supplements
- Allergies and adverse reactions
- Previous IV therapy experiences
- Vital signs and treatment notes
- Pregnancy or nursing status
- Other health-related information relevant to IV therapy
Automatically Collected Information
When you visit our website, we automatically collect:
- IP address and device information
- Browser type and version
- Pages visited and time spent on pages
- Referring website addresses
- Geographic location (city/state level)
- Cookies and similar tracking technologies
2. How We Use Your Information
We use your information for the following purposes:
Service Delivery
- Scheduling and confirming appointments
- Providing safe and effective IV therapy treatments
- Maintaining accurate medical records
- Communicating about your appointments and treatments
- Processing payments for services
Communication
- Sending appointment confirmations and reminders
- Providing customer support and responding to inquiries
- Sending important service updates or changes
- Marketing communications (with your consent)
- SMS notifications (if you've opted in)
Business Operations
- Improving our services and customer experience
- Analyzing usage patterns and trends
- Detecting and preventing fraud
- Complying with legal obligations
- Maintaining business records
3. How We Share Your Information
We do not sell your personal information. We may share your information only in the following circumstances:
Service Providers
- Medical Professionals: Licensed nurses and medical directors who provide your treatment
- Payment Processors: Secure third-party payment processing services
- SMS/Email Services: Communication platforms (Twilio, email services) for appointment notifications
- Website Analytics: Google Analytics for website improvement
- IT Services: Hosting and technical support providers
Legal Requirements
We may disclose your information when required by law:
- To comply with legal processes or court orders
- To protect the rights and safety of Tropic Hydration, our clients, or others
- To investigate fraud or security issues
- In connection with emergency medical situations
- As required by healthcare regulations
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.
4. HIPAA Compliance
As a healthcare provider, Tropic Hydration complies with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable healthcare privacy regulations.
Your HIPAA Rights
Under HIPAA, you have the right to:
- Access: Request and receive copies of your medical records
- Amendment: Request corrections to your medical records
- Accounting: Receive a list of disclosures of your health information
- Restrictions: Request restrictions on how we use your health information
- Confidential Communications: Request communications through alternative means
- Notice: Receive a copy of our HIPAA Notice of Privacy Practices
Protected Health Information
We maintain strict safeguards for your Protected Health Information (PHI):
- Encrypted storage of digital medical records
- Secure transmission of health information
- Limited access to authorized personnel only
- Regular security assessments and updates
- Staff training on HIPAA compliance
5. Data Security
We implement comprehensive security measures to protect your information:
Technical Safeguards
- SSL/TLS encryption for data transmission
- Encrypted databases for data storage
- Secure server infrastructure
- Regular security updates and patches
- Firewall and intrusion detection systems
- Multi-factor authentication for staff access
Administrative Safeguards
- Strict access controls and user permissions
- Regular staff security training
- Confidentiality agreements for all personnel
- Security incident response procedures
- Regular security audits
Physical Safeguards
- Secure storage of physical records
- Controlled facility access
- Secure disposal of sensitive information
Security Notice: While we implement industry-standard security measures, no method of transmission over the internet or electronic storage is 100% secure. We continuously work to improve our security practices.
6. Your Privacy Rights
California Residents (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to Know: Request information about the personal data we collect and how we use it
- Right to Delete: Request deletion of your personal information (subject to legal exceptions)
- Right to Opt-Out: Opt-out of the sale of personal information (we do not sell personal information)
- Right to Non-Discrimination: Equal service regardless of privacy rights exercised
General Privacy Rights
All users have the right to:
- Access the personal information we hold about you
- Correct inaccurate or incomplete information
- Request deletion of your personal information
- Opt-out of marketing communications
- Opt-out of SMS notifications
- Withdraw consent (where processing is based on consent)
How to Exercise Your Rights
To exercise any of your privacy rights, contact us:
We will respond to your request within 30 days.
7. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to improve your browsing experience:
Types of Cookies We Use
- Essential Cookies: Required for website functionality
- Analytics Cookies: Help us understand how visitors use our site (Google Analytics)
- Preference Cookies: Remember your settings and preferences
- Marketing Cookies: Track advertising effectiveness (with your consent)
Managing Cookies
You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.
8. Third-Party Services
Our website and services integrate with third-party platforms:
Third-Party Services We Use
- Google Analytics: Website analytics and performance tracking
- Twilio: SMS appointment notifications and reminders
- Payment Processors: Secure payment processing (Square, Stripe, etc.)
- Email Services: Appointment confirmations and communications
These third parties have their own privacy policies. We encourage you to review them. We are not responsible for the privacy practices of third-party services.
Links to Other Websites
Our website may contain links to external websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies.
9. Data Retention
We retain your information for as long as necessary to:
- Provide our services to you
- Comply with legal and regulatory requirements
- Resolve disputes and enforce agreements
- Maintain medical records as required by law
Retention Periods
- Medical Records: Minimum 7 years from last treatment (or as required by state law)
- Financial Records: 7 years for tax and accounting purposes
- Marketing Data: Until you opt-out or request deletion
- Website Analytics: 26 months (Google Analytics default)
10. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18 without parental consent.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately so we can delete such information.
11. Updates to This Policy
We may update this Privacy Policy from time to time to reflect:
- Changes in our practices
- Changes in applicable laws
- New services or features
- Customer feedback
When we make changes:
- We will update the "Last Updated" date at the bottom of this page
- For significant changes, we will notify you via email or website notice
- Continued use of our services after changes constitutes acceptance
12. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Tropic Hydration
Mobile IV Therapy Services
Palm Coast, FL 32164
Email: privacy@tropichydration.com
Phone: (321) 290-4548
Website: tropichydration.com
Privacy Officer: Available Monday-Friday, 9:00 AM - 5:00 PM EST
Response Time: We aim to respond to all privacy inquiries within 48 hours
Effective Date: January 1, 2025
Last Updated: January 2, 2025