Privacy Policy

1. Who We Are

FloridaESALetter.org ("we," "us," "our") operates a telehealth platform connecting Florida residents with independent, licensed mental health professionals for emotional support animal (ESA) and psychiatric service dog (PSD) evaluations. This Privacy Policy applies to our website, scheduling tools, and support channels.

2. Information We Collect

Information you provide

• Contact details: name, email address, phone number, and mailing address when you book, contact support, or request verification help.
• Health information: details you share during intake and your telehealth evaluation, which are protected as described in our HIPAA Compliance statement.
• Payment information: processed by PCI-compliant third-party payment processors. We never store full card numbers on our servers.

Information collected automatically

• Device and usage data: IP address, browser type, pages visited, and referral source, collected through cookies and similar technologies to keep the site secure and improve our services.

3. How We Use Your Information

• To schedule and facilitate your telehealth evaluation with a licensed clinician
• To deliver your letter, respond to landlord or airline verification requests you authorize, and provide customer support
• To process payments, which are collected only after your letter is approved
• To comply with legal obligations, including Florida telehealth and record-keeping requirements
• To improve site performance, security, and user experience

4. How We Share Information

We do not sell your personal information. We share it only with:

• Your evaluating clinician, so they can perform your evaluation and maintain clinical records
• Service providers (scheduling, payment, secure video, and email vendors) bound by confidentiality and, where applicable, Business Associate Agreements
• Third parties you authorize, such as a landlord or property manager verifying your letter
• Authorities, when required by law, subpoena, or to protect safety

5. Cookies & Analytics

We use essential cookies to run the site and limited analytics cookies to understand how visitors use it. You can control cookies through your browser settings; disabling essential cookies may affect scheduling functionality.

6. Data Security & Retention

We use encryption in transit, access controls, and vendor security reviews to protect your data. Clinical records are retained by clinicians in accordance with Florida law; general account and support data is retained only as long as necessary for the purposes described here.

7. Your Rights & Choices

Depending on your location, you may have rights to access, correct, delete, or receive a copy of your personal information, and to opt out of marketing communications at any time. To exercise any right, email care@floridaesaletter.org. We will verify your identity before acting on requests.

8. Children's Privacy

Our services are intended for adults 18 and older. We do not knowingly collect information from anyone under 18. Evaluations involving a minor's household animal must be arranged by a parent or legal guardian.

9. Changes to This Policy

We may update this policy from time to time. Material changes will be posted on this page with a revised "Last updated" date. Continued use of the site after changes means you accept the updated policy.

10. Contact

Privacy questions? Email care@floridaesaletter.org.