Privacy Notice
PROACTIVE CARE PARTNERS, LLC, A MEDICAL RECORD
PROACTIVE CARE PROFESSIONALS, INC., A MEDICAL CORPORATION
NOTICE OF PRIVACY PRACTICES
Effective Date: June 2025
This Privacy Notice explains how Proactive Care Partners, LLC, and Proactive Care Professionals, Inc., a medical corporation, collect, use, share, retain, transfer, and otherwise handle information that can identify you (referred to as “Personal Information”), and the rights you may have regarding your Personal Information. We are committed to transparency and encourage you to review this Notice carefully to understand our privacy practices.
Please note that in certain situations, we act on behalf of and under the direction of clients, financial institutions, merchants, or other partners who serve as data controllers. In such cases, their respective privacy policies will govern how your Personal Information is processed. We recommend reviewing those policies for more detailed information.
PERSONAL INFORMATION WE COLLECT
We may collect various categories of Personal Information in the course of providing services or operating our website, where appropriate and necessary to fulfill our business purposes. The types of Personal Information we collect may include:
Biographical identifiers, such as your name, date of birth, age, and gender.
Contact information, including your home address, telephone number, and personal or business email address.
Identification details, such as your Social Security number, driver’s license number, passport details, tax identification number, or other government-issued identification, as well as bank account details and other information used for identity verification or financial transactions.
Employment-related information, including your employer or group association, job title, work contact details, employee ID, employment history, performance data, and information regarding your relationship to a policyholder, beneficiary, or claimant.
Sensitive demographic attributes, where relevant and permitted by law, such as race or ethnicity, citizenship, physical or mental health status, disability, sex (including gender identity), pregnancy or childbirth-related information, sexual orientation, union membership, or military/veteran status.
Financial information, which may include payment card numbers, bank account details, income, and other relevant financial data required to process payments or assess eligibility for certain services.
Benefit and pension information, including benefit elections, pension entitlement details, retirement dates, voluntary contributions, and information related to powers of attorney or similar legal authorizations.
Insurable risk-related data, such as criminal records, driving history, health or medical history, disability or injury details, relevant lifestyle factors (e.g., tobacco use), credit history, education information, and prior insurance claims or coverage details, to the extent necessary to assess risk or provide services.
Internet or network activity, including browsing history, IP address, device identifiers, login credentials, interaction with our website or digital communications, and usage data collected via cookies, web beacons, or other tracking technologies.
Other information you choose to provide, such as emergency contact details, information about dependents (including minors), geolocation data, marketing or communication preferences, feedback or survey responses (if you identify yourself), event participation information, or additional disclosures made in the course of interacting with our team.
Please note that the examples listed above are illustrative, not exhaustive. In all cases, Proactive Care Partners, LLCstrives to adhere to the principle of data minimization, meaning we collect only the Personal Information that is reasonably necessary to deliver our services, comply with legal obligations, or support legitimate business needs
HOW WE COLLECT PERSONAL INFORMATION
Information Provided by You, Your Representatives or Third Parties
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Directly from you – For example, when you visit our websites, enroll in benefits, request a quote, contact a service center, or otherwise provide information to us.
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From your representatives – Such as your employer, association, or group or benefit program/plan sponsor.
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From third parties – Including insurance companies, plan administrators, service providers, brokers or agents, credit agencies, financial institutions, government entities, or individuals acting on their behalf.
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From professional service providers – Such as vetting and data validation agencies or other advisory firms, particularly in connection with our marketing or business development efforts.
If you provide us with Personal Information about others (such as family members, beneficiaries, or dependents), you confirm that you have the authority to do so and that you have shared this Privacy Notice with them, where appropriate. We do not knowingly collect Personal Information directly from minors.
In cases where your Personal Information is collected by a third party (e.g., your employer), we encourage you to review that party’s privacy policy to understand how your information will be used and disclosed.
Please note: If you communicate with one of our investment advisors—regardless of the method or device—we may log and monitor those communications to comply with our legal and regulatory record-keeping obligations.
Collection by Automated Means
We use tracking technologies ("Cookies") and similar technologies to enhance your experience, analyze traffic, and remember preferences. Cookies are small text files stored in your browser when you visit a website. They may be used to:
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Keep track of your selected preferences
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Remember actions you’ve taken on the site
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Provide analytics on how users engage with our content
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Support essential functions of the site
By using our Site, you consent to our use of cookies as described in this policy. You can modify your Cookie preferences through your browser settings. If available based on your jurisdiction, website users can opt-out of our use of certain Cookies using the "Manage Cookies" link at the bottom of the website. Please note that disabling certain cookies may impact your experience or the functionality of the Site.
HOW WE MAY USE AND DISCLOSE INFORMATION ABOUT YOU
The following categories (listed in bold-face print, below) describe different ways that we use and disclose your Personal Infomation collected from you as a website visitor or client. For each category of uses or disclosures we will explain what we mean and give you some examples, but not every use or disclosure in a category will be listed. For purposes of this Notice of Privacy Practices, “we,” “our,” or “us” means Proactive Care Partners, LLC and Proactive Care Professionals, Inc., all departments and offices of Proactive Care Partners, LLC and Proactive Care Professionals, Inc., physicians, health coaches and consultants of the Proactive Care Team, and all employees, staff, business associates, and other Proactive Care personnel.
The examples provided are not exhaustive but help illustrate typical uses and disclosures.
To Conduct Our Business. We use your Personal Information to operate and manage our business. This includes providing requested services and programs; managing client relationships and account records; verifying identity; coordinating communication between you and our team, including affiliated healthcare professionals; and maintaining internal documentation necessary to support our day-to-day operations
To Provide You with Marketing Material (Where Permissible Under Applicable Law). If you become a client, we may send you newsletters or service-related communications that we believe are relevant to your interests. These may include updates about new offerings, helpful resources, or other communications permissible under applicable law. You may opt out of receiving these materials at any time, as described in the communication or by contacting us directly.
For Research, Data Analytics, and Development. We may use your Personal Information, sometimes in combination with data from other clients, to generate insights, reports, and analytics. This helps us understand and improve the quality of our services; evaluate and refine our programs, platforms, and outreach efforts; and assess the effectiveness of our websites, communications, and marketing activities. These analyses may also support the development of new offerings or enhancements to our existing services.
To Log and Monitor Activities and Maintain Network Security and Performance. We log and monitor communications and system interactions to help ensure service quality, adherence to internal procedures, and compliance with legal and regulatory obligations. In addition, we use Personal Information as necessary to monitor website performance; maintain the integrity, availability, and security of our systems; and detect or prevent fraud, unauthorized access, or cyberattacks.
To Maintain or Make Changes to Our Business. We may use and share your Personal Information in connection with changes to our corporate structure or operations. This includes activities such as internal restructuring, mergers, acquisitions, or asset transfers, as well as engaging third-party vendors, consultants, or service providers who support our business functions and are contractually obligated to safeguard your information.
In Connection with Legal or Regulatory Obligations. We may use or disclose Personal Information as necessary to comply with applicable laws and regulations. This may involve responding to court orders, subpoenas, or lawful requests from government or regulatory authorities; cooperating with investigations; or fulfilling legal documentation or reporting requirements.
For Fraud Prevention, Anti-Money Laundering, and Sanctions Screening. We process Personal Information as necessary to detect and prevent fraudulent activity; comply with anti-money laundering and sanctions obligations; and assess risk and eligibility for participation in our programs or services, consistent with applicable financial and legal standards.
To Business Associates and Service Providers. We may share Personal Information with trusted service providers or business associates who perform certain functions on our behalf, such as payment processing, IT services, customer support, or analytics. These entities are contractually required to use the information only for the services they are providing and to maintain appropriate safeguards.
With Individuals Involved in Your Care or Account Management. When relevant, we may share certain Personal Information with a family member, legal representative, or designated contact who is involved in managing your care or account, provided such disclosure is consistent with applicable privacy laws and directly relates to their role in supporting you.
Additional Uses. We may use Personal Information to contact you about upcoming appointments or interactions; inform you about services, tools, or wellness initiatives that may benefit you; and respond to your questions, service requests, or other communications with our team.
WHO WE DISCLOSE PERSONAL INFORMATION TO
We may disclose your Personal Information to the following categories of third parties, each for specific and lawful business purposes, as outlined below:
We may share your information with insurers, third-party agents or brokers, and other relevant third parties to assist in the delivery of services you request or to support the administration of insurance products and programs.
When applicable, we may disclose Personal Information to your employer, association, group, or benefit program sponsor to assist in the administration of a group insurance or employee benefits program.
We may share information with affiliated entities within the Proactice Care group, including Proactive Care Professionals, Inc. affiliates, so they can provide services to you, support ongoing client relationships, or contact you about additional products, services, or resources that may be of interest.
We engage agents and third-party service providers to perform certain functions on our behalf, such as IT services, data processing, administrative support, or customer service. These providers are contractually obligated to use Personal Information only for the purposes of providing the contracted services and must maintain appropriate data protection standards.
We may, where permitted by law, share Personal Information with marketing partners, including Proactive Care Partners, LLC affiliates and third parties engaged either by us or by our clients. These partners may provide you with information about products, services, or market insights that are relevant to your interests.
In the context of a corporate transaction, such as a merger, acquisition, bankruptcy, asset sale, or reorganization, we may disclose Personal Information to potential partners or successor entities as part of the evaluation or execution of the transaction. Any such disclosure will be subject to appropriate confidentiality protections.
We may share data with website analytics and advertising providers to help us understand user engagement with our websites and digital content. These partners may assist in personalizing advertisements or website experiences based on your interests, measuring advertising effectiveness, and deriving audience insights.
We may also disclose Personal Information to anti-fraud databases, regulatory bodies, law enforcement, or other governmental and third-party entities as required or permitted by law. Such disclosures may be necessary to prevent fraud, comply with legal obligations, respond to regulatory audits or investigations, enforce our terms and conditions, protect the rights and safety of our organization, or respond to suspected or actual illegal activity or security incidents
STEPS WE TAKE TO PROTECT PERSONAL INFORMATION
We take the security of your Personal Information seriously and implement a range of technical, administrative, and organizational safeguards designed to protect it from unauthorized access, disclosure, alteration, and destruction. These measures include, but are not limited to, data encryption, secure servers, access controls, network monitoring, regular vulnerability assessments, and employee training on data protection and privacy protocols. Access to Personal Information is restricted to those employees, contractors, and service providers who have a legitimate business need to know the information in order to perform their job functions. While we strive to maintain the highest standards of data security, no system can be guaranteed 100% secure. As such, we also maintain incident response procedures to address any suspected data breach promptly and effectively.
YOUR DATA PROTECTION RIGHTS
Your Rights: You have the following rights regarding the PHI we maintain about you:
Right to Request Restrictions. You have the right to request a restriction or limitation on the PHI we use or disclose about you for treatment, payment, or health care operations. You also have the right to request a limit on the medical information we disclose about you to someone who is involved in your care or the payment for your care. We are not required to agree with your request. If we do agree, we will comply with your request unless the information is needed for emergency treatment.
Right to Request Confidential Communications. You have the right to request that we communicate with you about medical matters in a certain way or at a certain location. For example, you can ask that we only contact you by telephone at work or that we only contact you by mail at home. We will accommodate all reasonable requests.
Right to Inspect and Receive a Copy. You have the right to inspect and receive a copy of PHI that may be used to make decisions about your care. Psychotherapy notes may not be inspected or copied. We may deny your request to inspect or receive a copy in certain very limited circumstances.
Right to Amend. If you believe that PHI we have about you is incorrect or incomplete, you may ask us to amend the information. You have the right to request an amendment for as long as the information is kept by Proactive Care Professionals, Inc., A Medical Corporation or Proactive Care Partners, LLC. You must include a reason that supports your request, and such request may be denied in certain limited circumstances.
Right to an Accounting of Disclosures. You have the right to request an “accounting of disclosures” that have been made by Proactive Care Professionals, Inc., A Medical Corporation or Proactive Care Partners, LLC in the past six (6) years.
CHANGES TO THIS NOTICE
Changes to this Notice: We reserve the right to change this notice. We reserve the right to make the revised or changed notice effective for medical information we already have about you as well as any information we receive in the future. We will post a copy of the current notice on the Medical & Wellness Center premises. The notice will contain, in the lower left-hand corner, the effective date. In addition, each time you register at, or are admitted to, the Medical & Wellness Center for treatment purposes, you may request a copy of the current notice in effect.
REQUESTS, QUESTIONS, AND COMPLAINTS
Requests, Questions, and Complaints: If you have any questions or would like additional information on these rights, you may contact Proactive Care Professional, Inc., A Medical Corporation at 626-355-8595 or in writing to 80 W Sierra Madre Blvd., Suite 397, Sierra Madre, CA 91024. Additionally, if you believe your privacy rights have been violated, you may file a complaint with either Proactive Care Professionals, Inc. Privacy Officer or with the Office for Civil Rights, U.S. Department of Health and Human Services, 200 Independence Avenue, S.W., Room 509F, HHH Building, Washington, D.C. 20201. You will not be penalized in any way for filing a complaint.