Privacy Policy

1. Overview

PropPilot Health, P.C. (d/b/a PropPilot) operates a healthcare marketplace that connects patients with independently licensed healthcare providers for GLP-1 weight-loss treatment. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website at proppilot-13.polsia.app and related services (collectively, the "Service"). We design privacy practices to comply with HIPAA, HITECH, applicable state telehealth privacy laws, and where applicable, the California Consumer Privacy Act (CCPA).

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.

2. Data We Collect on the Assessment

When you complete the patient eligibility assessment, the following fields are collected and written to the `patient_assessments` table at submission time. Each row is also stamped with a server-side `submitted_at` timestamp and assigned the lifecycle status `pending_review`.

• Identity & contact: first_name, last_name, email, phone
• Demographics: date_of_birth, state (state of residence for licensing verification)
• Health metrics: current_weight_lbs, goal_weight_lbs, height_feet, height_inches, bmi
• Medical history: conditions (JSON array of condition keys — e.g. history of pancreatitis, thyroid conditions, personal or family history of medullary thyroid carcinoma or Multiple Endocrine Neoplasia syndrome type 2)
• GLP-1 experience: previous_glp1 (boolean), previous_glp1_medication, previous_glp1_stop_reason
• Treatment goals: primary_motivation, timeline_expectation
• Telehealth consent: telehealth_consent (boolean — explicit consent to receive care via telehealth)
• Lifecycle metadata: submitted_at (server-set timestamp), status (server-set to `pending_review` — transitions to `consult_requested` / `booked` / `archived` as the patient moves through the funnel)

3. Abandoned-Funnel Captures (partial_lead rows)

If you start the assessment and stop before completing it but provide your email address (for example, to receive the lead-magnet guide or to be reminded to finish), we write a single row to `patient_assessments` with only the email populated and lifecycle status set to `partial_lead`. All other assessment columns — first_name, last_name, telehealth_consent, etc. — are stored as NULL on the partial row.

Partial rows are governed by a partial unique index on lower-cased email where status = `partial_lead`. If you submit the same email again as a partial capture within 30 days, we refresh the `submitted_at` timestamp rather than creating a duplicate row. Completing the full assessment inserts a new pending_review row for the same email — partial and complete rows coexist for the same address.

4. Consult Requests (consult_requests rows)

When you request a consultation with a matched provider through the platform, we write a row to the `consult_requests` table that links back to your assessment record. The row is stored with the following columns and is used to coordinate contact between you, the provider, and our support team.

• assessment_id: foreign key reference to patient_assessments.id (links the consult request back to your submitted assessment)
• provider_id: foreign key reference to provider_directory.id (the matched, board-certified physician)
• preferred_contact_window: a short string you select (e.g. "morning", "afternoon", "evening") — used by the provider to schedule outreach
• timezone: IANA timezone string (e.g. "America/Los_Angeles") so the provider can call at a sensible local time
• notes: optional free-text field for context you want to share with the provider ahead of the consult
• status: lifecycle column defaulting to `pending` at creation; transitions to `in_progress` / `completed` / `cancelled` as outreach progresses
• created_at: server-set timestamptz marking when the request was submitted

5. Third-Party Processors & Sub-Contractors

We share Protected Health Information only with sub-processors that have executed a Business Associate Agreement (BAA) with us and that agree to handle PHI in compliance with the HIPAA Security Rule. Our current sub-processors are:

• Polsia Email Proxy (notifications & drip delivery): Used to deliver assessment-submission notifications to PropPilot staff and the 5-step patient nurture drip sequence. Endpoint: https://polsia.com/api/proxy/email. Inbound PHI (assessment metadata) is scoped to the minimum necessary to fulfil the delivery, and the proxy is operated under our BAA.
• HIPAA-compliant object storage (clinical attachments, if used): If you or your provider upload clinical attachments (lab results, prior imaging, photographs relevant to the consult), those files are stored in HIPAA-compliant object storage delivered by a sub-processor operating under a signed BAA. Attachments are encrypted at rest and scoped per-assessment; they are not used for any purpose other than supporting your care.

We do not engage third-party advertising networks, retargeting pixels, data brokers, or third-party analytics vendors that receive PHI. Meta Pixel and Google Analytics are loaded only on public marketing pages and are explicitly excluded from the assessment funnel.

6. Your Rights as a Patient

You have the following rights with respect to your personal information and Protected Health Information. To exercise any of these rights, contact us at the email address in Section 7 and we will respond within 30 days. We may require identity verification before processing requests to protect your information from unauthorized access.

• Access: Request a copy of the personal information we hold about you, including a copy of any row in `patient_assessments` associated with your email and any `consult_requests` linked to those rows.
• Correct: Request correction of inaccurate or incomplete information. Update requests for assessment fields (name, contact details, health metrics) are applied directly to the underlying `patient_assessments` row.
• Delete: Request deletion of your personal information. Deletion requests for assessment, partial_lead, and consult_requests rows are honoured subject to HIPAA record-retention requirements (45 CFR §164.530(j)) and state healthcare recordkeeping standards. We will inform you of any applicable retention exception when responding to your request.
• Portability: Request transfer of your information to another service provider in a machine-readable format. We will provide an export of the fields described in Sections 2–4 (and any attachments stored under Section 5) at your request.
• Restriction: Request that we restrict processing of your information in certain circumstances (for example, pausing nurture-drip emails without deleting the underlying row — which is also available at any time via the unsubscribe link in every drip email).

California residents have additional rights under the CCPA, including the right to know, delete, and opt out of the sale of personal information. We do not sell personal information. Requests submitted under the CCPA follow the same contact path and verification process described above.

7. Contact

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, contact our Privacy Team at the email address below. For HIPAA-specific inquiries — including requests to access or amend your PHI, requests for an accounting of disclosures, or complaints about the use or disclosure of your health information — please contact our Privacy Officer directly at the same address.

Email: support@proppilot-13.polsia.app · Phone: +1 (415) 555-0136

Last updated: 2026-07-28  ·  Effective: 2026-07-28