Privacy Policy

Your privacy and the security of your health information are our highest priorities. Learn how we protect and handle your personal data.

Our Commitment to Your Privacy

At Terrain Navigators, we understand that your health journey is deeply personal. We are committed to maintaining the highest standards of privacy and confidentiality in all our interactions. This Privacy Policy explains how we collect, use, protect, and share your personal and health information.

“Your body, your choices, and your daily actions matter. This includes your right to privacy and control over your personal information.” – Terrain Navigators Philosophy

Information We Collect

Name, email address, phone number, and mailing address
Date of birth and gender
Emergency contact information
Payment and billing information

Health Information

Medical history and current health conditions
Cancer diagnosis and treatment history
Laboratory test results and genetic testing data (3X4 Genetics DNA test)
Lifestyle factors, dietary habits, and exercise routines
Mental health and emotional wellbeing information
Progress notes and coaching session records

Technical Information

IP address, browser type, and device information
Website usage data and analytics
Zoom meeting recordings and chat logs (with consent)
Practice Better portal usage and communication logs

How We Use Your Information

Primary Uses

Providing personalized health coaching and terrain-based guidance
Developing customized wellness plans using the Terrain Ten framework
Conducting health assessments and progress monitoring
Facilitating communication between you and our coaching team
Scheduling appointments and managing your client portal

Secondary Uses

Improving our services and developing new programs
Conducting research on metabolic approaches to health (anonymized data only)
Providing educational content and resources
Administrative purposes such as billing and customer service

Important: We will never sell your personal or health information to third parties. Your data is used solely for the purposes outlined in this policy and with your explicit consent.

Information Sharing and Disclosure

With Your Consent

We may share your information with:

Other members of our coaching team for collaborative care
Healthcare providers you’ve authorized us to communicate with
Family members or caregivers you’ve designated
Laboratory services for test analysis (3X4 Genetics, etc.)

Without Your Consent (Limited Circumstances)

We may disclose information only when legally required:

To comply with court orders or legal processes
To report suspected abuse or neglect
To prevent serious harm to you or others
For public health reporting requirements

Service Providers

We work with trusted third-party service providers who help us deliver our services:

Practice Better (client portal and practice management)
Zoom (video consultations)
3X4 Genetics (genetic testing services)
Payment processors
Email service providers

Data Security and Protection

Technical Safeguards

End-to-end encryption for all digital communications
Secure, HIPAA-compliant client portal system
Regular security audits and updates
Multi-factor authentication for staff access
Secure backup and disaster recovery procedures

Physical Safeguards

Locked filing systems for physical records
Restricted access to offices and workspaces
Secure disposal of confidential documents
Limited access to client information on a need-to-know basis

Administrative Safeguards

Regular staff training on privacy and security
Confidentiality agreements for all team members
Clear policies and procedures for data handling
Regular review and updating of security measures

Your Rights and Choices

Access and Control

Right to Access: Request copies of your personal and health information
Right to Correct: Request corrections to inaccurate information
Right to Delete: Request deletion of your information (with some limitations)
Right to Restrict: Limit how we use or share your information
Right to Port: Receive your data in a standard format

Communication Preferences

Opt out of marketing emails at any time
Choose your preferred method of communication
Request confidential communications
Control who can access your information

Complaints and Concerns

If you have concerns about how we handle your information, you have the right to:

File a complaint with us directly
Contact relevant regulatory authorities
Seek legal counsel if necessary

Special Considerations

Group Sessions and Office Hours

When participating in group coaching sessions or Office Hours:

Your participation and any shared information may be visible to other participants
We cannot control what other participants do with information shared in group settings
Please be mindful of what personal information you choose to share
Sessions may be recorded for educational purposes (with clear notice and consent)

Genetic Testing Information

For genetic testing through 3X4 Genetics:

Your genetic information is subject to additional protections under GINA (Genetic Information Nondiscrimination Act)
We will never share genetic information with employers or insurance companies
Genetic data is stored separately with enhanced security measures
You maintain ownership of your genetic information

Minor Clients

When working with clients under 18:

Parent or guardian consent is required
We may share information with parents/guardians as appropriate
We respect the developing autonomy of minor clients
Additional privacy protections may apply

Data Retention

We retain your information for different periods based on type and purpose:

Active Client Records: Maintained throughout our coaching relationship and for 7 years after completion
Health Information: Retained for 7-10 years as required by professional standards
Payment Information: Kept for 7 years for tax and accounting purposes
Marketing Communications: Until you opt out or request deletion
Website Analytics: Typically 2-3 years for service improvement

International Data Transfers

If you are located outside the United States, please be aware that:

Your information may be transferred to and processed in the United States
US privacy laws may differ from those in your country
We implement appropriate safeguards for international transfers
You have the right to understand these implications before proceeding

Changes to This Policy

We may update this Privacy Policy periodically to reflect:

Changes in our services or business practices
New legal or regulatory requirements
Technological advances or security improvements
Feedback from clients and stakeholders

When we make significant changes, we will:

Notify you via email or through our client portal
Post the updated policy on our website
Provide a summary of key changes
Give you time to review before changes take effect