Privacy Policy

Please read our privacy policy below. We collect information solely to enhance your experience and provide the best possible customer service.

1. What Data We Collect

We collect information when you:

  • Fill out a form, book a call, or schedule an assessment, including your name, email, phone, and location.
  • Book a consultation and sign a contract, which may require additional details such as medical history and health preferences. This information is securely stored via Practice Better, a HIPAA-compliant platform.
  • Visit our website, where we use cookies and tracking tools such as Google Analytics, Facebook Pixel, and HubSpot to analyze visitor behavior. Heat maps help us understand site interaction, including clicks, scrolling, and page views.

 

📌 You can disable cookies in your browser or opt out of Google Analytics tracking using Google’s opt-out tool.

2. Why We Collect Data

We collect data to:

  • Improve user experience.
  • Manage client interactions.
  • Measure marketing effectiveness.

 

📌 Data from form submissions and bookings may be sent to Google Ads via HubSpot to track Return on Ad Spend (ROAS). Users can opt out of tracking by adjusting their Google Ads settings or disabling cookies in their browser.

3. Legal Compliance

We comply with HIPAA (U.S.) and PIPEDA (Canada) regulations:

  • HIPAA: All health-related data is securely stored in Practice Better.
  • PIPEDA: We obtain meaningful consent through this Privacy Policy and our Service Agreement.

 

📌 Users can withdraw consent and request data removal by emailing us.

4. How We Share Data

We do not sell or rent your data. However, we may share information with trusted third parties to provide our services, including:

  • Practice Better for secure consultation management (HIPAA-compliant).
  • Google Analytics & Facebook Pixel for website analytics.
  • Google Ads for conversion tracking and ad optimization.
  • HubSpot for client communication and management.
  • Payment processors for billing and transactions.
  • Marketing contractors for outreach and engagement.

 

📌 Some third-party providers may store data outside the U.S. and Canada, in compliance with data protection laws.

5. Data Retention & Deletion

We retain personal data based on legal and business requirements:

  • Medical records: Kept for 6 years (U.S. HIPAA) and 10 years (Canada PIPEDA and provincial laws).
  • Financial records: Retained for 6–7 years for tax compliance.
  • Non-medical data: Contact form submissions are kept as long as necessary or until users request deletion.

 

📌 Inactive data is deleted manually after the retention period. Users can request data deletion via email, except for financial records required by law.

6. Your Rights & Opt-Out Options

  • Access, correct, or delete data: Users may request a copy of their personal data (identity verification may be required).
  • Marketing opt-out: Users can unsubscribe from marketing emails, calls, or texts at any time.
  • Service-related texts or calls: Phone numbers provided may be used for notifications, with standard messaging rates applying.
  • Cookie preferences: Users can adjust these in their browser settings.

7. Security & Data Breach Policy

We use HubSpot and Practice Better, which offer:

  • Encryption.
  • Multi-factor authentication.
  • Security audits.

 

📌 In case of a data breach, affected users will be notified within 72 hours.

8. Children’s Privacy

  • Parental consent: Required before collecting data from minors.
  • Data deletion: Parents may request the deletion of their child’s data at any time.
  • Retention policies: Medical record retention for minors follows standard regulations.

9. Privacy Policy Updates

This Privacy Policy may be updated periodically.

📌 Significant changes will be communicated via email.

Contact Us

For any privacy-related inquiries or to request data changes, please contact us at info@familydietitians.

© All Rights Reserved, Family Dietitians 2026