Privacy Policy — Pet ESA Letter

PetESALetter.com – Clinical & Psychological Assessment Services
Operated by VeriMedix LLC
Last Updated: February 21, 2026

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Introduction

PetESALetter.com is a clinical and psychological assessment service operated by VeriMedix LLC (“we,” “our,” or “us”). We connect patients with licensed mental health professionals for telehealth evaluations and clinical documentation, including ESA (Emotional Support Animal) letters, PSD (Psychiatric Service Dog) assessments, and other behavioral health and mental health assessments.

This Privacy Policy explains how we collect, use, disclose, store, and protect your information, including personal information and Protected Health Information (PHI), when you use our website and Services.

By using our website or Services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein, in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), applicable state privacy laws, and other relevant regulations.

Note: This Privacy Policy applies only to PetESALetter.com and our clinical and psychological assessment services for patients. For privacy practices related to medical billing and revenue cycle management services for healthcare providers, please refer to the separate Privacy Policy at Verimedix.com/Privacy-policy/

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1. Information We Collect

We may collect the following categories of information:

1.1 Personal Identification Information

• Full name

• Date of birth

• Mailing address

• Email address

• Phone number

• Emergency contact information (if provided)

1.2 Protected Health Information (PHI)

When you use our clinical and psychological assessment Services, we collect health information, including but not limited to:

• Medical history and mental health history

• Current symptoms, diagnoses, and conditions

• Medications and treatments

• Information about your need for an ESA, PSD, or housing accommodation

• Reasons for requesting assessment (ADHD, anxiety, behavioral health, etc.)

• Clinical notes, assessments, and evaluations prepared by licensed clinicians

• Any other health-related information you provide during your assessment or intake process

This information is considered Protected Health Information (PHI) under HIPAA and is subject to strict confidentiality and security requirements.

1.3 Payment and Billing Information

• Payment method type (credit card, debit card, etc.)

• Billing address

• Transaction details and payment history

We use secure third-party payment processors to handle payment transactions. We do not store full credit card numbers on our servers.

1.4 Technical and Usage Information

When you visit our website, we may automatically collect:

• IP address

• Browser type and version

• Device type and operating system

• Pages visited and links clicked

• Date and time of visits

• Referring website or source

• Cookies and similar tracking technologies (see Section 7 below)

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2. How We Use Your Information

We use your information for the following purposes:

2.1 To Provide and Deliver Services

• Schedule, coordinate, and conduct clinical and psychological assessments via telehealth

• Communicate with you about appointments, assessments, results, and follow-up care

• Prepare and deliver ESA letters, PSD assessments, housing accommodation documentation, ADHD assessment reports, anxiety evaluations, behavioral health assessments, and other clinical reports

• Determine clinical eligibility for requested services and documentation

• Provide emotional support and follow-up consultations as requested

2.2 To Process Payments and Manage Billing

• Process payments for Services

• Send billing statements and payment confirmations

• Manage refunds and cancellations in accordance with our Refund and Cancellation Policy

2.3 To Communicate With You

• Respond to your questions, requests, and customer support inquiries

• Send appointment reminders, confirmations, and follow-up communications

• Provide updates about our Services, policies, or website changes (you may opt out of non-essential communications)

2.4 To Improve Our Services and Website

• Analyze website usage and user behavior (in aggregated or de-identified form) to improve functionality, user experience, and content

• Conduct internal research, quality assurance, and clinical outcome evaluations

• Monitor and enhance security and prevent fraud

2.5 To Comply With Legal and Professional Obligations

• Comply with applicable federal, state, and local laws, regulations, and professional standards

• Respond to legal process, court orders, subpoenas, and government requests

• Maintain clinical and business records as required by law and professional licensing boards

• Protect the rights, safety, and property of VeriMedix LLC, PetESALetter.com, our users, clinicians, and the public

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3. Legal Basis for Processing (Where Applicable)

Where required by applicable law (such as in certain international jurisdictions or under state privacy laws), we process your personal information and PHI based on one or more of the following legal bases:

• Consent: You have given explicit consent for us to process your information for specific purposes

• Contract Performance: Processing is necessary to provide the Services you have requested or purchased

• Legal Obligation: Processing is required to comply with applicable laws, regulations, or legal process

• Legitimate Interests: Processing is necessary for our legitimate business interests (such as improving Services, preventing fraud, and ensuring security), balanced against your privacy rights

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4. How We Share Your Information

We take your privacy seriously and do not sell, rent, or trade your personal information or PHI to third parties.

We may share your information only in the following limited circumstances:

4.1 With Licensed Clinicians and Authorized Staff

Your information is shared with the licensed mental health professionals and authorized clinical and administrative staff who are directly involved in providing your care and Services.

All clinicians and staff are bound by strict confidentiality obligations and HIPAA requirements.

4.2 With Service Providers and Business Associates

We may share your information with trusted third-party service providers who perform functions on our behalf, including:

• Telehealth and video conferencing platforms (e.g., Zoom for Healthcare, Doxy.me, etc.)

• Secure email, SMS, and communication providers

• Payment processors and billing services

• Cloud storage and data hosting providers

• IT security and technical support providers

All service providers are required to maintain the confidentiality and security of your information and are permitted to use your information only as necessary to perform services for us, in compliance with HIPAA Business Associate Agreement requirements where applicable.

4.3 With Third Parties You Authorize

If you request or authorize us to share your information or documentation with a third party (for example, providing an ESA letter to your landlord or housing provider, or sharing clinical records with another healthcare provider), we will do so only with your explicit consent or as directed by you.

We recommend that you provide documentation directly to third parties yourself to maintain control over your information.

4.4 As Required by Law

We may disclose your information when we are required to do so by law, regulation, court order, subpoena, legal process, or government authority, including but not limited to:

• Responding to lawful requests from public authorities (law enforcement, regulatory agencies, courts)

• Complying with mandatory reporting requirements (such as reporting suspected abuse, neglect, or threats of harm as required by state law)

• Protecting the rights, safety, and security of VeriMedix LLC, PetESALetter.com, our users, clinicians, or the public

4.5 Business Transfers

In the event of a merger, acquisition, sale of assets, bankruptcy, or other business transaction involving VeriMedix LLC, your information may be transferred to the successor entity, subject to continued protection under this Privacy Policy and applicable law.

5 SMS Terms 

PetESALetter will send text notifications to contacts who have opted in. After opting in to receive SMS notifications, you may receive messages including appointment notifications, follow ups and reminders. 

Mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. Message frequency varies. Message and data rates apply. Reply HELP for more information. Reply STOP to opt out.

Instructions for How to Opt-Out: You can cancel the SMS service at any time. Just text “STOP”. After you send the SMS message “STOP” to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive SMS messages from us. If you want to join again, just sign up as you did the first time and we will start sending SMS messages to you again.

Instructions for How to get Help: If you are experiencing issues with the messaging program you can reply with the keyword HELP for more assistance, or you can get help directly at {support@petesaletter.com}.

“Carriers are not liable for delayed or undelivered messages”

“As always, message and data rates may apply for any messages sent to you from us and to us from you. Message frequency may vary. If you have any questions about your text plan or data plan, it is best to contact your wireless provider.”

If you have any questions regarding Terms, please read our Terms and Conditions