Privacy Policy
Last Updated: January 15, 2025
How We Protect Your Information
At Hymbex, we understand that your personal health information deserves the highest level of protection. This privacy policy explains exactly how we collect, use, and safeguard your data when you work with us to develop your personalized nutrition plan.
We believe transparency builds trust. That's why we're committed to explaining our data practices in plain language, without legal jargon that obscures what really happens with your information. Your privacy isn't just a legal requirement for us – it's fundamental to the trust-based relationship we build with every client.
Information We Collect
Health & Dietary Information
Medical history, current health conditions, dietary restrictions, food preferences, allergies, and nutritional goals you share with us during consultations.
Contact Details
Name, email address, phone number, and mailing address needed to communicate with you and deliver your personalized nutrition plans.
Progress Tracking
Weight changes, energy levels, symptoms, and other health metrics you choose to share as we monitor your nutrition plan effectiveness.
Website Activity
Pages visited, time spent on our site, and technical information like browser type and IP address for improving our online services.
Information You Provide Directly
Most information comes directly from you through our intake forms, consultation sessions, and ongoing communications. We only ask for information that's genuinely necessary to create effective, personalized nutrition recommendations. You control what you share, and we respect when you prefer not to disclose certain details.
How We Use Your Information
Your information serves specific purposes in developing and refining your nutrition plan. We use health and dietary information to create personalized meal recommendations, identify potential nutritional deficiencies, and suggest appropriate supplements when needed.
- Creating customized nutrition plans based on your health profile and goals
- Monitoring progress and adjusting recommendations as needed
- Communicating about appointments, plan updates, and important health information
- Improving our services based on anonymized client outcomes and feedback
- Maintaining accurate records for continuity of care
- Meeting legal requirements for health service documentation
Important: We never use your personal health information for marketing purposes or share identifiable details with third parties for their commercial benefit. Your health data stays within our professional care team unless you explicitly authorize otherwise.
Information Sharing and Disclosure
We maintain strict controls over who can access your personal information. In most cases, your data stays within our internal team of nutrition professionals who work directly on your care.
When We May Share Information
- Healthcare Providers: With your written consent, we may share relevant information with your doctor, dietitian, or other healthcare providers
- Legal Requirements: When required by law, court order, or regulatory authority
- Emergency Situations: If we believe disclosure is necessary to prevent serious harm to your health or safety
- Business Operations: With service providers who help us operate our business, under strict confidentiality agreements
Service Providers We Work With
Some trusted partners help us deliver our services effectively. This includes our secure database hosting provider, appointment scheduling software, and encrypted communication platforms. These partners can only access information necessary for their specific services and are contractually bound to protect your privacy.
Your Privacy Rights
You have significant control over your personal information. These rights aren't just legal requirements – they're practical tools for managing your privacy according to your comfort level.
Access Your Information
Request a complete copy of all personal information we have about you, typically provided within 30 days.
Update or Correct Data
Change outdated or incorrect information in your health profile at any time through your client portal or by contacting us directly.
Delete Your Information
Request deletion of your personal data, though we may retain some information for legal compliance or legitimate business purposes.
Limit Processing
Restrict how we use your information while maintaining your active nutrition plan and essential communications.
To exercise these rights, contact us directly at info@hymbex.com or call +1 703-532-9190. We'll verify your identity and process most requests within 30 days. There's no cost for reasonable requests, though we may charge a fee for excessive or repetitive demands.
Data Security Measures
Protecting your health information requires multiple layers of security. We use industry-standard encryption, secure data centers, and regular security audits to keep your information safe from unauthorized access.
Technical Safeguards
- 256-bit SSL encryption for all data transmission
- Encrypted storage of all personal and health information
- Regular security updates and vulnerability assessments
- Multi-factor authentication for staff accessing client data
- Automatic logout and session timeouts on all systems
Physical and Administrative Controls
Our office maintains locked filing systems, restricted access areas, and clear protocols for handling physical documents. Staff members receive regular privacy training and sign confidentiality agreements. We conduct annual security reviews and maintain detailed access logs for all client information systems.
Data Retention and Deletion
We keep your information only as long as necessary to provide effective nutrition services and meet legal requirements. Active client records are maintained throughout our professional relationship and for seven years afterward, which aligns with healthcare record-keeping standards.
Retention Timeline
- Active Client Records: Maintained during service period plus 7 years
- Consultation Notes: Retained for 7 years after last appointment
- Payment Information: Kept for 7 years for tax and accounting purposes
- Website Analytics: Anonymized after 26 months
- Marketing Communications: Until you unsubscribe or request deletion
After retention periods expire, we securely delete or destroy your information using methods that prevent recovery. You can request earlier deletion of your records, though we may need to retain some information for legal compliance.
International Data Transfers
Your information is primarily stored and processed within the United States. When we use service providers located in other countries, we ensure they provide adequate protection for your data through appropriate safeguards and contractual commitments.
If you're located outside the United States, please understand that your information may be transferred to and processed in the US, where privacy laws may differ from those in your country. By using our services, you consent to these transfers under the protections described in this policy.
Updates to This Policy
We review and update this privacy policy annually, or more frequently when significant changes occur in our practices or legal requirements. When we make material changes, we'll notify active clients by email and post the updated policy on our website with a new effective date.
We encourage you to review this policy periodically, especially before sharing new health information or if you have concerns about how we handle your data. Previous versions of our privacy policy are available upon request.
Privacy Questions and Concerns
If you have questions about this privacy policy or concerns about how we handle your information, we're here to help.
Email: info@hymbex.com
Phone: +1 703-532-9190
Mail: 2425 Milburn Blvd, Mishawaka, IN 46544, United States
We respond to privacy inquiries within 48 hours during business days and take all concerns seriously. Your trust is essential to our work together.