These pages are Secure Fit LLC public website and service policies. They are not a medical evaluation, an OSHA certification of the business, a HIPAA Notice of Privacy Practices, or legal advice about your workplace program.

1. Scope

This notice explains how we handle personal information in website inquiries, appointment administration, fit-testing services, records, and customer support. It covers only services operated by Secure Fit LLC. A linked location operated by another entity is responsible for its own practices. A separate notice or agreement will explain any additional practice for a specifically identified clinical or organization service.

The policies below describe the practices adopted by us as of the effective date. They do not mean that every feature in a demonstration, app concept, or sample screen is available. We will give notice of a materially different data practice before introducing it and obtain consent where required.

2. Information we collect

Contact and booking information: your name, email, telephone number where provided, appointment choices, organization affiliation, and communications. We collect the minimum identity information reasonably needed to match you with the correct appointment and record.

Fit-test and service information: test date, method, location, technician, respirator make/model/style/size, screening and test outcome, applicable fit factor where quantitative testing is provided, record number, consent history, and information needed to explain an incomplete test or correction. We may record confirmation of required medical clearance and relevant use restrictions; we do not seek an unrestricted medical history for ordinary fit testing.

Billing information: purchaser identity, amount, invoice details, payment status, and the limited transaction information returned by the selected payment provider. Do not submit full payment-card details through ordinary email or a general contact form.

Website and security information: connection and device information such as IP address, browser type, requested page, time, and error or security logs generated by our systems or hosting providers. The Cookie Policy explains browser storage and optional technologies. We do not need precise device location to book a test; you can select an area manually.

Do not submit Social Security numbers, full medical questionnaires, diagnoses, insurance files, biometric identifiers, or identification scans unless a specifically authorized process explains why they are needed and how to send them. A date of birth will not be displayed on a routine e-card under this policy.

3. Sources and purposes

Information comes from you, a person authorized to arrange your appointment, an identified employer or school organizer, testing personnel, and service providers involved in the requested transaction. We use it to schedule and perform services; verify identity, consent, and prerequisites; create and provide accurate records; process payments and refunds; respond to requests; maintain security and quality; and meet applicable legal obligations.

We do not sell personal information. We do not use identifiable fit-test information for targeted advertising, disclose it to advertising platforms for audience matching, or train general-purpose AI models on it. We do not use testing results to make automated employment, insurance, or clinical decisions. Optional marketing uses a separate enrollment choice.

4. Service providers and authorized disclosures

We disclose information only as reasonably needed to vendors performing functions such as scheduling, hosting, email delivery, records storage, payment processing, support, and security. We require appropriate contractual restrictions and safeguards for vendors handling information on our behalf. Calendly handles bookings made through its scheduling interface; its notice explains its own processing. Payment providers may handle payment information under their own applicable notice.

An employer or school does not automatically receive unrestricted access to all your records merely by paying for one test. For organization-arranged testing, we identify the recipient and reporting purpose and share the necessary testing information on a valid legal basis. Optional participant-directed sharing requires a separate instruction or authorization. Routine reporting does not include unrelated diagnoses, medical questionnaires, or other unnecessary health information.

We may disclose information when legally required, to respond to valid legal process, or as legally permitted to address fraud, threats, or security incidents. We assess the request’s authority and scope rather than treating every request as valid. In a reorganization or transfer of the business, information may be transferred with appropriate restrictions, notice, and consent where required; this does not authorize a new incompatible marketing use.

5. Email, record delivery, and outside recipients

You may choose delivery to a verified email address. Ordinary email and attachments may not provide end-to-end protection; shared accounts, misdirected messages, and forwarding can expose information. We explain available alternatives and do not require you to accept an insecure method as a condition of receiving a record. Do not send sensitive clinical material to our general inbox.

Once you independently share a downloaded record or direct a copy to an employer, school, or other recipient, that recipient’s handling is subject to its own duties. We remain responsible for disclosures we make and do not use this statement to excuse sending a record to the wrong person.

6. Retention and disposal

Routine fit-test records are scheduled for retention for three years after testing, unless a longer or different period is required by law, a properly applicable agreement, an unresolved issue, or a legal hold. Copies may be unavailable after lawful disposal. The three-year schedule is not a promise that every category of information is deleted at the same time.

Medical-evaluation records, if ever lawfully maintained as part of a separate service, may have different and substantially longer retention requirements. Billing, consent, complaint, and security records are retained only for documented operational, contractual, or legal needs. We restrict retained information and dispose of it when no longer needed. Backup copies cycle out according to the approved backup schedule and are not used to defeat a valid deletion request.

7. Access, correction, deletion, and choices

Contact our privacy address to request an authorized copy, correction, information about a disclosure, deletion where available, or withdrawal of optional consent. We use proportionate identity verification and do not routinely require a full identification document by email. An authorized representative must establish authority.

We aim to acknowledge a request within five business days and provide a substantive response within 30 calendar days, unless a different legally required period applies. If an extension is permitted and needed, we explain it. Where we cannot grant a request, we explain the reason and any available review route. A legally required retention period or the need to preserve an accurate historical test may limit deletion or alteration; an error can instead be corrected with an audit trail.

Declining optional marketing or optional sharing does not prevent purchase of a fit test. Refusing information necessary for safe testing or identity verification may prevent completion of that particular service. We will not retaliate against you for a good-faith privacy request.

8. Security and incidents

We use safeguards appropriate to the sensitivity of the information and our operations, including controlled access, workforce procedures, and vendor oversight. No system or transmission method can be promised to be completely secure. We do not claim a particular certification, encryption design, or independent audit unless separately identified and substantiated.

Report a suspected disclosure or security problem through our privacy contact without including another person’s record. We investigate suspected incidents and provide notices when required by applicable law. Agreeing to this Privacy Policy is not agreement to receive every legally required breach notice only by email.

9. Minors and school services

Our self-service website and bookings are intended for adults. Do not send a minor’s information through adult registration. Services for minors require a separately approved process with appropriate authority, notices, and consent. School affiliations may involve staff or adult trainees and do not, by themselves, establish that a child may self-register.

If we learn that information about a minor was collected outside the approved process, we assess the facts and restrict, delete, or otherwise handle it as applicable law requires. A parent, guardian, eligible student, or school privacy official can contact us about a suspected issue. Applicable child-data and education-record rules are assessed before a minor or protected-student-data program begins.

10. Geographic and legal scope

The service is designed for the United States, principally New York. Information may be processed by Secure Fit LLC and by identified vendors, including Calendly for scheduling. We have not published a complete processing-location list. Do not assume information is stored only in New York or only in the United States.

Applicable rights and responsibilities depend on the service and legal relationship. Handling health-related information does not by itself determine HIPAA coverage. Where a separate HIPAA-regulated or school-data arrangement applies, we follow that arrangement and provide any additional required notice. This document does not replace a HIPAA Notice of Privacy Practices, business associate agreement, or required school-data agreement.

11. Updates and contact

We identify revisions by effective date and give additional notice of material changes as appropriate. We do not retroactively authorize a materially incompatible use of previously collected information simply by changing this page. Contact SecureFit2024@gmail.com or write using the mailing details above with questions or complaints.