First Coast Surrogates Privacy Policy

Last updated: June 04, 2025

This Privacy Policy explains how First Coast Surrogates (referred to as “we,” “us,” or “our”) collects, uses, and protects your personal information — including health-related information — when you interact with our website and services.

This policy is intended to inform you of your rights and our responsibilities under applicable privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA).

We collect both Personal Information and Protected Health Information (PHI) when you submit a form, or interact with our services. This may include:

• Full name
• Email address
• Phone number
• Mailing address
• Medical history or health-related details (submitted through online forms) 
• Insurance or payment information
• Any other identifying information you choose to provide
   

We also automatically collect basic technical data, such as:

• IP address
• Browser type
• Device identifiers
• Pages visited and interaction time
   

This data helps us maintain security and improve user experience. Through the use of a third-party form builder, there is no data transfer between the types of information we collect.

We use your personal and health information for purposes including:

• Responding to inquiries and appointment requests
• Providing care coordination or service follow-up
• Communicating about our services, policies, or updates
• Improving our website, forms, and communication systems
• Complying with HIPAA and other legal or regulatory obligations
   

We will not sell or share your health information for marketing purposes without your explicit written consent.

Any health-related information you provide is considered Protected Health Information (PHI) and is stored securely on HIPAA-compliant servers. We use appropriate administrative, technical, and physical safeguards to:

• Limit access to only authorized personnel
• Encrypt sensitive data in transit and at rest
• Maintain audit trails and breach detection protocols
• Prevent unauthorized use or disclosure of PHI
   

We also require any third-party vendors or service providers (e.g., hosting providers, form platforms) that handle PHI to sign Business Associate Agreements (BAAs) in compliance with HIPAA.

We may share your information only when necessary and in the following cases:

• With authorized service providers (e.g., form platforms, secure email systems, IT providers)
• When required by law, such as in response to a subpoena or court order
• To prevent harm, fraud, or abuse
• With your explicit written consent (e.g., referring you to another provider)
   

We do not share your information for third-party advertising purposes.

As an individual whose information may be protected under HIPAA, you have the right to:

• Request a copy of your submitted information
• Ask for corrections to your data
• Withdraw your consent (where applicable)
• Request deletion of non-essential personal data
• File a complaint with the U.S. Department of Health and Human Services if you believe your rights have been violated
   

To exercise these rights, please contact us at the information below.

We retain your information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. PHI is stored in accordance with applicable retention requirements for medical and health-related data.

We use essential cookies and analytics tools to:

• Ensure website functionality
• Track anonymous usage data
• Improve user experience
   

You may adjust your browser settings to block cookies, but some features of the site may not function properly.

Our website and services are not intended for children under age 13. We do not knowingly collect PHI or personal data from children without verified parental consent.

Our website may include links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read their privacy policies.

We may update this Privacy Policy from time to time. If we make material changes, we’ll notify you by updating the “Last Updated” date and providing a notice on our site.

If you have questions about this Privacy Policy or how we handle your data, please contact us:

PO Box 3698, Ponte Vedra Beach, FL 32004, US
https://firstcoastsurrogates.com/contact-us
800-985-8208