Privacy Policy
Effective Date: 04/28/2025
Last Updated: 04/28/2025
1. Information We Collect
By which you may be personally identified, such as your name, postal address, email address, telephone number, date of birth, and any other identifier by which you may be contacted (“personal information”);
That is about you but individually does not identify you;
About your internet connection, the equipment you use to access our services, and usage details;
About your mental health, diagnosis, or therapy history necessary for the evaluation of Emotional Support Animal (ESA) or Psychiatric Service Dog (PSD) qualifications.
We collect this information:
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Directly from you when you provide it to us.
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Automatically as you navigate through our site (information collected automatically may include usage details, IP addresses, and information collected through cookies).
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Through communications, including email, telephone, and SMS text messaging.
Identifiers: Your name, address, email address, date of birth, phone number, and account information.
Protected Health Information (PHI): Any information related to your past, present, or future mental health or condition that is necessary to evaluate your need for an ESA or PSD letter, collected with your consent.
Payment Information: When you make a purchase, our third-party payment processors collect your payment card information. We do not store full payment card details.
Communications: Records of your interactions with us, including emails, phone consultations, SMS/text communications, and other customer support interactions.
2. How We Use Your Information
Provide, operate, and maintain CertifyESA services;
Evaluate your eligibility for an ESA or Psychiatric Service Dog letter;
Schedule and conduct consultations with licensed mental health professionals;
Process your payments for services;
Communicate with you via email, phone, or text message (SMS) regarding appointments, consultations, service updates, and general support;
Send you service announcements, updates, and promotional information (subject to your opt-out rights);
Comply with applicable law, enforce our Terms of Service, or protect our legal rights;
Improve our website, services, and user experience through analysis and feedback.
3. Legal Bases for Processing Your Information
Where applicable under relevant laws (such as GDPR if you are located in the European Economic Area), we process your personal data based on the following lawful bases:
Your consent;
The necessity to perform a contract with you;
Compliance with a legal obligation;
Legitimate interests, including delivering and improving our services, preventing fraud, and protecting security.
4. Disclosure of Your Information
We may disclose personal information that we collect, or that you provide:
To licensed mental health professionals working with us to evaluate your ESA/PSD eligibility;
To service providers and contractors we use to support our business (e.g., hosting, IT services, communications providers, and payment processors) under binding confidentiality agreements;
To comply with any court order, law, or legal process, including responding to a government or regulatory request;
To enforce our rights arising from any contracts entered into between you and us, including for billing and collection;
To protect the rights, property, or safety of CertifyESA, our clients, or others.
5. Data Security
We have implemented administrative, technical, and physical security measures designed to protect your personal information from accidental loss and unauthorized access, use, alteration, and disclosure. These measures include:
Encryption of sensitive data both in transit and at rest;
Secure servers protected by firewalls and intrusion detection systems;
Limited access to personal data to only those employees, contractors, and agents who need it to perform their work and who are bound by confidentiality obligations;
Regular security assessments and vulnerability testing.
6. Data Retention
7. Your Rights
Depending on where you live, you may have the following rights regarding your personal information:
Access: You may request to know whether we process your personal data and request a copy of your personal data.
Correction: You may request correction of inaccurate personal information we have about you.
Deletion: You may request that we delete your personal data, subject to exceptions.
Restriction: You may request that we restrict processing of your personal data.
Objection: You may object to certain types of processing, such as direct marketing.
Portability: Where applicable, you may request to receive your personal data in a structured, commonly used, machine-readable format.
Withdraw Consent: You may withdraw your consent to processing your information at any time where we rely on your consent.
8. Communications Preferences
You may opt out of:
Marketing emails by clicking the “unsubscribe” link included in all marketing emails.
Text messages by replying “STOP” to any SMS message.
9. Cookies and Tracking Technologies
Our website uses cookies, web beacons, and similar tracking technologies to enhance your browsing experience. These technologies help us:
Understand user behavior on our website;
Deliver a more personalized service;
Analyze trends and site traffic.
10. Third-Party Services
11. International Users
12. HIPAA Compliance Considerations
13. Children’s Privacy
14. Changes to This Privacy Policy
16. Contact Information
Email: Support@certifyesa.com
Phone: 415-886-5598
Website: certifyesa.com