Privacy Policy
This policy explains what VitaLife Direct ("VitaLife", "we") collects through the VitaLife Direct website and practice portal, how we use it, and the choices you have. The Service is for licensed healthcare practices, so most of what we hold is business information about practices and their staff.
1. What we collect
- Practice and account information: practice name, type, addresses, phone and email; the names, work emails, roles, credentials, NPI numbers and license numbers of the prescribers and staff a practice adds; and sign-in records.
- Orders: products, quantities, prices, delivery addresses, notes, order history, lot and tracking numbers, invoices and payment status.
- Patient information, only when a practice places a 503A prescription order: the patient's name, date of birth, contact details, shipping address, allergies, the prescription (product, directions, days supply, refills) and the prescriber's signature record. This is protected health information under HIPAA and is handled as described in section 4.
- Account requests: what you submit on the request form, including the prescriber or medical director's name and NPI.
- Technical information: IP address, browser type and the pages and actions used in the portal, kept in access logs.
2. How we use it
- To verify that a practice and its prescribers are licensed, including checks against state licensing boards and the NPPES registry.
- To process, compound, dispense, ship, invoice and support orders, including sharing prescriptions with the dispensing 503A pharmacy and delivery details with couriers and carriers.
- To send transactional emails about orders, signatures, account changes and account requests. We do not send marketing email to portal users without consent.
- To keep the Service secure, prevent fraud and misuse, and meet legal and record-keeping obligations.
3. Who we share it with
We share information only as needed to provide the Service: with our compounding pharmacy and outsourcing facility partners, couriers and shipping carriers, our hosting and email providers, payment and accounting providers, and professional advisers; and when required by law, subpoena or a regulator such as a state board of pharmacy. We do not sell personal information and do not share it with advertisers.
4. Patient information and HIPAA
Patient information entered for 503A prescriptions is used only to fulfill the prescription and support the practice that entered it. We limit access to staff who need it, log every view and change of a patient record in the portal, encrypt data in transit, and hold it with providers that have agreed to safeguard it. Where VitaLife acts as a business associate of a practice under HIPAA, the business associate agreement between us controls over this policy for that information. Practices remain responsible for obtaining any patient consents their own policies and state law require.
5. Cookies and sessions
The portal uses a single session cookie to keep you signed in. It expires after 30 minutes without activity and in any case after 12 hours. We do not use advertising or third-party tracking cookies. The portal may store display preferences, such as light or dark mode, in your browser.
6. Retention
We keep account, order and prescription records for as long as the account is active and afterwards for the periods required by pharmacy, tax and other record-keeping laws, which for prescription records is generally at least the period set by Florida law. Access logs are kept for security and compliance purposes. When records are no longer needed, we delete or de-identify them.
7. Security
We protect information with encryption in transit, hashed passwords, signed sessions, role-based access within each practice, and access logging. No system is perfectly secure; tell us right away at orders@vitalifedirect.com if you believe an account or record has been accessed without authorization.
8. Your choices
Practice account managers can view and update practice details and team members in the portal. To correct or delete other information, or to ask what we hold about you or your practice, contact us at the address below. Patients should direct requests about their prescription records to the prescribing practice, which we will assist.
9. Changes
We will post any changes to this policy here with a new date. Material changes affecting patient information will also be communicated to practice account managers.
10. Contact
VitaLife Direct · 2700 N Military Trail, Boca Raton, FL 33431 · 786-564-5752 · orders@vitalifedirect.com