Privacy Policy

PHI Cares Commitment to Privacy

At PHI Cares, a part of PHI Air Medical, LLC, and our related entities (together known as "PHI Air Medical," "PHI," "we," or "us"), we are dedicated to safeguarding your privacy and securing your information. This Privacy Policy outlines our approach to handling the Personal Information we gather in various scenarios, including:

When you access our main website [https://www.phicares.com], its subdomains, or any PHI Air Medical managed websites, products, and services linked to this Privacy Policy.
Through interactions via email, phone, mail, facsimile, or in-person communications.
Upon your enrollment in any of our membership programs.
When you subscribe to receive our emails, mail, or other forms of communication.
During your interactions with our advertising and applications on external websites and services.
If you apply for employment with PHI Air Medical.
Anytime you provide us with Personal Information, whether in digital or physical forms.

This Privacy Policy works in conjunction with our HIPAA Notice of Privacy Practices, which details our use and disclosure of protected health information ("PHI") as per the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"). In cases of conflict, our HIPAA Notice takes precedence regarding PHI. We collectively refer to our various platforms, products, services, and interactions with you as "Services." This policy may be supplemented with additional privacy information pertinent to specific Services we offer.

The Nature of Personal Information We Gather

"Personal Information" refers to data that can identify, relate to, or be linked, directly or indirectly, to you or your household. We gather this information through your engagement with our Services, which may include:

Identifiers: Such as your name, address, email, date of birth, phone number, and other contact details, including login credentials.
Geolocation Data: Depending on your device settings, we may collect your location to enhance and personalize our Services.
Internet or Network Activity: This includes details about your device usage for accessing our Sites, like IP addresses, browser types, site areas visited, and actions taken, along with data collected through cookies and similar technologies.
Professional Information: We collect information like resumes, employment histories, educational backgrounds, references, and other related data when you apply for a job.
Protected Class Information: Any voluntarily provided information regarding your gender, race, or age.
Commercial Information: Includes payment methods and card details for transactions with us.
Inferences and Preferences: Insights drawn from your data to build a profile reflecting your preferences and interests in our Services.
Sensitive Personal Information: Health information, login details, and partial Social Security Numbers required for account access or other purposes.

We may also gather any other information you choose to provide, such as during billing inquiries, membership sign-ups, or other communications with us.

Remember, if any information gathered through our Services constitutes PHI under HIPAA, it will be used, disclosed, and processed in accordance with our HIPAA Notice of Privacy Practices.

Gathering Your Personal Information

Our collection of Personal Information through our Services happens in various ways:

Direct Interaction: We gather information directly from you when you engage with our Services.
Automated Technologies: We employ automated data collection methods, detailed in the “Cookies and Other Data Collection Technologies” section.
Third-Party Sources: We acquire information from external partners like business associates, marketing affiliates, and service providers, merging it with data we already have to enhance our Services and communication.

Utilizing Your Personal Information

We use your Personal Information for several purposes:

Service Provision: Utilizing your information to deliver our Services, process job applications and transactions, respond to inquiries, and communicate with you about our offerings.
Relationship Building: Using your data to enhance your experience with our Services, send relevant marketing messages, and informational newsletters. We also derive insights regarding your preferences and interests to better tailor our Services.
Enhancing Our Sites and Services: Analyzing visitor demographics and site usage patterns to improve site functionality, user experience, conduct market research, quality assurance, internal reviews, and develop new offerings.
Site Security: We use your data to ensure the security and integrity of our Sites, detect and prevent fraud or illegal activities, and enforce our terms of use.
Legal Compliance: Your information is used to fulfill legal obligations, cooperate with law enforcement and government agencies, and for legal claim management.

Sharing Your Personal Information

Your Personal Information may be shared as follows:

Within Our Group: Shared with our affiliates and subsidiaries in line with this Privacy Policy.

Service Providers: Disclosed to third parties who perform various tasks for us, like billing, marketing, analytics, payment processing, and site maintenance, under confidentiality obligations.
Regulatory and Legal Authorities: Shared with entities that have regulatory power over PHI Air Medical, including law enforcement, public bodies, and judicial authorities.
Other Necessary Disclosures: We may share your data with other parties:
- During business transitions such as mergers, acquisitions, restructurings, or in bankruptcy situations.
- With entities like professional advisors, data management firms, and digital marketers who perform functions on our behalf.
- To comply with legal requirements, protect rights, safety, and property, enforce terms, and respond to emergencies.
- Following your specific requests or with your consent.

Holding Onto Your Personal Information

At PHI Cares, we hold onto your personal information only as long as needed to fulfill the objectives for which it was gathered. This includes meeting our operational needs, adhering to legal and regulatory demands, and complying with applicable laws. The retention period is balanced against the amount, nature, and sensitivity of the personal data, the reasons for its collection and use, and relevant legal or regulatory requirements. In some scenarios, we may de-identify your personal information, rendering it non-identifiable. This anonymized data could be used indefinitely for business analysis, research, and improvement purposes, without further notification.

Understanding Cookies and Tracking

Our digital platforms employ cookies and related tracking technologies to enhance your user experience. Cookies are small text files placed on your device to remember your preferences and actions over time. Alongside cookies, we might use web beacons and similar technologies for tracking and data collection. The types of cookies we utilize include:

Essential Cookies: Vital for accessing services, viewing content, and using your account.
Functionality Cookies: Enable personalization and remember your settings and preferences.
Preference Cookies: Capture and store your privacy preferences, account settings, and login information.
Analytics Cookies: Gather statistical data about user interaction, usage trends, and demographics to understand engagement and improve our site.
Advertising Cookies: Used to display tailored advertising on our and third-party sites. These cookies track visitor behavior to:

- Remember your preferences for future visits.
- Offer relevant content and services.
- Monitor ad and search engine performance.
- Enhance site interaction and develop future features.
- Recognize repeat visits to our platforms.

We partner with third parties for advertising and analytics services. These include, but are not limited to, Google, Bing, Facebook and Instagram (Meta), and LinkedIn. Note that these third parties operate independently, and any information shared with them falls under their privacy policies. We recommend reviewing their policies for a better understanding of their data practices. For information on cookies, visit www.allaboutcookies.org. Remember, you can control cookie settings through your browser, though this may affect your full access to our sites.

Managing Cookies with PHI Cares

At PHI Cares, we use cookies to tailor your experience on our sites. Essential cookies, crucial for basic site functions, are automatically stored on your browser. We also utilize third-party cookies for analytical purposes, helping us understand your site usage, but these require your consent.

In some jurisdictions, using third-party cookies for targeted ads may be considered a "sale" of personal information. If you wish to opt out of this, please reach out to us as detailed in the “Contact Us” section.

You have the option to block cookies through your browser settings. Be aware, however, that blocking all cookies, including essential ones, might restrict your access to certain parts of our sites. These cookie preferences are specific to each browser and device, so you'll need to set them individually on each one you use.

California Residents’ Special Notice

This part is specifically for California residents covered by the CCPA and CPRA. Here, “Personal Information” does not include patient information governed by HIPAA or the California Confidentiality of Medical Information Act.

Using and Sharing Personal Information

Over the past year, we've gathered and used personal information as described in the “Gathering Your Personal Information” section. This information has been used and shared according to the details in “Utilizing Your Personal Information” and “Sharing Your Personal Information.”

We have not engaged in the monetary sale of personal information. However, certain interactions with third parties, involving cookies and tracking technologies, might be interpreted as a “sale” or “sharing” under CCPA/CPRA. These third parties help us understand site usage, user preferences, and tailor advertisements accordingly. For more on our use of cookies and tracking, please refer back to the “Understanding Cookies and Tracking” section. We do not sell or disclose the personal information of minors under 16.

California Residents’ Rights Regarding Personal Information

Under California Law, including CCPA and CPRA, residents of California are granted specific rights concerning their Personal Information. Eligible individuals can exercise these rights as outlined here.

Your Right to Information: As a California resident, you are entitled to request details about your Personal Information that we have gathered over the past 12 months. This includes:

The exact pieces of Personal Information collected about you.
Categories of Personal Information we have collected.
Sources from which the Personal Information was obtained.
Categories of your Personal Information that were sold or disclosed.
Third parties to whom your Personal Information was sold or disclosed.
The purposes behind collecting and selling your Personal Information.

Your Right to Deletion: You can ask us to erase your Personal Information that we have collected. To request deletion as per California Law, please contact us as detailed in the “Contact Us” section. However, there may be situations where we cannot fulfill this request, such as when we need to comply with legal obligations or complete transactions that required your Personal Information. If we can't comply with your deletion request, we will explain why.

Your Right to Correction: You have the right to ask us to correct any inaccurate Personal Information we hold about you.

Your Right to Opt-Out of Sales or Sharing: You have the option to opt out of the sale or sharing of your Personal Information, including for targeted advertising.

Commitment to Non-Discrimination: Exercising any of these rights will not lead to discriminatory treatment by us. However, exercising certain rights may affect your ability to use or access some features of our Sites or Services.

To exercise these rights, California residents should use the contact options provided in the “Contact Us” section.

California "Shine the Light" Requirements

Residents of California have the right, once per calendar year, to inquire about Personal Information we have shared with third parties for their direct marketing purposes. This includes information types and the details of businesses with whom we've shared this data. For such requests, please reach out to us using the “Contact Us” section.

Information for Colorado Residents

Residents of Colorado are covered by the Colorado Privacy Act (“CPA”), which offers specific rights regarding Personal Information and Sensitive Personal Information. This section does not apply to PHI or other patient information managed under HIPAA compliance.

Handling of Personal Information

In the past year, we've collected Personal Information as described in “Gathering Your Personal Information”. Usage and disclosure of this information are explained in “Utilizing Your Personal Information” and and “Sharing Your Personal Information.” We don't use Sensitive Personal Information to deduce personal characteristics and do not sell personal data as per CPA definitions.

Our use of third-party cookies and tracking technologies, as detailed in “Understanding Cookies and Tracking” , helps us understand site usage, preferences, and tailor advertisements. By using our Sites, you consent to this data use. We do not sell or disclose the personal information of minors under 13.

Rights for Colorado Residents

Eligible residents can exercise the following rights:

Right to Know: Request specific details about your Personal Information collected in the last 12 months, including categories, sources, and the purpose of collection.
Right to Delete: Ask us to delete Personal Information we have about you, subject to certain conditions. Contact us as per the “Contact Us” section for such requests.
Right to Correct: Request correction of inaccurate Personal Information.
Right to Opt-Out: Opt out of the sale, profiling, or targeted advertising of your Personal Information.
Right to Appeal: Appeal our decisions within 60 days, and we will respond as per CPA guidelines.
Non-Discrimination Assurance: Exercising your rights will not lead to discriminatory treatment. However, it might affect your access to certain site features and services.

For exercising these rights, Colorado residents should use the contact options in the “Contact Us” section.

Information for Connecticut Residents under the CTDPA

Connecticut residents are covered by the Connecticut Data Privacy Act (“CTDPA”), which affords specific rights regarding Personal Information and Sensitive Personal Information. Notably, this does not extend to PHI or other patient information we manage in compliance with HIPAA.

Handling Your Information

In the last 12 months, our collection, use, and disclosure of Personal Information have followed the outlines provided in “Gathering Your Personal Information”. Our uses and disclosures are detailed in “Utilizing Your Personal Information” and “Sharing Your Personal Information.”. We refrain from collecting or using Sensitive Personal Information to infer personal characteristics and do not sell Personal Information or Sensitive Personal Information as per CTDPA standards.

The use of third-party cookies and other tracking technologies, as described in “Understanding Cookies and Tracking”, helps us understand site interaction, user preferences, and to customize advertising. Your engagement with our Sites indicates your consent to this data use. We are committed to not selling or disclosing the personal information of minors under 13.

Connecticut Residents' Rights

As a Connecticut resident, you have the right to:

Know Your Information: Request details about your Personal Information collected in the last 12 months, including types, sources, categories, and purposes of collection and sharing.
Request Deletion: Ask us to erase your Personal Information. Contact us via the “Contact Us” section, though be aware we may deny requests under certain conditions, such as legal obligations or transaction completion.
Request Correction: Correct inaccuracies in your Personal Information.
Opt-Out Rights: Choose to opt out of the sale, profiling, or targeted advertising of your Personal Information.
Right to Appeal: Appeal our decisions within 60 days, in line with CTDPA guidelines.
Non-Discrimination Promise: Exercising these rights won’t lead to any form of discrimination. However, it might limit your access to certain site features and services.

To exercise these rights, Connecticut residents should use the contact methods in the “Contact Us” section.

Nevada Residents’ Notice

Nevada residents have the right to opt out of the sale of specific Personal Information. Currently, PHI does not sell personal information. If this changes, we will provide Nevada residents with an opt-out method.

Guidance for Virginia Residents under the VCDPA

Virginia residents are protected by the Virginia Consumer Data Protection Act (“VCDPA”), which grants specific rights concerning Personal Information and Sensitive Personal Information. This section excludes PHI or other patient information handled in compliance with HIPAA.

Personal Information Practices

Over the past year, our collection and use of Personal Information have been in line with the details provided in “Gathering Your Personal Information”. Our practices for using and sharing this information are covered in “Utilizing Your Personal Information” and “Sharing Your Personal Information.” We do not utilize Sensitive Personal Information to deduce personal traits.

Our collaboration with third parties through cookies and other tracking technologies, as explained in “Understanding Cookies and Tracking”, aids in site usage analysis, preference understanding, and advertisement customization. Your interaction with our Sites implies consent to this information usage. We are committed to not selling or disclosing the personal information of minors under 16.

Virginia Residents' Rights

As a Virginia resident, you are entitled to:

Right to Know: Request specific details about your Personal Information collected in the last 12 months, including categories, sources, and disclosure details.
Right to Delete: Ask for the deletion of your Personal Information. Contact us via the “Contact Us” section for such requests. Note that we may deny requests under certain conditions, like legal obligations or transaction completions.
Right to Correct: Correct any inaccuracies in your Personal Information.
Right to Opt-Out: Opt out of the sale, profiling, or targeted advertising of your Personal Information.
Right to Appeal: Challenge our decisions within 60 days, in line with VCDPA guidelines.
Non-Discrimination Promise: Exercising these rights won’t result in any form of discrimination. However, it might limit your access to certain site features and services.

To exercise these rights, Virginia residents should use the contact methods in the “Contact Us” section.

Ensuring the Security of Your Personal Information

We implement reasonable measures to safeguard your Personal Information. However, it's important to remember that no method of transmission over the Internet is entirely secure. Therefore, while we strive to protect your data, we cannot guarantee its absolute security. Be cautious about the information you choose to share online.

Your Browser’s Do Not Track Settings

Our Sites do not currently respond to Global Privacy Control (GPC) signals or similar mechanisms that indicate a desire not to be tracked online. While we value your privacy choices, our Sites are among those that do not have the capability to recognize these signals from web browsers at this time.

Navigating Third-Party Websites

Our Sites may contain links to third-party websites. These external sites are not under our control and may collect Personal Information about you. We encourage you to review the privacy policies of these third-party sites to understand their practices.

Protecting Children’s Privacy

Our Sites are not designed for children under the age of 16. We do not intentionally collect Personal Information from children under 16 without appropriate parental or guardian consent.

Updates to Our Privacy Policy

We reserve the right to modify this Privacy Policy at our discretion to reflect changes in our practices or legal and operational requirements. Any significant changes will be communicated through reasonable efforts. Continued use of our Services after the effective date of these changes will indicate your acceptance of the revised policy.

Reaching Out to Us

We welcome your inquiries and feedback regarding this Privacy Policy and our handling of your Personal Information. You can reach us through:

Email: membership@phiairmedical.com
Our online Contact Form, found under the Contact tab on our homepage.
Toll-free phone: 888-435-9744

Exercising Your Opt-Out Rights

Residents of California, Colorado, Connecticut, Nevada, and Virginia can exercise their right to opt out of targeted advertising and certain data sharing practices by:

Submitting a request form at https://mailchi.mp/phicares.com/privacy-preference-form
Disabling cookies and other tracking technologies in your Internet browser settings.

For Californians opting out of “sale” or “sharing” for cross-contextual behavioral advertising, please specify this on the webform.

Verifying Your Requests

We may need to verify your identity before processing requests to ensure the security of your data. This may involve using the provided information solely for verification and tracking purposes. Authorized agents can make requests on your behalf, but they must provide proof of your authorization. We reserve the right to deny requests from agents who do not provide adequate verification of their authority.

Updates to this Privacy Policy

We reserve the right to make changes to this Privacy Policy at any time, reflecting updates in our practices, legal requirements, or other operational changes. Significant changes will be communicated appropriately, and continued use of our Services after these updates implies acceptance of the revised policy.