PRIVACY POLICY

VERSION 1.0

LAST REVISED ON: JANUARY 5, 2025

Shape Health LLC ("Shape", "Company", "us", "our", and "we") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our website, mobile application, and services (collectively, the "Services").

BY USING OUR SERVICES, YOU CONSENT TO THE PRACTICES DESCRIBED IN THIS PRIVACY POLICY.

1. INFORMATION WE COLLECT

1.1 Information You Provide to Us

We collect information you directly provide, including:

Account Information:

  • Name, email address, phone number, and date of birth
  • Username, password, and security questions
  • Profile information and preferences

Health and Medical Information:

  • Health history, symptoms, and medical conditions
  • Current medications and treatment information
  • Healthcare provider information
  • Health goals and progress data

Insurance and Eligibility Information:

  • Insurance carrier, policy number, and group ID
  • Member ID and coverage details
  • Employer or health plan information
  • Documentation required for eligibility verification

Payment Information:

  • Billing address and payment method details
  • Transaction history and payment records

1.2 Information We Collect Automatically

Usage Information:

  • Pages visited, features used, and time spent
  • Device information (IP address, browser type, operating system)
  • Location data (with your permission)

Cookies and Tracking Technologies:

  • We use cookies, web beacons, and similar technologies to enhance your experience and collect analytics data

2. ELIGIBILITY VERIFICATION AND DATA USE

2.1 Eligibility Verification Process

Shape conducts eligibility verification to ensure appropriate service delivery:

Initial Verification:

  • Insurance coverage and benefits verification
  • Medical necessity assessment
  • Provider network validation

Ongoing Verification:

  • Periodic insurance status checks
  • Medical condition reassessments
  • Continued eligibility reviews

2.2 Third-Party Verification Services

We may share your information with:

  • Insurance carriers and administrators
  • Healthcare providers and medical professionals
  • Third-party verification and clearinghouse services
  • Regulatory agencies as required by law

Data Shared for Verification:

  • Insurance information and coverage details
  • Medical history relevant to service eligibility
  • Contact and demographic information
  • Documentation supporting medical necessity

2.3 Verification Decision Communications

We will notify you of:

  • Eligibility determination results
  • Required additional documentation
  • Changes to your eligibility status
  • Appeal rights and processes

3. HOW WE USE YOUR INFORMATION

We use your information to:

Provide Services:

  • Deliver personalized health coaching and support
  • Connect you with appropriate healthcare providers
  • Process payments and manage billing
  • Verify insurance coverage and benefits

Improve Services:

  • Analyze usage patterns and service effectiveness
  • Develop new features and enhancements
  • Conduct research and analytics (in de-identified form)

Communications:

  • Send service-related notifications
  • Provide customer support
  • Share health education content
  • Deliver marketing communications (with your consent)

Legal and Safety:

  • Comply with legal obligations
  • Protect against fraud and abuse
  • Enforce our terms and policies

4. INFORMATION SHARING AND DISCLOSURE

4.1 With Your Consent

We share information with your explicit consent, including:

  • Healthcare providers involved in your care
  • Family members or caregivers you designate
  • Insurance carriers for claims processing

4.2 Service Providers

We share information with trusted partners who assist in:

  • Payment processing and billing
  • Insurance verification and claims
  • Technology infrastructure and security
  • Customer support and communications

4.3 Business Transfers

In connection with mergers, acquisitions, or asset sales, your information may be transferred to the acquiring entity.

4.4 Legal Requirements

We may disclose information when required by:

  • Court orders or legal process
  • Government investigations
  • Public health authorities
  • Emergency situations to protect safety

4.5 De-identified Information

We may use and share de-identified, aggregated information for research, analytics, and business purposes.

5. HIPAA COMPLIANCE

When Shape functions as a covered entity or business associate under HIPAA, we comply with all applicable requirements for protecting your health information. This includes:

  • Implementing appropriate safeguards
  • Limiting access to authorized personnel
  • Providing you with rights regarding your health information
  • Maintaining separate HIPAA policies where applicable

6. DATA SECURITY

We implement comprehensive security measures including:

Technical Safeguards:

  • Encryption in transit and at rest
  • Secure access controls and authentication
  • Regular security audits and monitoring
  • Industry-standard security protocols

Administrative Safeguards:

  • Employee training on privacy practices
  • Access controls and audit logs
  • Incident response procedures
  • Vendor security assessments

Physical Safeguards:

  • Secure data centers and facilities
  • Equipment disposal and sanitization
  • Environmental controls and monitoring

7. YOUR PRIVACY RIGHTS

7.1 Access and Control

You have the right to:

  • Access your personal information
  • Correct inaccurate or incomplete information
  • Request deletion of your information (subject to legal requirements)
  • Export your data in a portable format

7.2 Communication Preferences

You can:

  • Opt out of marketing communications
  • Manage notification preferences
  • Choose communication channels

7.3 Account Management

You may:

  • Update your profile information
  • Change privacy settings
  • Delete your account (subject to record retention requirements)

7.4 Exercising Your Rights

To exercise these rights, contact us at:

  • Email: privacy@shapehealth.io
  • Phone: (575) 339-1671
  • Mail: 6202 Alchemy Street, Las Cruces, New Mexico 88012

8. DATA RETENTION

We retain your information for as long as:

  • Your account is active
  • Needed to provide services
  • Required by law or regulation
  • Necessary for legitimate business purposes

Specific Retention Periods:

  • Health information: 7 years after last service
  • Insurance and billing records: 7 years
  • Account information: 3 years after account closure
  • Marketing communications: Until you unsubscribe

9. CHILDREN'S PRIVACY

Our Services are not intended for children under 13. We do not knowingly collect information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

10. CALIFORNIA PRIVACY RIGHTS

California residents have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know: Categories of information collected, sources, purposes, and third parties with whom it's shared

Right to Delete: Request deletion of personal information (subject to exceptions)

Right to Opt-Out: Opt out of "sale" of personal information (we do not sell personal information)

Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise these rights, use the contact information in Section 7.4.

11. INTERNATIONAL DATA TRANSFERS

Your information may be processed and stored in the United States. By using our Services, you consent to the transfer of your information to the United States, which may have different privacy laws than your jurisdiction.

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will:

  • Post the updated policy on our website
  • Send email notification for material changes
  • Update the "Last Revised" date

Your continued use of our Services after changes constitutes acceptance of the updated policy.

13. CONTACT INFORMATION

For privacy-related questions or concerns:

Privacy Officer
Shape Health LLC
6202 Alchemy Street
Las Cruces, New Mexico 88012
Phone: (575) 339-1671
Email: privacy@shapehealth.io

For general inquiries: Email: hello@shapehealth.io

14. EFFECTIVE DATE

This Privacy Policy is effective as of January 5, 2025.

Privacy Policy | Shape