Privacy Notice
This Privacy Notice for Coastal Healthcare Advocates, LLC ("we," "us," or "our") describes how and why we access, collect, store, use, and share ("process") your personal information when you visit coastalhealthcareadvocates.org or contact us about healthcare-advocacy services (the "Services").
Questions or concerns? If you do not agree with the practices described here, please do not use the contact form; you can still reach us by phone. Contact details are in section 12.
Summary of key points
- What we collect. What you type into the contact form (name, email and/or phone, preferred contact method, urgency, and a short message), what you enter when you book a consultation, and a small amount of technical data your browser sends automatically.
- Health information. We ask you not to put diagnoses or treatment details in the website form. Once we are working together, we collect the health and billing information needed for your case through a secure channel, and we handle it confidentially.
- Analytics. On by default. We use Cloudflare Web Analytics, which is cookieless and does not collect personal or health information. You can switch Analytics off at any time in (the gear button in the site header and footer); with it off, no analytics load at all.
- Selling data. We do not sell your personal information and do not share it for cross-context behavioral advertising.
- Your rights. You can ask us to show you, correct, or delete the information we hold about you.
1. What information do we collect?
Information you give us
When you submit the contact form, we collect the name you enter, the email address and/or phone number you provide, your preferred contact method, how soon you need help, and the free-text message. If you email or call us, we receive whatever you choose to share in that message or call.
When you book a consultation, Calendly collects your name, email address, phone number, and anything you type in its notes box, and shares them with us. We copy your name, contact details, and the appointment time (and whether it was later canceled) into our own record of inquiries. We do not copy what you type in the notes box.
The contact form asks you not to include Social Security numbers, diagnoses, or other sensitive health details. Please follow that guidance—we will gather clinical and billing details securely after we speak.
Information collected automatically
When you load the site, your browser sends standard technical information such as your IP address, browser type, and the page you are on. This is used to serve the site and keep it secure. Unless you switch analytics off, Cloudflare Web Analytics records the page path, referrer, browser type, country, and page-load timings in aggregate, without cookies, without fingerprinting and without identifying you.
2. How do we process your information?
- To respond to your inquiry and schedule a consultation.
- To provide advocacy services if you become a client.
- To keep records we are required to keep, and to establish or defend legal claims.
- To maintain the security and reliability of the site.
- To understand which pages help visitors, through anonymous analytics you can switch off in .
3. When and with whom do we share information?
We do not sell your personal information. We share it only with:
- Service providers that operate the site and our practice on our
behalf, each only for its own task:
- Netlify, Inc. hosts the site and receives and stores contact-form submissions.
- Mailgun Technologies, Inc. delivers the emails the contact form sends: the notice to us and the confirmation to you.
- Airtable (Formagrid, Inc.) stores our record of inquiries and leads: your name, contact details, preferred contact method, how soon you need help, and the message you send us. The form asks you not to include health details in that message. If you book a consultation, it also stores your name, contact details, and the appointment time.
- Cloudflare, Inc. provides the cookieless analytics described in section 4.
- Calendly, LLC provides the booking calendar on the home page and in the contact panel. Your browser loads the calendar directly from Calendly when you reach it on the home page or open the contact panel, so Calendly receives your IP address and browser details and may set its own cookies (see section 4). Its own privacy notice applies to that and to what you enter there.
- Your insurers, providers, or agencies, but only as needed to carry out the work you have asked us to do, and with your authorization.
- Authorities or advisors where required by law or to protect rights and safety.
4. Cookies and analytics
We do not set advertising or tracking cookies. The site uses a small amount of local browser storage to remember your analytics choice and display preferences (theme, text size, animations, and reader mode). When you book a consultation on the site, it also remembers that you have, so that for the next 30 days it stops inviting you to book. It records only when you booked, nothing about the appointment. These stay in your browser and are never sent to us.
The booking calendar is provided by Calendly and runs in its own frame. It loads only when you reach the calendar on the home page, or when you open the contact panel: opening that panel loads the calendar ready to use, so there is no wait if you decide to book. On pages that offer a calendar, your browser also opens a connection to Calendly ahead of time so the calendar can appear quickly; that exchange fetches nothing and sets no cookies. Calendly may set cookies inside the frame itself, including optional ones it uses for analytics and marketing. The cookie notice Calendly shows in the calendar lets you decline those, and we cannot read Calendly's cookies. If you would rather not load the calendar at all, call or email us to book.
Analytics are on by default. We use Cloudflare Web Analytics (provided by Cloudflare, Inc.), which is privacy-focused: no cookies, no local storage, no fingerprinting, no cross-site tracking, and no collection of personal or health information. Your browser loads a small script from Cloudflare, which sees your IP address as part of that request; Cloudflare does not use it to identify or track you. Analytics run only on our live site. You can switch analytics off, or back on, at any time in Site preferences (the gear button in the site header and footer); once off, no analytics load on later visits. We do not currently use social-login features.
5. Health information and HIPAA
Healthcare advocacy involves health and billing information. We ask you not to put PHI (protected health information) in the website form. Once we are working together, we collect only the health information your case needs, with your written authorization, and exchange documents through a secure channel rather than the website. We keep health information confidential, share it only with the insurers, providers, or agencies involved in your case, and never sell it or use it for marketing.
6. How do we keep your information safe?
The site is served over HTTPS. Form submissions are transmitted to our form host over an encrypted connection. We limit access to submissions and client files to Lindsey Hewitt.
7. How long do we keep your information?
We keep contact-form submissions only as long as needed to respond and, if you become a client, for the duration of the engagement plus the period we are required to retain records. You can ask us to delete an inquiry that did not lead to an engagement.
8. Information from minors
The Services are intended for adults. We do not knowingly collect information directly from children under 18 through this site. A parent or guardian may contact us on behalf of a minor who needs advocacy.
9. Your privacy rights
Virginia residents have rights under the Virginia Consumer Data Protection Act, including the right to confirm whether we process your personal data, to access and correct it, to request deletion, and to appeal a refused request. Before acting on a request, we confirm it comes from you. If we refuse a request, you can appeal by replying to our decision, and we will respond in writing. To make a request, contact us using the details in section 12. We will not discriminate against you for exercising these rights.
10. Do-Not-Track
The site uses no advertising or cross-site tracking, only cookieless analytics that do not identify you. You can switch those analytics off at any time in . We honor that choice, and the Global Privacy Control where technically feasible.
11. Updates to this notice
We may update this notice as our practices or the law change. The "Last updated" date at the top shows the current version. Significant changes will be noted on the site.
12. How to contact us
Coastal Healthcare Advocates, LLCVirginia Beach, VA
Phone: use our contact form (Monday–Friday, 8:00 AM–5:00 PM ET)
Email: use our contact form
13. Review, update, or delete your data
To review, correct, or delete the personal information we hold about you, email or call us using the details above. We may need to verify your identity before acting on the request.