Privacy policy

Before you read

Treat this page as a working template written in everyday language for ESA Letter TX. A licensed attorney has not reviewed it yet, and one should before the business relies on it. Wherever you see [confirm], the owner still has to verify or supply a business detail.

Records created during your evaluation fall under our separate HIPAA notice summary as well. Where the two conflict on health information, the HIPAA notice wins.

Information we collect

• Identity and contact data you enter, like your name, email and a phone number for the visit.
• Scheduling data, like your appointment slot, the state you're in and how many animals you have.
• Intake answers and anything you discuss with the clinician, which counts as health information.
• Payment data, which an outside payment processor handles. Full card numbers aren't stored by us [confirm].
• The content of emails and chat messages you send.
• Device and usage data, like IP address, browser, pages visited and cookie IDs.

Why we use it

• Holding your appointment and delivering a letter if one is written.
• Charging you once a letter exists, and processing refunds.
• Replying to support requests and sending order updates.
• Protecting the site, spotting fraud and fixing bugs.
• Learning how visitors use the site so we can improve it.
• Meeting legal, tax and recordkeeping obligations.

Who receives it

Information leaves our hands only to run the service, because a law requires it, or because you said yes. Recipients can include:

• The licensed clinician who evaluates you.
• The telehealth and scheduling platform behind booking, visits and your patient portal.
• Our card processor [confirm name].
• The live chat vendor, which receives whatever you type into the chat window.
• Hosting, email and analytics vendors [confirm list] that are contractually required to safeguard data.
• Courts, regulators or law enforcement when a subpoena, order or statute compels disclosure.
• A buyer or successor company if the business changes hands, which must honor this policy.

What we don't do

We don't sell personal information or hand it over for cross-context behavioral advertising [confirm]. We won't reach out to your landlord, school or airline about you unless you ask us to in writing.

Cookies and analytics

Cookies and similar tools keep chat and scheduling running and help us count visits [confirm analytics tools]. Your browser lets you refuse or clear them, though the chat window may stop working if you do.

Retention and security

We hold information only as long as the service and the law require, which includes the medical-record retention rules clinicians must follow [confirm retention periods]. Administrative, technical and physical safeguards protect it, though no system can promise perfect security.

Your choices

You may ask what we hold about you, ask us to correct or erase it, or unsubscribe from marketing. Clinical records sometimes must be kept even after a deletion request. Email support@esalettertx.com with "Privacy" in the subject line; we may verify your identity before acting.

The site is intended for adults 18 and older [confirm age policy], and we don't knowingly gather information from minors without a parent or guardian involved.

If this policy changes, the effective date above will be updated and major changes will be noted here.