Privacy Policy

Arvix Health (“Arvix Health,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit arvixhealth.com and use our services, including our emotional support animal (ESA) letter and medical accommodation letter services.

By accessing our website or using our services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use our services.

1. Information We Collect

We collect information you provide directly to us, information collected automatically through your use of our services, and information from third-party partners as necessary to provide our services.

Information You Provide Directly:

• Full name, date of birth, and contact information (email address, phone number, mailing address)
• Health and mental health information disclosed in our intake forms, including descriptions of your condition, symptoms, and the type of accommodation you are seeking
• Payment information (processed securely through our third-party payment processor; we do not store full card numbers)
• Communications you send to us, including support inquiries and requests for edits to your letter

Information Collected Automatically:

• IP address, browser type and version, device type, and operating system
• Pages viewed, time spent on pages, links clicked, and referring URLs
• Cookie identifiers and similar tracking technologies (see Section 8 for details)

2. How We Use Your Information

We use the information we collect for the following purposes:

• To process your intake request and facilitate the review of your accommodation letter by a licensed healthcare provider
• To deliver your completed ESA or medical accommodation letter to you via email
• To process payment for our services
• To communicate with you regarding your order, including status updates, delivery confirmation, and edit requests
• To respond to your questions and provide customer support
• To maintain records as required by applicable law and healthcare regulations
• To improve our website and services based on aggregated, de-identified usage data
• To detect and prevent fraud, abuse, and security incidents
• To comply with our legal obligations

We do not sell your personal information or health information to third parties for marketing purposes.

3. How We Share Your Information

We share your information only as necessary to provide our services and as described below:

Licensed Healthcare Providers: Your intake information is shared with the licensed healthcare provider who reviews your request and issues your accommodation letter. This sharing is essential to delivering our service.

Service Providers: We work with trusted third-party vendors who assist us in operating our website and delivering our services. These include payment processors, email delivery providers, and hosting infrastructure providers. These vendors are contractually obligated to protect your information and may only use it to perform services on our behalf.

Legal Requirements: We may disclose your information if required to do so by law, court order, regulatory authority, or government request, or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of Arvix Health, our users, or the public.

Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity, subject to the same privacy protections described in this policy.

We do not share, sell, rent, or trade your personal or health information with third parties for their own marketing or commercial purposes.

4. HIPAA & Medical Privacy

Arvix Health takes the privacy of your health information seriously. The health and mental health information you disclose during the intake process is treated as protected health information (PHI) under applicable law.

Our licensed healthcare providers and associated operations are subject to the Health Insurance Portability and Accountability Act (HIPAA) where applicable. We implement administrative, physical, and technical safeguards consistent with HIPAA requirements to protect the confidentiality, integrity, and availability of your health information.

Your health information is used solely for the purpose of evaluating your request and issuing your accommodation letter. It is not shared with insurance companies, employers, landlords, schools, or any other third party without your explicit consent, except as required by law.

5. Data Security

We use industry-standard security measures to protect your information from unauthorized access, disclosure, alteration, and destruction. These measures include:

• Encryption of data in transit using TLS (Transport Layer Security)
• Encryption of sensitive data at rest
• Access controls limiting who within our organization can access your information
• Secure, reputable third-party payment processing — we do not store your full payment card information on our servers
• Regular review of our security practices and infrastructure

While we implement these protections, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly addressing any security incidents that may occur.

6. Data Retention

We retain your personal information and health information for as long as necessary to fulfill the purposes described in this policy, including to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.

Health and intake information is generally retained for a minimum period consistent with applicable healthcare regulations and state law requirements. If you request deletion of your information, we will honor that request to the extent permitted by law, and we will inform you if certain information must be retained for legal or regulatory reasons.

7. Your Rights & Choices

Depending on your location, you may have the following rights with respect to your personal information:

• Access: You may request a copy of the personal information we hold about you.
• Correction: You may request that we correct inaccurate or incomplete information.
• Deletion: You may request that we delete your personal information, subject to legal retention requirements.
• Restriction: You may request that we restrict the processing of your information in certain circumstances.
• Portability: You may request that we provide your personal information in a structured, machine-readable format.
• Opt-Out of Communications: You may opt out of non-essential email communications by following the unsubscribe link in any marketing email or by contacting us directly.

To exercise any of these rights, please contact us at support@arvixhealth.com. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

8. Cookies & Tracking

Our website uses cookies and similar technologies to enhance your experience and to collect usage data. Cookies are small text files stored on your device by your browser.

We use the following types of cookies:

• Essential Cookies: Required for the website to function, including form session management and payment processing. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our site so we can improve performance and content. Data collected is aggregated and de-identified.
• Functional Cookies: Remember your preferences to provide a more personalized experience.

Most browsers allow you to control or disable cookies through browser settings. Disabling essential cookies may affect the functionality of our intake form and services.

9. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at support@arvixhealth.com and we will promptly delete that information.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. When we make changes, we will update the effective date at the top of this page. For significant changes, we will provide additional notice, such as a notification on our website or an email to users who have an active order or account.

Your continued use of our services after the effective date of any updated policy constitutes your acceptance of the revised terms.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your information, please contact us:

For privacy-related requests, please include “Privacy Request” in the subject line of your email so we can route it to the appropriate team promptly.

You may also review our Terms of Service for additional information about your use of our services.