Privacy Policy

At VitalAxis Inc., we are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our products, or engage with our services.

1. Information We Collect

Personal Information

We may collect personally identifiable information that you voluntarily provide to us, including:

• Name and job title
• Email address
• Phone number
• Company or organization name
• Billing and payment information

Usage Data

We automatically collect certain information when you visit our website, including:

• IP address and geographic location
• Browser type and version
• Pages visited and time spent on each page
• Referring website or source
• Device type and operating system

Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activity. For more details, see the Cookies & Tracking section below.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Provide, operate, and maintain our products and services
• Improve, personalize, and expand our offerings
• Communicate with you about products, services, updates, and promotional offers
• Process transactions and send related information
• Respond to your inquiries and provide customer support
• Comply with legal obligations and regulatory requirements
• Monitor and analyze usage patterns for security and performance
• Detect, prevent, and address technical issues or fraudulent activity

3. Information Sharing

We may share your information only in the following circumstances:

• Service Providers: We share data with trusted third-party vendors who assist us in operating our website, conducting our business, or providing services to you, subject to confidentiality agreements.
• Legal Requirements: We may disclose your information when required by law, regulation, legal process, or governmental request.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

4. Data Security

We implement robust security measures to protect your personal information, including:

• Industry-standard encryption (TLS/SSL) for data in transit and AES-256 encryption for data at rest
• SOC 2 Type II audited infrastructure with continuous monitoring
• Role-based access controls and multi-factor authentication
• Regular security assessments, penetration testing, and vulnerability scanning
• Employee security awareness training and background checks

5. HIPAA Compliance

As a healthcare IT provider, VitalAxis understands the critical importance of protecting health information. Any Protected Health Information (PHI) that we process on behalf of our clients is handled in strict accordance with the Health Insurance Portability and Accountability Act (HIPAA) and the HITECH Act.

We maintain Business Associate Agreements (BAAs) with all applicable clients and subcontractors. For comprehensive details on our HIPAA compliance program, please visit our HIPAA Compliance page.

6. Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you
• Correction: Request that we correct inaccurate or incomplete personal data
• Deletion: Request that we delete your personal data, subject to certain legal exceptions
• Opt-Out: Unsubscribe from marketing communications at any time using the link provided in our emails
• Data Portability: Request a copy of your data in a structured, machine-readable format
• Restriction: Request that we limit the processing of your personal data under certain circumstances

To exercise any of these rights, please contact us at privacy@vitalaxis.com. We will respond to your request within 30 days.

7. Cookies & Tracking

We use the following types of cookies on our website:

• Essential Cookies: Required for the website to function properly, such as session management and security features. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting anonymized usage data (e.g., Google Analytics).
• Functional Cookies: Remember your preferences and settings to provide a personalized experience.
• Marketing Cookies: Used to deliver relevant advertisements and track campaign performance across platforms.

You can manage your cookie preferences through your browser settings. Most browsers allow you to block or delete cookies. Please note that disabling certain cookies may affect the functionality of our website.

Our contact form uses Google reCAPTCHA to protect against spam and abuse. reCAPTCHA collects hardware and software information (such as device and application data) and interaction data, and sends it to Google for analysis. This use of reCAPTCHA is subject to Google's Privacy Policy and Terms of Service.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specific retention periods include:

• Account Data: Retained for the duration of your business relationship with us, plus a reasonable period afterward for record-keeping
• Usage Data: Typically retained for up to 24 months for analytics purposes
• Transaction Records: Retained for a minimum of 7 years to comply with financial and tax regulations
• Marketing Preferences: Retained until you opt out or request deletion

When personal data is no longer needed, we securely delete or anonymize it in accordance with our data retention policies and applicable legal requirements.

9. Children's Privacy

Our website and services are not directed at individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected personal data from a child under 13, we will take steps to delete that information promptly. If you believe a child has provided us with personal information, please contact us at privacy@vitalaxis.com.

10. Text Messaging (SMS)

When you request it, we send a text message containing a secure payment link for a statement or invoice you have received — whether issued by VitalAxis to its own customers, or issued by a healthcare provider or other healthcare organization on whose behalf we send messages (for example, a provider’s statement to a patient, or an invoice to a provider’s client). These messages are sent only upon your explicit request — for example, when you ask for the link by phone during a call — and only to the phone number from which you are calling. We never send payment links to a phone number dictated verbally. Each request results in a single message; we do not send recurring or promotional text messages.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, excluding vendors and subcontractors acting on our behalf in support of these services (such as customer service and message delivery).

You may opt out of text messages at any time by replying STOP to any message you receive from us. For assistance, reply HELP or contact support@vitalaxis.com. See our SMS Terms & Conditions for full program details.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will notify you by posting the updated policy on our website with a revised effective date. We encourage you to review this page periodically to stay informed about how we are protecting your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: privacy@vitalaxis.com
• Mail: VitalAxis Inc., 1433 Hooper Ave, Suite 320, Toms River, NJ 08753

We take your privacy seriously and will respond to your inquiry as promptly as possible.