Privacy Policies

Hinkapin Health Privacy Policy

Effective Date: August 29, 2025

Hinkapin Health (“we,” “us,” or “our”) is committed to protecting the privacy of all individuals who use our healthcare services and website, including patients, benefit consultants, employers, and providers. This Privacy Policy explains what personal information we collect, how we collect it, how we use and share it, and how we safeguard it. It also outlines your rights regarding your information, including compliance with the Health Insurance Portability and Accountability Act (“HIPAA”) for any protected health information (“PHI”). We strive to be transparent and professional in our privacy practices, ensuring that your information is handled in a legally sound and respectful manner.

Information We Collect

We collect personal information that you provide to us or that we obtain through your use of our website and services. The types of information we may collect include:

Identification and Contact Information: Your name, address, email address, phone number, date of birth, and other basic contact details.

Health and Medical Information (PHI): Information about your health status, medical history, symptoms, diagnoses, medications, or recommended treatments relevant to coordinating your care. This includes information related to past, present, or future physical or mental health conditions and the provision of healthcare services hhs.gov. Any individually identifiable health information is treated as PHI and protected under HIPAA hhs.gov hhs.gov.

Insurance and Benefits Information: Details about your health insurance plan or benefits, policy numbers, group numbers, or third-party administrator (TPA) information if you are using an employer-sponsored plan or consulting our services for benefits coordination.

Payment and Financial Information: If you make payments for healthcare services through us (such as purchasing a surgery package), we may collect payment information. For example, if you pay by credit or debit card, we (or our payment processor) will collect your card number and related billing information. We use secure methods to handle payment data (including encryption of sensitive information) arizonansforbetterhealthcare.org.

Employer/Provider Information: If you are a benefit consultant, employer, or healthcare provider partner, we may collect information about your organization and your role (such as company name, job title, provider credentials, and business contact information) as needed to manage our relationship and services.

Website Usage Data: When you use our website, we automatically collect certain information about your device and browsing actions. This may include your IP address, browser type, operating system, referring website, pages viewed, and the dates/times of access. We also collect data through cookies and similar tracking technologies (described more below) to understand how our website is used hennepinhealthcare.org. This technical information generally does not identify you by name, but it may be linked to your account or profile if you have one.

We will only collect personal information that is relevant and necessary for the purposes described in this policy. You can always choose not to provide certain information; however, doing so may limit your ability to fully utilize our services (for example, we cannot coordinate a surgery if we lack basic health or contact information).

How We Collect Information

We collect personal information through several methods:

Directly from You: We collect information that you provide when you interact with us. For instance, you may give us your information when you fill out a “Request a Call Back” form or other contact forms on our website, when you make an inquiry or appointment request, when you register for a patient or client portal (such as our self-funded employer, DPC, or TPA portals), or when you contact us via phone or email. Any information you enter into our website forms, or communicate to us (including emails to concierge@hinkapinhealth.com or calls to our support line), may be collected and stored by us.

Through Our Patient and Partner Portals: If you use our online portals for patients or partners, we will collect the information you submit during registration and use of those portals. This can include login credentials, profile information, and any data you share or input into the portal (for example, medical information or case details for care coordination).

From Healthcare Providers and Partners: We may receive personal and health information about you from third parties involved in your care or benefits. For example, your doctor or surgical center might share medical records or recommendations with us to coordinate your treatment. If your employer or benefit consultant refers you to Hinkapin Health or is involved in managing your healthcare benefits, they might provide us with enrollment information or eligibility details. We only obtain such information as needed to fulfill our services and in accordance with applicable privacy laws and any required authorizations.

Through Cookies and Tracking Technologies: When you visit our website, we use cookies and similar technologies to automatically collect information about your browsing. Cookies are small text files that a website stores on your device to remember your preferences and recognize you on return visits hennepinhealthcare.org. For example, cookies may keep you logged into a portal or remember your language selection. We also use third-party analytics tools, such as Google Analytics, which use cookies and scripts to collect information about how often users visit the site, which pages they visit, and what site referred them to ours arizonansforbetterhealthcare.org. These tools help us understand website traffic and improve our online services. The information collected through cookies and analytics is generally aggregated and does not directly identify you by name. You can control cookies through your browser settings (see Cookies and Tracking below for more detail).

Other Automated Collection: Our web servers log certain data whenever you access the site, such as the Internet domain used (e.g., your internet service provider’s domain), your computer’s IP address, and the date and time of access hennepinhealthcare.org. We may also collect information about the type of browser and device you use. This data is used primarily for security monitoring and to analyze usage patterns in an aggregate manner.

We do not knowingly collect personal information from anyone under the age of 13 without parental consent, in compliance with the Children’s Online Privacy Protection Act (COPPA). Our services are directed to adults and authorized users only.

How We Use Your Information

We use the personal information we collect for a variety of legitimate purposes related to our mission of simplifying healthcare and providing transparent pricing and quality care. The primary purposes for which we use your information include:

Coordinating Patient Care and Treatment: We use your information to facilitate the healthcare services you seek through Hinkapin Health. For patients, this means using your health and medical information, as well as contact and insurance details, to connect you with appropriate doctors or surgery centers, schedule procedures, and manage your surgery journey from start to finish. We may share necessary PHI with your healthcare providers for treatment purposes, such as consultations or referrals, in accordance with HIPAA’s allowances hhs.gov. Our role includes case management and care coordination, so we will use your data to ensure you receive the proper care at a known upfront price.

Payment and Benefit Coordination: We use personal and health information to assist with payment processes and benefit coordination. For example, if your employer or health plan is involved, we might use your information to confirm eligibility or coverage details with a third-party administrator (TPA) or to arrange payment for services. If you are a self-pay patient, we use your payment information to process your payments for the surgery packages or services you purchase. All uses and disclosures of PHI for treatment, payment, and health care operations are done in compliance with HIPAA’s Privacy Rule hhs.gov.

Providing and Improving Our Services: We use information to deliver our services to you and to maintain and improve those services. This includes using data for customer service, such as responding to inquiries you send via our contact forms or email, and addressing any support needs. It also includes using data internally to evaluate and enhance our operations – for instance, analyzing how users navigate our website or portals (using analytics data) to improve user experience, or reviewing feedback to develop new features. We may use aggregated and/or de-identified information (from which personal identifiers have been removed) to understand usage patterns and outcomes, which helps us in improving our offerings without identifying any individual hennepinhealthcare.org. De-identified data is not considered personal and may be used freely for research, benchmarking, or analytics hhs.gov.

Benefit Consultation and Employer Services: For benefit consultants and employer clients, we use the information provided (which may include employee health needs on a de-identified basis or specific case information with proper authorization) to advise on healthcare benefit solutions, manage referrals to our network, and support your organizational health strategy. We treat any employee or member information with the same care as patient information. If we create summary reports or analytics for an employer about their members’ use of Hinkapin Health services, we will de-identify or aggregate data unless individual-level details are necessary and we have proper permission to use them.

Communication and Outreach: We may use your contact information (email, phone, mailing address) to communicate with you for service-related purposes. This includes confirming appointments, sending pre-operative instructions or care guidelines, notifying you of important updates about your scheduled services, or following up for patient satisfaction. We may also send you informational materials or newsletters if you have subscribed to them. For example, if you sign up for our newsletter, we will use your email to send health tips or updates about our services. You have the option to unsubscribe from marketing or newsletter emails at any time. We will not send you marketing communications about third-party products without your consent.

Ensuring Security and Legal Compliance: We use information as necessary to protect the security of our systems and our users. For instance, we may monitor website usage to detect and prevent fraudulent or malicious activity. We also use and disclose information to comply with applicable laws and regulations. This includes using PHI or other personal data as required to meet our legal obligations, such as maintaining records for HIPAA compliance, accounting for disclosures of PHI, or responding to lawful requests by public authorities.

We will not use your personal information for purposes that are incompatible with those described above without first obtaining your consent. In particular, we do not sell your personal information to third parties, and we do not use health information for any form of advertising or marketing without your explicit authorization. Our use of any health-related information is strictly limited to what HIPAA and other laws allow for healthcare operations, payment, or treatment, or what you authorize hhs.gov.

How We Share Your Information

We may share your personal information with third parties only in the ways described in this Privacy Policy and as permitted by law:

With Healthcare Providers and Facilities: We share your PHI with doctors, surgery centers, or other healthcare providers directly involved in your care and treatment, consistent with HIPAA’s allowances. For example, if you are scheduled for surgery, we may share your records and medical history with the surgeon or surgical center to ensure appropriate treatment.

With Employers, Consultants, and TPAs: If you are accessing Hinkapin Health services through an employer-sponsored plan or benefit consultant, we may share certain information with your employer’s representatives, third-party administrators (TPAs), or consultants, but only to the extent necessary to verify eligibility, coordinate benefits, or manage services. We apply the “minimum necessary” rule and will not disclose more PHI than is needed for the specific purpose.

With Business Associates and Service Providers: We may share information with vendors and contractors who perform services on our behalf (such as data hosting, billing, payment processing, analytics, or customer service). These third parties are legally required to safeguard your information through contractual agreements (Business Associate Agreements under HIPAA where applicable).

For Legal Compliance and Protection: We may disclose information if required by law, regulation, legal process, or government request. We may also disclose information to enforce our rights, protect our property, ensure the safety of our users or the public, or detect and prevent fraud or security issues.

In Case of Business Transfers: If Hinkapin Health is involved in a merger, acquisition, or sale of assets, your personal information may be transferred to the successor organization. We will provide notice if such a transfer occurs and your information becomes subject to a new privacy policy.

With Your Authorization: We will share your information with third parties for purposes other than those described in this policy only if you authorize us to do so in writing. For example, if you want us to send your medical records to a provider outside our network, we will require your authorization before doing so.

We do not sell, rent, or trade your personal information for marketing purposes.

Data Security Measures

We are committed to protecting your personal information and have implemented appropriate safeguards to prevent unauthorized access, use, or disclosure. These measures include:

Administrative Safeguards: Policies, procedures, and staff training programs to ensure the appropriate handling of personal and health information.

Technical Safeguards: Encryption of sensitive data during transmission, firewalls, secure servers, regular system monitoring, and access controls to restrict data access to authorized personnel only.

Physical Safeguards: Secure office facilities, locked file storage, and restricted access to physical records and systems.

Third-Party Security: Business associates and vendors are required to maintain appropriate security practices and comply with applicable data protection laws.

Despite these measures, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. In the event of a data breach that compromises your information, we will notify you and relevant authorities as required by law.

Your Rights Regarding Your Information

You have certain rights under HIPAA and other applicable laws regarding your personal and health information. These include the right to:

Access: Request access to your PHI or other personal information we maintain.

Correction: Request corrections to any inaccurate or incomplete information in your records.

Restriction: Request restrictions on certain uses or disclosures of your PHI, although we may not be able to agree to all requests if they conflict with legal or operational requirements.

Confidential Communications: Request that we communicate with you in a specific way or at a specific location (for example, sending mail to a P.O. box instead of your home address).

Accounting of Disclosures: Request a record of certain disclosures of your PHI made by us within the past six years, as required by HIPAA.

Opt-Out: Opt out of receiving non-essential communications, such as marketing emails or newsletters. You can do this by clicking “unsubscribe” in our emails or contacting us directly.

Withdraw Consent: Withdraw any consent you have given us for specific uses of your information, except to the extent that we have already relied on your consent.

Copy of This Privacy Policy: Request a paper or electronic copy of this Privacy Policy at any time.

To exercise these rights, please contact us using the information provided in the Contact Us section below. We may require you to verify your identity before we can fulfill your request. Certain requests may also be limited or denied if they conflict with applicable law.

Cookies and Tracking Technologies

We use cookies and other tracking technologies to improve user experience, analyze website traffic, and customize content. These include:

Session Cookies: Temporary cookies that are deleted when you close your browser, used to keep you logged in during your visit.

Persistent Cookies: Stored on your device for a set period of time to remember your preferences (such as language settings).

Analytics Cookies: Third-party services like Google Analytics may use cookies to collect information about website traffic and user behavior. This data is aggregated and does not identify individual users by name.

You can manage or disable cookies through your browser settings. Please note that disabling cookies may limit some features of our website or portals.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technologies, legal requirements, or other factors. When we make updates, we will revise the “Effective Date” at the top of the policy. Significant changes will be communicated through notices on our website or by direct communication when appropriate. Your continued use of our services after updates are posted means you accept the revised policy.

Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

Email: concierge@hinkapinhealth.com

Phone: (888) 850-0711

Mail: Hinkapin Health, Attn: Privacy Officer, 3865 Childress Ave, Mesquite, TX 75150-2802

You also have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights if you believe your privacy rights have been violated. We will not retaliate against you for filing a complaint.

Thank you for trusting Hinkapin Health with your healthcare needs. We are dedicated to protecting your privacy and using your information only to serve your best interests. If you have any questions about this Privacy Policy, please do not hesitate to contact us at the information provided above.