Privacy Policy

Effective Date: June 25, 2026

This Privacy Policy and Notice of Privacy Practices describes how Health Vax may collect, use, maintain, disclose, and protect information about you, including health information related to vaccine clinic services. It also describes how you may access certain information and contact us with privacy-related questions.

Please review this notice carefully.

Our Commitment to Privacy

Health Vax provides on-site vaccine clinic services for healthcare facilities, businesses, employers, organizations, residents, employees, and other eligible participants. In the course of providing these services, Health Vax may collect or receive personal information, health information, insurance information, consent information, contact details, and other information needed to schedule, administer, document, and support vaccine-related services.

We are committed to protecting the privacy and security of the information entrusted to us. Health Vax uses third-party platforms and service providers to support website hosting, digital consent forms, analytics, customer relationship management, insurance or payment processing, EMR/EHR documentation, and related technology workflows. These third-party systems may collect, store, process, transmit, or manage information on behalf of Health Vax or in connection with the services we provide.

Where required, Health Vax works with service providers that are expected to maintain appropriate privacy, security, and confidentiality safeguards.

Who This Notice Applies To

This notice applies to information collected through or in connection with Health Vax services, including:

Individuals receiving vaccines through a Health Vax clinic
Residents, patients, employees, staff members, contractors, or other participants at a facility, workplace, or organization hosting a Health Vax clinic
Family members, guardians, legal representatives, or authorized contacts who provide information on behalf of another individual
Healthcare facilities, employers, businesses, and organizations that request or coordinate Health Vax services
Visitors who use the Health Vax website or submit information through website forms
Health Vax team members, contractors, vaccinators, administrative personnel, and business associates involved in scheduling, documentation, administration, billing, or support

Information We May Collect

Depending on how you interact with Health Vax, we may collect or receive the following types of information:

Personal Information

This may include your name, email address, mailing address, organization, employer, job title, facility name, state, and other contact or identifying information.

Health and Vaccine Information

This may include vaccine consent information, vaccine eligibility information, date of birth, vaccine type, vaccination date, dose information, relevant medical history, contraindications, insurance details, and other information needed to administer and document vaccines.

Facility or Employer Information

For business and facility clients, we may collect organization name, contact person, clinic scheduling details, participant lists, operational preferences, clinic location, billing information, and communications related to service coordination.

Payment and Insurance Information

Where applicable, Health Vax or its third-party service providers may collect insurance, billing, payment, reimbursement, or payer-related information needed to process claims, payments, or administrative records.

Website and Technical Information

When you visit our website, certain technical information may be collected automatically, including IP address, browser type, device information, pages visited, date and time of visit, referring website, and general website usage information. Health Vax may use tools such as Wix, Google Analytics, and Google Tag Manager to help operate, measure, and improve the website.

Information Submitted Through Third-Party Tools

Health Vax may use third-party platforms, including but not limited to website hosting tools, digital consent form tools, CRM systems, EMR/EHR platforms, insurance processing tools, payment processors, analytics tools, and similar service providers. Information submitted through these platforms may be subject to the privacy practices and security controls of those third-party providers in addition to Health Vax’s own privacy practices.

How We Use Information

Health Vax may use personal information, health information, and related records for purposes such as:

Scheduling vaccine clinics
Coordinating with healthcare facilities, businesses, employers, and organizations
Preparing digital consent forms and participant workflows
Determining vaccine eligibility and supporting safe vaccine administration
Administering vaccines
Documenting vaccine services
Updating EMR/EHR records
Reporting vaccination information to state immunization systems or other public health registries when required or permitted by law
Communicating with facilities, employers, individuals, authorized representatives, or care teams
Processing insurance claims, payments, billing, or reimbursement
Managing customer service, operational support, compliance, and internal administration
Improving website performance and user experience
Maintaining security and preventing fraud, misuse, or unauthorized access
Complying with legal, regulatory, public health, reporting, licensing, or oversight obligations

HIPAA-Style Uses and Disclosures of Health Information

To the extent Health Vax creates, receives, maintains, or transmits protected health information in connection with covered healthcare services, Health Vax may use or disclose such information as permitted or required by applicable privacy laws, including for the following purposes.

Treatment

We may use or disclose health information to provide, coordinate, or support vaccine-related care. This may include sharing information with vaccinators, healthcare providers, facility care teams, pharmacies, public health systems, or other parties involved in vaccine administration, documentation, follow-up, or patient safety.

Payment

We may use or disclose health information to process payment, submit claims, determine coverage, verify insurance eligibility, collect reimbursement, resolve billing issues, or communicate with payers, insurers, payment processors, or billing service providers.

Healthcare Operations

We may use or disclose health information for operational purposes such as quality review, compliance, training, credentialing, auditing, recordkeeping, customer service, business administration, technology support, and improvement of our services.

Public Health and Legal Requirements

We may disclose health information when required or permitted by law, including to public health authorities, state immunization registries, oversight agencies, or other government entities authorized to collect vaccine-related information. This may include reporting vaccination records, adverse events, communicable disease information, or other information required for public health purposes.

Individuals Involved in Care or Payment

Where appropriate and permitted by law, Health Vax may share relevant information with a family member, guardian, legal representative, authorized contact, facility representative, employer representative, or other person involved in a participant’s care, consent, coordination, or payment.

Business Associates and Service Providers

Health Vax may share information with third-party vendors, service providers, business associates, technology platforms, billing providers, payment processors, analytics providers, CRM providers, website providers, EMR/EHR providers, digital consent form providers, and other parties that support our services. These providers may manage, process, store, or transmit information on our behalf or in connection with their services.

Other Uses Requiring Authorization

Health Vax will obtain written authorization when required by law before using or disclosing protected health information for purposes not otherwise permitted by this notice or applicable law. You may revoke an authorization in writing, except to the extent we have already relied on it.

Website Cookies and Analytics

The Health Vax website may use cookies, pixels, analytics tools, tags, or similar technologies to understand how visitors use the website, improve functionality, measure performance, and support website security.

These tools may collect information such as pages visited, approximate location based on IP address, device type, browser type, referral source, and interactions with website content. You can typically adjust your browser settings to refuse or limit cookies, though some website features may not function properly without them.

Health Vax does not use email marketing platforms as part of this policy.

How We Protect Information

Health Vax takes reasonable administrative, technical, and physical safeguards intended to protect personal information and health information from unauthorized access, disclosure, alteration, or misuse.

Because many systems used to collect, manage, or process information are provided by third-party platforms, Health Vax relies in part on the security measures, access controls, privacy commitments, and compliance practices of those vendors. No website, online form, electronic system, or method of transmission can be guaranteed to be completely secure.

Your Rights Regarding Health Information

Depending on applicable law and the nature of the information involved, you may have certain rights regarding your health information, including the right to:

Request access to certain health information
Request a copy of certain health records
Request corrections or amendments to certain health information
Request restrictions on certain uses or disclosures
Request confidential communications through alternative means or at an alternative location
Request an accounting of certain disclosures
Receive notice in the event of a breach of unsecured protected health information, when required by law
Receive a paper copy of this notice upon request

Some requests may be subject to verification, legal limitations, operational limitations, or third-party platform processes. Health Vax may direct certain requests to the appropriate third-party provider, facility, employer, payer, EMR/EHR system, public health registry, or healthcare organization when that party maintains or controls the relevant records.

Facility, Employer, and Organization Responsibilities

When a healthcare facility, employer, business, or organization coordinates a Health Vax clinic, that organization may provide or collect information about participants, help coordinate consent, communicate clinic details, or assist with administrative workflows.

These organizations may have their own privacy practices, employee notices, resident policies, HIPAA obligations, consent processes, or recordkeeping requirements. Health Vax is not responsible for the privacy practices of separate organizations, employers, facilities, or third-party platforms that are not acting on behalf of Health Vax.

Third-Party Websites and Platforms

The Health Vax website may contain links to third-party websites or tools. Health Vax is not responsible for the content, privacy policies, accessibility, security, or practices of third-party websites or platforms that we do not control. We encourage you to review the privacy policies and terms of any third-party service you use.

Children’s Privacy

Health Vax may provide vaccine services to minors when appropriate consent and eligibility requirements are met. Information about minors should be provided only by a parent, guardian, legal representative, healthcare facility, employer, or other authorized party. Health Vax does not knowingly collect personal information from children through the website for general marketing purposes.

Data Retention

Health Vax retains information for as long as reasonably necessary to provide services, maintain records, comply with legal and regulatory obligations, support billing or reimbursement, resolve disputes, and fulfill operational requirements. Retention periods may vary depending on the type of information, applicable laws, third-party platform requirements, and the nature of the services provided.

Changes to This Policy

Health Vax may update this Privacy Policy and Notice of Privacy Practices from time to time. Any changes will be posted on this page with an updated effective date. Changes may apply to information we already maintain, as permitted by law, as well as information collected after the updated policy is posted.

Contact Information

If you have questions about this Privacy Policy, this Notice of Privacy Practices, or Health Vax’s privacy practices, please contact us:

Health Vax
Attn: Privacy Officer
1744 Oak Avenue

Evanston, IL 60201

Email: info@health-vax.com