Privacy Policy

ProComfort Incontinence & Medical Supply Solutions
2550 Tracy Rd. Unit 6106, Northwood Ohio 43619
Phone: 419-720-2232 | Fax: 419-720-2233
Website: procomfortmsg.com
Email: info@procomfortmsg.com

Effective Date: 1/1/2025
Last Updated: 9/16/2025

1. Introduction

ProComfort (“we,” “us,” or “our”) is committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in any capacity.

By using our services, visiting our website, or providing us with your personal information, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

Contact Information: Name, address, phone number, email address, fax number
Medical Information: Health conditions, incontinence type, medical needs (only as voluntarily provided for product recommendations)
Payment Information: Credit card details, billing address, payment history
Account Information: Username, password, account preferences
Demographic Information: Age, gender (when relevant to product selection)
Communication Records: Phone calls, emails, chat logs, consultation notes
Website Usage Data: IP address, browser type, pages visited, time spent on site

2.2 Health Information

We may collect Protected Health Information (PHI) as defined under HIPAA when:

You voluntarily provide medical information during consultations
Healthcare providers share information with your written consent
You request products based on specific medical conditions

3. How We Use Your Information

3.1 Primary Uses

Product Fulfillment: Processing orders, shipping products, managing inventory
Customer Service: Responding to inquiries, providing consultations, technical support
Account Management: Maintaining your account, processing payments, reward program administration
Legal Compliance: Meeting regulatory requirements, maintaining records as required by law

3.2 Marketing Communications

Email Marketing: We use Constant Contact to send newsletters, product updates, and promotional materials
Consent Required: We only send marketing emails to individuals who have provided explicit consent
Opt-Out Available: You can unsubscribe at any time using the link provided in every email
Data Sharing: Your email information is shared with Constant Contact solely for email delivery purposes

3.3 Business Operations

Analytics: Understanding customer preferences, improving services, website optimization
Fraud Prevention: Detecting and preventing fraudulent activities
Business Development: Developing new products and services based on customer needs

4. Email Marketing and Constant Contact

4.1 Third-Party Service Provider

We use Constant Contact as our email marketing service provider. By subscribing to our communications:

Your email address and related information will be transferred to and stored by Constant Contact
Constant Contact is bound by their own privacy policy and security measures
We maintain a data processing agreement with Constant Contact to protect your information
Your information is used solely for sending our marketing communications

4.2 Consent and Control

Double Opt-In: New subscribers must confirm their email address before receiving communications
Unsubscribe Rights: Every email contains an unsubscribe link for immediate removal
Contact Preferences: You can modify your communication preferences at any time
Data Retention: Unsubscribed contacts are maintained in our suppression list to honor your preferences

5. Information Sharing and Disclosure

5.1 Limited Sharing

We do NOT sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

5.2 Service Providers

Constant Contact: For email marketing services
Payment Processors: For secure payment processing
Shipping Companies: For product delivery (name, address only)
Technology Vendors: For website maintenance, data storage, and security

5.3 Legal Requirements

We may disclose information when required by law:

Court Orders: Compliance with subpoenas, court orders, or legal processes
Law Enforcement: Cooperation with legitimate law enforcement requests
Regulatory Compliance: Meeting healthcare, privacy, or other regulatory requirements
Legal Protection: Protecting our rights, property, or safety, or that of our customers

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, customer information may be transferred as part of that transaction, subject to the same privacy protections.

6. Data Security

6.1 Security Measures

We implement robust security measures to protect your information:

Encryption: All sensitive data is encrypted in transit and at rest
Access Controls: Limited access to personal information on a need-to-know basis
Secure Facilities: Physical security measures at our facilities
Regular Audits: Periodic security assessments and updates
Employee Training: Regular privacy and security training for all staff

6.2 HIPAA Compliance

For Protected Health Information (PHI):

We maintain HIPAA-compliant procedures and safeguards
Access to PHI is strictly limited to authorized personnel
We maintain detailed audit logs of PHI access and use
Business Associate Agreements are in place with relevant third parties

6.3 Data Breach Response

In the event of a security incident:

We will investigate immediately and take corrective action
Affected individuals will be notified as required by law
We will cooperate with regulatory authorities as necessary
We maintain cyber liability insurance for additional protection

7. Your Rights and Choices

7.1 Access and Control

You have the right to:

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information (subject to legal requirements)
Portability: Request a copy of your information in a portable format
Restriction: Request limitations on how we use your information

7.2 Marketing Preferences

Unsubscribe: Opt out of marketing communications at any time
Preference Center: Manage your communication preferences online
Phone Opt-Out: Request to be removed from phone marketing lists
Mail Opt-Out: Request to be removed from direct mail campaigns

7.3 California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

Right to know what personal information is collected
Right to delete personal information
Right to opt-out of the sale of personal information (Note: We do not sell personal information)
Right to non-discrimination for exercising privacy rights

8. Cookies and Website Technology

8.1 Cookies Usage

Our website uses cookies and similar technologies:

Essential Cookies: Required for website functionality
Analytics Cookies: Help us understand website usage patterns
Marketing Cookies: Support marketing efforts and personalization
Third-Party Cookies: May be placed by Constant Contact and other service providers

8.2 Cookie Management

You can control cookies through your browser settings
Disabling cookies may limit website functionality
We respect “Do Not Track” signals where technically feasible

9. Children’s Privacy

We do not knowingly collect personal information from children under 13 years of age. If we become aware that we have inadvertently collected personal information from a child under 13, we will delete that information immediately.

10. International Users

Our services are intended for users in the United States. If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located.

11. Data Retention

11.1 Retention Periods

We retain personal information for as long as necessary to:

Fulfill the purposes for which it was collected
Comply with legal and regulatory requirements
Resolve disputes and enforce agreements
Maintain business records as required

11.2 Specific Retention Periods

Customer Account Data: Retained while account is active plus 7 years
Transaction Records: Retained for 7 years for tax and audit purposes
Marketing Data: Retained until unsubscribe plus suppression period
Health Information: Retained according to HIPAA requirements (minimum 6 years)
Website Logs: Retained for 2 years for security purposes

12. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Changes will be effective immediately upon posting on our website. We will notify you of material changes through:

Email notification to registered users
Prominent notice on our website
Updated “Last Modified” date at the top of this policy

Your continued use of our services after changes are posted constitutes acceptance of the updated Privacy Policy.

13. Contact Information

13.1 Privacy Questions

For questions about this Privacy Policy or our privacy practices:

ProComfort Privacy Officer
2550 Tracy Rd. Unit 1519
Northwood, Ohio 43619
Phone: 419-720-2232
Email: info@procomfortmsg.com
Fax: 419-720-2233

13.2 Exercise Your Rights

To exercise any of your privacy rights or submit a privacy request:

Email us at info@procomfortmsg.com
Call us at 419-720-2232
Write to us at the address above
Use our online privacy request form at procomfortmsg.com

Response Time: We will respond to privacy requests within 30 days.

14. Dispute Resolution

14.1 Informal Resolution

We encourage you to contact us first to resolve any privacy concerns informally.

14.2 Formal Complaints

If informal resolution is unsuccessful, you may:

File a complaint with relevant regulatory authorities
Seek resolution through binding arbitration
Pursue legal remedies as available under applicable law

14.3 Governing Law

This Privacy Policy is governed by the laws of the State of Ohio and applicable federal law.

15. Effective Date and Acknowledgment

This Privacy Policy is effective as of the date listed above. By using our services or providing your personal information, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

Last Updated: 9/16/2025
Version: 1.0

This Privacy Policy is designed to comply with applicable privacy laws including HIPAA, CCPA, CAN-SPAM Act, and other relevant regulations. For specific legal advice, please consult with qualified legal counsel.