1. Introduction and Scope
Agave Healthcare Tucson LLC operates a clinic intake hall in Highland, Utah and builds computer systems for healthcare coordination work. This Privacy Policy describes the practices that apply when a person visits this website, sends a message to the intake desk, books a visit, requests a referral letter, joins a plan review, receives a lab result explanation or takes part in a follow-up call sitting.
This website and the intake services described on it are operated by the developer known as Agave Tucson on behalf of Agave Healthcare Tucson LLC. The developer name Agave Tucson is used here and in the contact details so that visitors can identify the technical team that maintains the site and the intake register. The company name, address and contact channels are listed in full later in this policy.
The policy covers personal information handled through the website, through written correspondence, through telephone conversations and through the paper and digital records kept inside the Highland hall. It does not cover websites operated by other organizations, including specialist offices, laboratories or portals that a visitor may reach from a link on this site. Those organizations publish their own privacy notices, and we encourage every visitor to read them before sharing information elsewhere.
By using this website or by contacting the intake desk, a visitor confirms that the information provided is accurate to the best of that person knowledge and that the person is entitled to share it. If a visitor is sending information about another adult, that visitor should have the permission of that adult first. If the information concerns a child, the visitor should be the parent or legal guardian of the child.
2. Who Is Responsible for Your Information
The organization responsible for the personal information described in this policy is Agave Healthcare Tucson LLC. The company determines what information is collected, how it is used and how long it is kept. The intake coordinator acts on behalf of the company when handling booking requests, letters, plans, result windows and call sittings.
Organization: Agave Healthcare Tucson LLC
Developer: Agave Tucson
Address: 5513 W 11000 N Ste 435, Highland - 84003-8012, United States (US)
Email: call@agavetucson.lol
Telephone: +16088033169
Website: https://www.agavetucson.lol
Questions about this policy, requests to review records and complaints about how information has been handled may be addressed to the privacy desk using the email address or telephone number shown above. The desk aims to acknowledge every written privacy message within five business days and to provide a substantive reply within thirty days.
3. Information We Collect
The information collected falls into a small number of categories. Not every category applies to every visitor, and the intake desk collects only what is needed to answer a request or to run a scheduled sitting.
Contact and identity details
This includes a name, an email address, a telephone number, a postal address where one is needed for a letter or a document, and the preferred method of contact. It also includes the name of a person the visitor has authorized to speak on their behalf, where such a person has been named in writing.
Scheduling details
This includes the reason for a visit, the week requested, the bay or window assigned, the name of the coordinator, arrival and departure notes, rescheduling reasons and the outcome recorded at the end of a sitting.
Correspondence
This includes the content of emails, contact form messages, handwritten notes, telephone summaries and any documents attached to a request. Correspondence is kept with the visit record so that the desk can answer a later question without asking the visitor to repeat the story.
Records a visitor chooses to share
This includes plans, referral letters already received, laboratory results, medication lists, appointment cards and other documents a visitor brings to a review. These documents are treated as sensitive and are stored with restricted access.
Technical information
This includes the internet protocol address used to reach the site, the browser type, the device type, the pages requested and the time of the request. Technical information is collected automatically by the web server that delivers the pages and is used for security and reliability rather than for advertising.
4. Where Information Comes From
Most information comes directly from the visitor. A booking request, a contact form message, a telephone call or a document handed to the coordinator at the window is a direct source. Direct sources are preferred because they are accurate and because the visitor retains control over what is shared.
Some information may come from a person the visitor has authorized, such as a family member who calls on behalf of a relative. The desk records the name of that person and the authority under which the call was made. Where authority is unclear, the desk ends the conversation and asks the visitor to confirm the arrangement in writing.
A small amount of information may come from another professional office, for example when a specialist office confirms that a referral letter was received or when a laboratory confirms that a result set is complete. In those cases the desk records the source and the date of contact. The website itself does not import records from any external system, and it does not display records to visitors through an account.
Technical information is generated automatically by the web server and by the network equipment used to deliver the site. The company does not purchase contact lists, does not obtain personal information from data brokers and does not enrich intake records with third party profiles.
5. Why We Use Information
Information is used to run the intake hall and to answer visitors. Each purpose below is tied to a real task performed by the desk, and the company does not use intake information for unrelated activities.
- To confirm a booking and to tell a visitor which bay, window or sitting has been reserved.
- To prepare a referral letter, check it against the register and release it to a named destination.
- To run a plan review and to write a short summary of the actions the visitor chose.
- To open a laboratory result window and to record the plain language explanation given.
- To conduct a wellness check review and to schedule its follow-up before the visitor leaves.
- To attempt a follow-up call sitting within the agreed window and to record the outcome.
- To answer questions sent through the contact form, by email or by telephone.
- To keep the register accurate so that no request is lost between shifts.
- To detect and prevent misuse of the website, including automated abuse and unauthorized access.
- To meet record keeping duties that apply to a professional services business in the United States.
The company does not sell personal information. The company does not rent contact lists. The company does not use intake records to train advertising profiles, and it does not place behavioral advertising tags on this website.
6. Lawful Basis for Processing
Where the law requires a stated basis for handling personal information, the company relies on one of the following grounds. The ground used for a particular task depends on the task and on the relationship with the visitor.
Consent
The company relies on consent when a visitor asks for a message, a letter or a call and when a visitor chooses to share records for a review. Consent may be withdrawn at any time by contacting the privacy desk, although withdrawal does not affect work already completed.
Performance of a requested service
The company relies on this ground when handling information is necessary to prepare a booking, run a review, write a letter or complete a scheduled sitting that the visitor has requested.
Legitimate interests
The company relies on legitimate interests when keeping the website secure, maintaining audit trails, improving the intake routine and preventing misuse. These interests are balanced against the expectations of visitors, and the company limits the information used for these purposes to what is necessary.
Legal obligation
The company relies on this ground when a law, a regulation or a valid legal request requires records to be kept, produced or disclosed.
7. Health Information and Intake Records
The intake hall is a coordination desk rather than a treatment room. Even so, visitors often share health related details because those details are needed to prepare a letter, to review a plan or to explain a result. The company treats all such details as sensitive.
Sensitive details are held in the intake register with access limited to the coordinator on duty and to the small number of staff who maintain the register. Printed documents are kept in a locked cabinet inside the Highland hall. Digital records are held in a system with individual accounts, and every access is written to an audit log that the company reviews when a question arises.
The company does not ask for information that is not needed for the task at hand. A booking for a plan review does not require a full medical history, and a request for a referral letter does not require laboratory values. Where a visitor offers more detail than the desk needs, the coordinator may ask whether the extra detail should be recorded or simply acknowledged and left out of the file.
The intake hall does not provide emergency care. A person facing an emergency should contact local emergency services immediately rather than sending a message through this website. Messages that describe an emergency are answered with a request to contact emergency services, and the desk does not attempt to coordinate emergency response through email.
Where a visitor shares a document that belongs to another organization, the company keeps the document only for as long as the task requires. Copies are not forwarded to other offices without the written instruction of the visitor, and the destination is recorded in the register.
9. Service Providers and Vendors
The company keeps its vendor list deliberately short. Each vendor is selected for a specific function, and each is reviewed at least once a year to confirm that its security practices still match the sensitivity of the records it handles.
Hosting vendors deliver the website and store server logs. Email vendors deliver messages sent to and from call@agavetucson.lol. Document vendors store digital copies of letters and summaries. None of these vendors is permitted to use intake information for its own marketing, to build profiles of visitors or to resell data to another party.
Where a vendor is located outside the United States, the company requires a written agreement that applies the same protections described in this policy. Vendors that cannot meet those terms are not used. The company does not use vendors that require visitors to create an account on an unrelated platform in order to receive a letter or a call.
11. Measurement and Website Logs
The web server records a technical log entry each time a page is requested. A typical entry contains the internet protocol address, the requested page, the referring page, the browser identification string and the date and time. These entries are used to diagnose faults, to measure page reliability and to detect automated abuse.
Server logs are kept for a short period and are then deleted or aggregated. Aggregated figures, such as the number of requests for a page in a month, do not identify a person and may be kept for planning purposes. The company does not attempt to link a log entry to an intake record unless a security incident requires it.
The company does not use session recording tools, heat maps or keystroke loggers on this website. The contact form is handled entirely in the browser of the visitor: when the form is submitted, the browser opens the local mail application with a prepared message. The form itself does not transmit the entered text to a server operated by the company.
12. How Long We Keep Information
Retention periods are set by the type of record and by the duties that apply to a professional services business. The company keeps records for as long as they are needed to answer a question, to complete a review or to meet a legal duty, and then deletes or anonymizes them.
- Booking and scheduling entries are kept for two years after the last sitting, then removed from the active register.
- Referral letter logs are kept for three years so that a later question about a destination can be answered.
- Plan review summaries and wellness review notes are kept for two years after the review, unless the visitor asks for earlier deletion.
- Result window explanations are kept for two years and are then destroyed with the visit file.
- Follow-up call summaries are kept for one year and are then removed from the register.
- Contact form messages and email correspondence are kept for one year after the last exchange.
- Technical server logs are kept for ninety days and are then deleted.
When a retention period ends, digital records are deleted from the active system and from backups in the normal backup cycle. Printed records are shredded by a bonded shredding service. A small number of records may be kept longer where a legal hold applies or where a dispute is open; those records are released from the hold as soon as the matter closes.
13. How We Protect Information
The company applies administrative, technical and physical safeguards to intake information. No safeguard is perfect, and the company does not claim that a breach can never occur, but the measures below are reviewed each year and adjusted when the risk changes.
Administrative safeguards
Staff receive a short briefing on handling sensitive information before they work at the intake desk. Access to the register is granted by name, is reviewed each quarter and is removed on the last day of work. Written procedures describe how a letter is drafted, how a result explanation is recorded and how a mistaken disclosure is reported.
Technical safeguards
The register runs on a system with individual accounts, strong passwords and a second verification step. Traffic to the website is encrypted in transit. Backups are encrypted at rest and are tested each quarter by restoring a sample. Software updates are applied on a published schedule, and urgent patches are applied as soon as they are available.
Physical safeguards
Printed records are kept in a locked cabinet in the Highland hall. The hall is locked outside business hours, and the cabinet key is held by the coordinator on duty. Documents that are no longer needed are placed in a locked shredding bin rather than in an ordinary waste container.
14. Your Privacy Rights
Depending on where a visitor lives, the law may provide specific rights over personal information. The company honors those rights for every visitor who asks, regardless of location, because the same standard is easier to apply and easier to explain.
- The right to know what categories of information are collected and why.
- The right to request a copy of the information held about you.
- The right to correct information that is inaccurate or incomplete.
- The right to request deletion of information that is no longer needed.
- The right to withdraw consent for future use of information.
- The right to object to a particular use of information.
- The right to receive a portable copy of information you provided.
- The right to be free from discrimination for exercising a privacy right.
- The right to ask for an explanation of how information was used.
- The right to appoint an authorized agent to act on your behalf.
A request may be sent by email to call@agavetucson.lol, by telephone on +16088033169 or by post to 5513 W 11000 N Ste 435, Highland - 84003-8012, United States (US). The desk will verify identity before releasing records and will explain any step that takes longer than thirty days.
15. Access, Correction and Deletion
A visitor may ask to see the information held about them at any time. The desk will provide a written summary of the visit record, a copy of any letter or summary produced and an explanation of where the information came from. Where a record contains information about another person, that part may be withheld to protect the privacy of the other person.
A request to correct information should describe the part that is wrong and the correct value. The desk will review the request, correct the record where the change is supported and add a note where the record is disputed rather than clearly wrong. A request to delete information will be honored unless a retention duty requires the record to be kept; in that case the desk will explain which duty applies and when the record will be reviewed again.
Requests are answered free of charge for the first request in any twelve month period. Where a request is clearly unfounded or repetitive, the company may decline it and will explain the reason in writing. A visitor who is unhappy with the answer may ask for a second review by the coordinator and then by the company director.
16. Privacy for Children
This website is intended for adults who are arranging their own coordination or the coordination of a person in their care. The company does not knowingly collect information from a child through this website, and the contact form should be used by a parent or legal guardian rather than by a child.
Where a review concerns a child, the parent or legal guardian provides the information and gives written consent for the record to be kept. The child may attend a review if the guardian wishes, and the coordinator will speak to the child only with the guardian present. A guardian may ask to review or delete the child record at any time, subject to the retention duties described above.
If the company learns that information about a child was submitted without guardian consent, the record is deleted promptly and the guardian is notified where contact details are available.
17. Messages and Marketing Choices
The company sends messages that are needed to run an intake task. A booking confirmation, a reminder about a result window or a note that a call sitting was missed are service messages; they are part of the service and are not marketing.
The company does not currently send marketing newsletters. If that changes, every message will carry a clear way to stop future messages, and the company will keep a list of persons who have opted out. Opting out of marketing does not stop service messages, because those messages are required to complete a requested task.
A visitor may ask for messages to be sent by a particular channel, such as email only, and the register will record that preference. Where a visitor asks for no telephone contact, the desk will not call unless a scheduled sitting requires it, and the sitting will be confirmed in writing before any call is attempted.
18. Transfers Across State Lines
The company operates from Highland, Utah and uses service providers that may store data in other states of the United States. Information may therefore be processed outside the state where the visitor lives. In every case the company applies the protections described in this policy and limits access to the smallest group of staff that needs the information.
Where a vendor stores data outside the United States, the company requires written terms that match the safeguards in section thirteen. The company does not transfer intake records to a country whose legal protections are materially weaker unless the terms include additional safeguards that the company has reviewed.
19. External Links and Other Sites
This website links to a small number of external pages, such as the pages of specialist offices or public health resources. Those pages are operated by other organizations, and the company does not control their content, their security or their privacy practices.
When a visitor follows an external link, the privacy notice of the other organization applies. The company encourages visitors to read that notice before sharing information. The company is not responsible for information that a visitor chooses to share with another organization after leaving this website.
20. Automated Decisions
The intake hall does not make automated decisions that produce legal or similarly significant effects. Booking priority, letter release and call timing are all decided by a coordinator who reads the register and speaks with the visitor.
The register includes simple rules that flag an entry when a letter has waited too long or when a result window has not been opened. Those flags are prompts for a person to review the entry; they do not change the record on their own and they do not decide what happens next.
21. Security Incidents and Notice
If the company becomes aware of a security incident that affects intake information, the coordinator will begin an incident review within one business day. The review identifies what was affected, how the incident occurred and what steps are needed to contain it.
Affected visitors are notified without unreasonable delay when the incident creates a meaningful risk to their privacy. The notice describes the information involved, the steps already taken and the steps the visitor can take. Where a law requires notification to a regulator, the company makes that notification within the period the law sets.
After the incident is contained, the company writes a short internal report and changes the routine that allowed the incident to occur. The report is reviewed with staff at the next monthly briefing.
22. Changes to This Policy
This policy may be updated when the intake routine changes, when a new vendor is added or when the law changes. The revised policy is posted on this page with a new effective date, and the table of contents is updated at the same time.
Where a change materially affects how existing records are used, the company will provide a clear notice at the top of this page for at least thirty days and will describe the change in plain language. Visitors who have an active booking will also receive the notice by email or by telephone, using the channel they chose.
Continuing to use the website after a revised policy is posted means that the revised policy applies to future interactions. Information collected before a change continues to be handled under the policy that applied when it was collected unless the visitor agrees to the new terms.
23. How to Reach the Privacy Desk
The privacy desk is part of the intake hall and shares the same contact channels. A message about privacy should include the name used at booking, the approximate date of the visit and a short description of the request. The desk will confirm receipt and provide a reference so that the visitor can follow up without repeating the whole message.
Email: call@agavetucson.lol
Telephone: +16088033169
Post: Agave Healthcare Tucson LLC, 5513 W 11000 N Ste 435, Highland - 84003-8012, United States (US)
Developer: Agave Tucson
The desk answers privacy messages during business hours from Monday to Friday. A message sent during a holiday period is acknowledged on the next working day. Where a request concerns an active booking, the visitor should say so in the first line so that the booking team can act on it immediately.
24. Plain Language Summary
The company collects only what the intake desk needs to answer a request, keeps it in a restricted register, shares it only with a destination the visitor names and deletes it when the retention period ends. The website does not run advertising trackers and the contact form is handled in the browser rather than on a server. A visitor can ask what is held, correct it or request deletion at any time by writing to call@agavetucson.lol or calling +16088033169.
The developer known as Agave Tucson maintains the website and the intake register for Agave Healthcare Tucson LLC. The address of the company is 5513 W 11000 N Ste 435, Highland - 84003-8012, United States (US). This policy was prepared for the Highland clinic hall and applies to the coordination services described on this website.