Privacy Policy

1. Information We Collect

Account Information

When you create an account, we collect:

• Full name, email address, and phone number
• Username and password (encrypted)
• Company, agency, or clinic information
• Professional role and license information (when applicable)

Usage Data

We automatically collect certain information when you use our services:

• Device information (browser type, operating system)
• IP address and general location
• Pages visited and features used
• Session duration and interaction patterns

Business and Client Data

Depending on the product you use, we store the content you create and upload:

• Vitaris App: Client profiles, insurance policies, claims, renewals, commissions, and related notes or documents.
• Vitaris Health: Patient records, appointment schedules, medical notes, billing information, and related clinical documentation.

You retain full ownership of all business and client data. Vitaris acts solely as a data processor on your behalf.

Sensitive Health Data

Vitaris Health may process health-related information (patient records, medical histories, appointment details). We treat this data with the highest level of protection and process it exclusively to provide the service you have contracted. We do not use health data for marketing, profiling, or any purpose unrelated to service delivery.

2. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Contractual necessity: Processing required to deliver the services you have contracted (account management, service operation, billing).
• Consent: When you voluntarily provide data or opt in to specific features such as analytics or marketing communications. You may withdraw consent at any time.
• Legitimate interest: Processing necessary for our legitimate business interests, such as improving our products, ensuring platform security, and preventing fraud — provided these interests do not override your fundamental rights.
• Legal obligation: Processing required to comply with applicable laws, regulations, or legal processes.

For users of Vitaris Health who process patient data, you (as the data controller) are responsible for ensuring an appropriate legal basis exists for collecting and processing patient information in your jurisdiction.

3. How We Use Your Information

We use the information we collect to:

• Provide and maintain our services: Operate Vitaris App and Vitaris Health and deliver the features you request.
• Communicate with you: Send service updates, security alerts, and support messages.
• Improve our products: Analyze anonymized usage patterns to enhance user experience.
• Ensure security: Detect and prevent fraud, abuse, and security incidents.
• Comply with legal obligations: Meet regulatory requirements and legal processes.

4. Automated Decision-Making

Our services may use automated processes for the following purposes:

• Generating renewal reminders and expiration alerts based on policy dates
• Sending automated appointment reminders to patients
• Producing reports and analytics from your business data

These automated features are operational tools designed to assist you — they do not make decisions that produce legal effects or significantly affect any individual. No automated profiling is performed on end clients or patients. You retain full control over all business decisions made using information provided by our platform.

5. Sharing Information

We do not sell your personal information. We may share your information only in the following circumstances:

Service Providers

We work with trusted third-party providers who assist in operating our platform, including cloud hosting, database, and infrastructure services. These providers are contractually obligated to protect your data and may only use it to provide services to us.

Legal Requirements

We may disclose your information if required by law, court order, or legal process, or to protect our rights, property, or safety.

Business Transfers

If Vitaris is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.

6. Sub-processors

We engage the following categories of sub-processors to deliver our services:

• Cloud infrastructure and hosting: For application hosting, data storage, and content delivery.
• Database services: For secure, reliable storage of application data with encryption at rest.
• Authentication services: For secure user login and identity management.
• Analytics tools: For anonymized usage metrics to improve service quality.

All sub-processors are contractually bound to protect your data and are subject to security and privacy requirements consistent with this policy. A detailed list of current sub-processors is available upon request at hello@getvitaris.com.

7. Data Security

We implement industry-standard security measures to protect your information:

• Data encryption in transit (TLS) and at rest
• Regular security audits and vulnerability monitoring
• Restricted access to personal information on a need-to-know basis
• Secure authentication protocols
• Multi-tenant architecture with Row-Level Security (data isolation per account)

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We continuously work to improve our safeguards.

8. Security Breach Notification

In the event of a security breach that compromises your personal information, we will:

• Notify affected users without unreasonable delay, in accordance with Wyoming law (W.S. § 40-12-501 et seq.) and any applicable laws in your jurisdiction.
• Provide details about the nature of the breach, the types of data potentially affected, and the steps we are taking to address it.
• Notify relevant regulatory authorities where required by applicable law.
• Take immediate steps to contain the breach, mitigate potential harm, and prevent recurrence.

9. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and keep you logged in
• Remember your preferences and settings
• Analyze site usage and performance

You can control cookie preferences through your browser settings. Disabling cookies may limit some functionalities.

10. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Update or correct inaccurate information.
• Deletion: Request deletion of your personal information.
• Portability: Receive your data in a structured, machine-readable format.
• Objection: Object to the processing of your information.
• Withdrawal: Withdraw consent when we rely on it for processing.

To exercise these rights, contact us at hello@getvitaris.com. We will respond within 30 days.

11. Jurisdiction-Specific Compliance

Vitaris is operated by Dizblanc LLC, registered in the State of Wyoming, United States. We serve clients across Latin America and comply with applicable data protection laws in each jurisdiction where our users operate, including but not limited to:

• Panama: Ley 81 de 2019 (Protección de Datos Personales). Users in Panama have the right to access, rectify, cancel, and oppose the processing of their personal data (ARCO rights).
• Colombia: Ley 1581 de 2012 (Régimen General de Protección de Datos Personales). Users in Colombia have similar rights including the right to be informed about the use of their data.
• United States (Wyoming): Wyoming data breach notification law (W.S. § 40-12-501 et seq.). We comply with all applicable state requirements regarding breach notification.

If you are located in a jurisdiction with specific data protection requirements not listed above, please contact us and we will work with you to ensure compliance with your local regulations.

12. Data Retention

We retain your personal information only for as long as necessary to provide our services and fulfill the purposes described in this policy. When you cancel your account, we will delete or anonymize your information within 90 days, unless we are required to retain it for legal or regulatory reasons.

13. International Data Transfers

Your information may be transferred and processed in countries other than your country of residence, including the United States. We ensure that appropriate safeguards are implemented to protect your information in accordance with this Privacy Policy and applicable data protection laws.

14. Third-Party Links

Our services may contain links to third-party websites, services, or resources that are not operated by Vitaris. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party services before providing them with your personal information.

15. Children's Privacy

Our services are designed for business professionals and are not intended for users under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected information from a minor, we will take steps to delete it immediately.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by email or through our services at least 15 days before they take effect. The "Last updated" date at the top indicates when the policy was last reviewed.

17. Contact

If you have questions about this Privacy Policy or our privacy practices, please contact us:

• Company: Dizblanc LLC
• Jurisdiction: State of Wyoming, United States
• Email: hello@getvitaris.com