Privacy policy

At Plant-Based Dietitians, we value your privacy. This policy explains how we collect, use, and protect your data. By using our website and services, you agree to these terms.

1. What Data We Collect

We collect information when you:

  • Fill out a form, book a call, or schedule an assessment, including your name, email, phone, location, and dietary preferences (e.g., vegan, vegetarian, flexitarian).
  • Book a consultation and sign a contract, which may require additional details such as medical history and health preferences. This information is securely stored via Practice Better, a HIPAA-compliant platform.
  • Visit our website, where we use cookies and tracking tools such as Google Analytics, Facebook Pixel, and HubSpot to analyze visitor behavior. Heat maps help us understand site interaction, including clicks, scrolling, and page views.

 

📌 You can disable cookies in your browser or opt out of Google Analytics tracking using Google’s opt-out tool.

2. Why We Collect Data

We collect data to:

  • Improve user experience.
  • Manage client interactions.
  • Measure marketing effectiveness.

 

📌 Data from form submissions and bookings may be sent to Google Ads via HubSpot to track Return on Ad Spend (ROAS). Users can opt out of tracking by adjusting their Google Ads settings or disabling cookies in their browser.

3. Legal Compliance

We comply with HIPAA (U.S.) and PIPEDA (Canada) regulations:

  • HIPAA: All health-related data is securely stored in Practice Better.
  • PIPEDA: We obtain meaningful consent through this Privacy Policy and our Service Agreement.

 

📌 Users can withdraw consent and request data removal by emailing us.

4. How We Share Data

We do not sell or rent your data. However, we may share information with trusted third parties to provide our services, including:

  • Practice Better for secure consultation management (HIPAA-compliant).
  • Google Analytics & Facebook Pixel for website analytics.
  • Google Ads for conversion tracking and ad optimization.
  • HubSpot for client communication and management.
  • Payment processors for billing and transactions.
  • Marketing contractors for outreach and engagement.

 

📌 Some third-party providers may store data outside the U.S. and Canada, in compliance with data protection laws.

5. SMS Consent and Communications

SMS Terms of Service

By opting into SMS from a web form or other medium, you are agreeing to receive SMS messages from Plant-Based Dietitians Ltd. This includes SMS messages for conversations (external). Message frequency varies. Message and data rates may apply. See privacy policy at https://plantbasedrds.com/privacy-policy/. Message HELP for help. Reply STOP to any message to opt out.

Plant-Based Dietitians Ltd. uses SMS messaging to support communication related to our services. By opting in, you may receive messages such as:

  • Appointment scheduling

  • Appointment reminders

  • Customer service assistance for booking and scheduling

Message frequency varies. Message and data rates may apply.

Opt-In Confirmation Message:
“Thank you for opting into SMS messaging from Plant-Based Dietitians Ltd. You may receive up to 1 message per week. Message and data rates may apply. For help, reply HELP or visit https://plantbasedrds.com/privacy-policy/. To opt out, reply STOP.”

Opt-Out Message:
“You have successfully unsubscribed from Plant-Based Dietitians Ltd. You will no longer receive SMS messages from us.”

Help Message:
“Thank you for reaching out to Plant-Based Dietitians Ltd. Need help? Email info@plantbasedrds.com or visit https://plantbasedrds.com/. Reply STOP to unsubscribe.”

📌 SMS consent is not shared with third parties.

6. Data Retention & Deletion

We retain personal data based on legal and business requirements:

  • Medical records: Kept for 6 years (U.S. HIPAA) and 10 years (Canada PIPEDA and provincial laws).
  • Financial records: Retained for 6–7 years for tax compliance.
  • Non-medical data: Contact form submissions are kept as long as necessary or until users request deletion.

 

📌 Inactive data is deleted manually after the retention period. Users can request data deletion via email, except for financial records required by law.

7. Your Rights & Opt-Out Options

  • Access, correct, or delete data: Users may request a copy of their personal data (identity verification may be required).
  • Marketing opt-out: Users can unsubscribe from marketing emails, calls, or texts at any time.
  • Service-related texts or calls: Phone numbers provided may be used for notifications, with standard messaging rates applying.
  • Cookie preferences: Users can adjust these in their browser settings.

8. Security & Data Breach Policy

We use HubSpot and Practice Better, which offer:

  • Encryption
  • Multi-factor authentication
  • Security audits

 

📌 In case of a data breach, affected users will be notified within 72 hours.

9. Children’s Privacy

  • Parental consent: Required before collecting data from minors.
  • Data deletion: Parents may request the deletion of their child’s data at any time.
  • Retention policies: Medical record retention for minors follows standard regulations.

10. Privacy Policy Updates

This Privacy Policy may be updated periodically.

 

📌 Significant changes will be communicated via email.

Contact Us

For any privacy-related inquiries or to request data changes, please contact us at info@plantbasedrds.com.

 

© All Rights Reserved, Plant-Based Dietitians 2026