Privacy Policy
Coherence Health Systems, Inc.
1. Introduction
Coherence Health Systems, Inc. ("Coherence Health," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at joincoherence.com (the "Site") — a marketing and enrollment site operated by Coherence Health — or otherwise interact with us (collectively, the "Services").
This Privacy Policy applies to non-clinical personal information. If you enroll in a Coherence Health program, the use and disclosure of your health information within our clinical systems is governed by our separate Health Information Privacy Practices. Where both this Privacy Policy and the Health Information Privacy Practices apply, the Health Information Privacy Practices controls with respect to clinical health information.
By accessing or using our Services, you consent to the practices described in this Privacy Policy. If you do not agree, please do not use our Services.
2. Information We Collect
2.1 Information You Provide Directly
We collect information you voluntarily provide, including:
- Contact and registration information: Name, email address, and phone number you provide through our opt-in forms and when you request or book a consultation.
- Communications: Content of emails, form submissions, and other communications you send to us.
- Survey and feedback responses: Information you provide when responding to surveys, reviews, or feedback requests.
If you go on to enroll in a Coherence Health program, additional information — including health history and other clinical information — is collected through our clinical systems and governed by our separate Health Information Privacy Practices.
2.2 Information Collected Automatically
When you access our Site, we may automatically collect:
- Device and browser information: IP address, browser type and version, operating system, device type, and unique device identifiers.
- Usage data: Pages visited, time spent on pages, links clicked, referring URL, and other interaction data.
- Location data: General geographic location based on your IP address. We do not collect precise GPS location.
- Cookies and similar technologies: See Section 7 (Cookies and Tracking Technologies) below.
2.3 Information from Third Parties
We may receive information about you from:
- Analytics providers: Such as Google Analytics, which provide aggregated usage data.
- Advertising and marketing partners: When you interact with our advertisements or marketing content on third-party platforms (such as Meta).
- Referral sources: If you are referred to Coherence Health by a healthcare provider, employer, or other referral source, we may receive your name and contact information.
- Social media platforms: If you interact with our social media pages or use social login features.
3. How We Use Your Information
We use the information we collect for the following purposes:
- Operating and improving the Site: To operate this Site, respond to your requests, and improve the quality and functionality of our Services.
- Communications: To respond to your inquiries, confirm and schedule consultations, send service updates, and other transactional communications.
- Marketing: To send you information about our programs, content, events, and promotions that may interest you (subject to your opt-out rights — see Sections 8 and 9).
- Analytics and research: To understand how our Site is used, identify trends, and improve user experience.
- Legal compliance: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.
- Safety and security: To detect, prevent, and address fraud, security incidents, and technical issues.
- Business operations: For internal administration, auditing, record-keeping, and business planning.
4. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
4.1 Service Providers
We share information with third-party vendors who perform services on our behalf, including email and SMS delivery, hosting, analytics, customer support, and marketing. These providers are contractually obligated to use your information only for the purposes we specify and to protect it in accordance with this Privacy Policy.
4.2 Business Transfers
If Coherence Health is involved in a merger, acquisition, asset sale, financing, or reorganization, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.
4.3 Legal Requirements
We may disclose your information if required to do so by law or in response to valid legal process, such as a subpoena, court order, or government request.
4.4 Protection of Rights
We may disclose information when we believe disclosure is necessary to protect our rights, your safety or the safety of others, investigate fraud, or respond to a government request.
4.5 With Your Consent
We may share your information with third parties when you have given us explicit consent to do so.
4.6 Aggregated or De-Identified Data
We may share aggregated, anonymized, or de-identified data that cannot reasonably be used to identify you, for research, analytics, marketing, or other purposes without restriction.
5. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, including to provide our Services, comply with legal obligations, resolve disputes, and enforce our agreements. When personal information is no longer needed, we will securely delete or de-identify it. If you enroll in a Coherence Health program, clinical records are retained in accordance with applicable state medical-records retention requirements as described in our Health Information Privacy Practices.
6. Data Security
We implement commercially reasonable administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, use, alteration, and destruction. These measures include encryption of data in transit and at rest, access controls, regular security assessments, and employee training.
However, no method of electronic transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee its absolute security.
7. Cookies and Tracking Technologies
7.1 What We Use
We use cookies, pixels, and similar tracking technologies on our Site to:
- Essential cookies: Enable core Site functionality (session management, security, load balancing). These are necessary and cannot be disabled.
- Analytics cookies: Help us understand how visitors use our Site (e.g., Google Analytics). These collect aggregated, anonymous data.
- Marketing cookies: Track the effectiveness of our advertising campaigns and enable personalized advertising on third-party platforms. This includes the Meta (Facebook) Pixel, which may collect information about your browsing activity on our Site — including pages visited and actions taken — and share this data with Meta Platforms, Inc. for ad targeting and measurement purposes. You may opt out of Meta tracking by adjusting your Facebook ad preferences at facebook.com/adpreferences.
7.2 Your Choices
You can control cookies through your browser settings. Most browsers allow you to block or delete cookies. However, disabling essential cookies may impair Site functionality.
For Google Analytics specifically, you may opt out by installing the Google Analytics Opt-Out Browser Add-on at tools.google.com/dlpage/gaoptout.
We honor "Do Not Track" browser signals where technically feasible.
8. SMS and Text Messaging Communications
For the full terms of our SMS marketing program — including opt-in, frequency, opt-out (STOP/HELP), carrier disclaimers, and a no-Protected-Health-Information clause — see our SMS Marketing Program Terms.
8.1 Express Consent for Marketing Messages
Marketing text messages are sent only to individuals who have provided prior express written consent through a clearly labeled opt-in (such as a checkbox on a form or by texting a designated keyword). Providing your phone number does not, by itself, constitute consent to receive marketing text messages, and consent is not a condition of any purchase.
8.2 Frequency, Rates, and Keywords
- Estimated frequency: up to approximately four (4) marketing messages per month.
- Message and data rates may apply, depending on your wireless carrier and plan.
- You may opt out of marketing messages at any time by replying STOP to any marketing message. Reply HELP for assistance, or contact us at privacy@coherencehealth.io.
8.3 No Sale or Sharing of Mobile Opt-In Data
We do not sell or share mobile opt-in data or phone numbers with third parties or affiliates for marketing or promotional purposes. Mobile information remains within Coherence Health and the service providers we engage to deliver these messages on our behalf, who are contractually limited to that purpose. Our current marketing SMS provider is Intuit Mailchimp.
9. Your Privacy Rights
9.1 All Users
Regardless of where you reside, you may:
- Opt out of marketing communications by clicking "unsubscribe" in any marketing email, replying STOP to any marketing text, or contacting us at privacy@coherencehealth.io.
- Update your information by contacting us.
- Request deletion of your information by contacting us at privacy@coherencehealth.io. Note: We may retain certain information as required by law or for legitimate business purposes.
9.2 California Residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act and California Privacy Rights Act, including the right to know, the right to delete, the right to correct, the right to opt out of sale or sharing (we do not sell your personal information), and the right to non-discrimination. To exercise these rights, contact us at privacy@coherencehealth.io. We will verify your identity before processing your request.
9.3 Florida Residents
Florida's Digital Bill of Rights (Fla. Stat. § 501.701 et seq.) provides Florida residents with rights to access, correct, and delete personal data, as well as the right to opt out of the sale of personal data, targeted advertising, and profiling. To exercise these rights, contact us at privacy@coherencehealth.io.
9.4 Other States
Residents of other states may have rights under applicable state privacy laws. You may exercise the general rights described in Section 9.1 by contacting us at privacy@coherencehealth.io.
10. Children's Privacy
Our Services are not directed to individuals under 18 years of age, and we do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete it promptly. If you believe a child has provided us with personal information, please contact us at privacy@coherencehealth.io.
11. Third-Party Links and Services
Our Site may contain links to third-party websites, applications, or services that are not operated by Coherence Health (including our scheduling provider). This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access.
12. International Users
Our Services are intended for use within the United States. If you access our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country of residence. By using our Services, you consent to such transfer.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or a prominent notice on our Site. The "Last Updated" date at the top of this page indicates when this Privacy Policy was last revised. Your continued use of the Services after any changes constitutes acceptance of the revised Privacy Policy.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy, please contact us at:
Coherence Health Systems, Inc.
Privacy Officer
251 Little Falls Drive, Wilmington, DE 19808
Email: privacy@coherencehealth.io
Websites: joincoherence.com and coherencehealth.io