Privacy Policy

We collect information that you voluntarily provide to us, as well as information gathered automatically through your use of our website and services.

Personal Identification Information

• Full name, date of birth, and gender
• Email address, phone number, and mailing address
• Emergency contact information where relevant

Medical & Health Information

• Medical history, current health conditions, symptoms, and diagnoses
• Current medications, supplements, and treatment history
• Lab results, medical reports, and clinical documentation you provide
• Nutrition habits, lifestyle information, and wellness goals
• Information documented during consultations with our licensed physicians

Payment Information

Payment information is processed securely through our third-party payment processors. We do not store your full credit card numbers or bank account details on our servers.

Technical & Usage Data

• IP address, browser type, device type, and operating system
• Pages visited, time spent on pages, and referral sources
• Cookie data and analytics information (see Section 9)

Communications Data

• Emails, messages, and inquiries you send us
• SMS communications (subject to your consent — see Section 4)
• Records of appointments and consultation notes

We use your information strictly for the following purposes:

• To provide, personalize, and improve our medical and wellness services
• To conduct clinical consultations, issue medical advice, and provide physician-authorized prescriptions
• To develop bespoke nutrition and wellness plans tailored to your health profile
• To facilitate secure communication between you and your assigned physician or specialist
• To schedule appointments, process payments, and manage your account
• To send appointment reminders, health updates, and service notifications via email or SMS (with your consent)
• To comply with legal, regulatory, and medical record retention obligations
• To improve our services using anonymized, aggregated data — your personal identity is never revealed in this process

We may share your information only in the following limited and controlled circumstances:

With Your Healthcare Team

With your explicit written consent, we may share relevant health information with your primary care physician, referred specialists, or other members of your care team to coordinate your treatment.

With Trusted Service Providers

We engage carefully vetted third-party vendors to assist in operating our business, including secure data hosting, payment processing, appointment scheduling, and SMS message delivery. All vendors are bound by strict data processing agreements and are prohibited from using your data for any purpose other than providing the contracted service.

As Required by Law

We may disclose your information where required by applicable law, court order, subpoena, or government regulation, or where necessary to protect the rights, safety, or property of our clients, staff, or the public.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, subject to the same privacy protections described in this Policy. You will be notified of any such transfer.

Within Our Corporate Family

Information may be shared with our parent company, subsidiaries, or affiliates, all of whom are contractually required to adhere to this Privacy Policy.

When you provide your mobile number and opt in to SMS communications, we handle your data with the highest level of confidentiality. Your SMS opt-in data and mobile number will not be shared with any third party.

What We Send

• Appointment confirmations, reminders, and follow-ups
• Health and wellness updates relevant to your program
• Responses to inquiries you initiate via SMS
• Important service or account notifications

How to Opt Out & Get Help

To re-subscribe after opting out, text START to our number or contact us directly.

We implement a comprehensive, enterprise-grade security program to protect your personal and health information from unauthorized access, disclosure, alteration, or destruction. Our security measures include:

• Encryption in transit and at rest — All data transmitted between your browser and our servers is protected using TLS/SSL protocols. Stored data is encrypted at rest.
• Access controls — Strict role-based access controls ensure only authorized personnel directly involved in your care can access your clinical records, following the principle of least privilege.
• Regular security assessments — We conduct periodic security audits and vulnerability assessments of our systems and processes.
• Staff training — All team members are trained on HIPAA compliance, data handling procedures, and patient confidentiality obligations.
• Incident response — We maintain a formal data breach response plan and will notify affected individuals and relevant authorities in accordance with applicable law in the event of a breach.

We retain your personal and health records in accordance with statutory medical record retention laws applicable in your jurisdiction. In the United States, medical records are generally retained for a minimum of 7 years from the date of service, or longer where required by state law.

For non-medical personal data (such as marketing preferences or general contact information), we retain data only for as long as necessary to fulfill the purpose for which it was collected, or as required by law.

Once your information is no longer necessary, it will be securely and permanently deleted or irreversibly anonymized using industry-standard methods.

Depending on your location and applicable law, you have the following rights regarding your personal data. To exercise any of these rights, contact us at hello@vertexconsultation.online.

We will respond to all legitimate requests within 30 days. In some cases, we may need to verify your identity before processing your request. There is no charge for exercising your rights unless requests are manifestly unfounded or excessive.

Vertex Consultation Group LLC is headquartered in Denver, Colorado, United States. If you access our services from outside the United States, your information may be transferred to, stored, and processed in the U.S., where data protection laws may differ from those in your country.

Where we transfer personal data of EU/EEA residents outside the European Economic Area, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions where applicable
• Other lawful transfer mechanisms as required by applicable law

By using our services, you consent to the transfer of your information to the United States and other countries as described in this Policy.

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand how visitors interact with our content.

Types of Cookies We Use

• Essential cookies — Necessary for the website to function properly. These cannot be disabled.
• Analytics cookies — Help us understand how visitors use our site (e.g., Google Analytics). Data is collected anonymously.
• Functional cookies — Remember your preferences and settings to improve your experience.
• Marketing cookies — Used to deliver relevant content and track the effectiveness of our communications. Only used with your consent.

You can control and manage cookies through your browser settings. Disabling certain cookies may affect the functionality of our website. For more information, visit allaboutcookies.org.

We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal obligations. When we make material changes, we will:

• Post the updated Policy on this page with a revised “Last Updated” date
• Notify existing clients by email where required by law or where changes are significant

We encourage you to review this Policy regularly to stay informed about how we protect your information. Your continued use of our services after any changes constitutes your acceptance of the updated Policy.

For any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal data, please contact our Privacy Office directly. We are committed to resolving all privacy inquiries promptly and transparently.