Privacy Policy

Information We Collect

The public HawkFMLA website is designed primarily to provide information about our FMLA medical documentation service.

The public website itself does not collect medical records, diagnoses, symptoms, or other protected health information through ordinary website forms.

When you begin a medical documentation request, you may be asked to provide information including:

• name and contact information;
• date of birth;
• employer and job information;
• information regarding the medical condition relevant to your leave request;
• requested leave dates and schedule;
• treating healthcare provider information;
• employer FMLA or medical leave paperwork;
• supporting medical documentation;
• acknowledgments and attestations; and
• payment information.

Medical intake information, documents, and payment are submitted through our secure HIPAA-enabled Jotform workflow rather than directly through the public website.

How We Use Information

Information you provide may be used to:

• evaluate your request for medical certification;
• review supporting medical documentation;
• complete appropriate FMLA or medical leave certification when medically supported;
• communicate with you regarding your request;
• request additional information when needed;
• process payment;
• maintain business and medical records as required by law;
• comply with legal and regulatory obligations; and
• protect against fraud, misuse, or unauthorized access.

Protected Health Information

Medical information submitted in connection with a request for physician review may constitute protected health information under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).

Our handling of protected health information is also governed by our Notice of Privacy Practices, which describes how medical information may be used and disclosed and explains your rights regarding that information.

Third-Party Service Providers

We use service providers to support the operation of our service.

Jotform
Our secure medical intake, document upload, acknowledgment, and payment workflow is hosted through a HIPAA-enabled Jotform account.

Spruce Health
We use Spruce Health for patient-support telephone and text communications.

Google Workspace
We may use appropriately configured Google Workspace services for administrative or healthcare operations.

Payment processing providers
Payment information may be processed by third-party payment processors available through Jotform. We do not intentionally send medical diagnoses or unnecessary medical details to payment processors.

Service providers that receive protected health information are used only when appropriate contractual and security safeguards are in place.

Cookies and Website Technologies

The public website may use basic technical cookies or similar technologies necessary for website operation.

We do not intentionally use advertising trackers, behavioral advertising pixels, or session-recording technologies to collect medical information entered into the secure intake form.

Because the medical intake is embedded from a third-party HIPAA-enabled service, that provider may use technologies necessary to operate and secure the form.

Email

Please do not send medical records, diagnoses, or other sensitive health information through ordinary email unless specifically instructed to do so through an approved secure method.

Medical documentation should generally be uploaded through the secure intake form.

Data Security

We use administrative, technical, and organizational safeguards intended to protect personal and medical information.

No electronic system can be guaranteed to be completely secure. If we become aware of a security incident affecting information for which notification is required by law, we will respond in accordance with applicable legal requirements.

Children

This service is intended for adults requesting medical documentation for themselves or for qualifying family-care situations.

Individuals under 18 should not independently use the service without involvement of a parent, guardian, or other legally authorized representative where required.

Your Choices

You may contact us regarding:

• questions about information we maintain;
• requests relating to your medical records or privacy rights;
• correction of inaccurate contact information; or
• privacy concerns.

Certain rights regarding protected health information are described separately in our Notice of Privacy Practices.

Changes to This Policy

We may update this Privacy Policy from time to time. The effective date at the top of the policy will be updated when material changes are made.

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