Privacy Policy

01

Who We Are

Pro ESA Letter (“we,” “us,” or “our”) operates the website proesaletter.com. We connect individuals with licensed mental health professionals who evaluate eligibility for Emotional Support Animal (ESA) letters and provide related mental wellness resources and legal rights guides.

This Privacy Policy applies to all visitors, clients, and users of our website and services.

02

Information We Collect

We collect information in two ways: what you give us directly, and what is gathered automatically when you visit our site.

Information you provide:

• Contact details — name, email address, phone number
• Account credentials — username and password if you create an account
• Health & intake information — details you share during the ESA evaluation process (mental health history, diagnoses, provider communications)
• Payment information — billing address and payment card details (processed securely through third-party payment processors; we do not store full card numbers)
• Communications — messages, emails, or support requests you send to us

Information collected automatically:

• Usage data — pages visited, time spent on site, links clicked
• Device & browser data — IP address, browser type, operating system, referring URL
• Cookies & similar technologies — see Section 5 for details

03

How We Use Your Information

We use the information we collect to:

• Provide, process, and deliver our ESA letter services
• Connect you with a licensed mental health professional for your evaluation
• Process payments and send order confirmations and receipts
• Respond to your questions and provide customer support
• Send service-related notifications (appointment reminders, document delivery)
• Send marketing emails, if you have opted in — you can unsubscribe at any time
• Improve our website, content, and services through analytics
• Comply with legal obligations

We do not use your health information for advertising purposes.

04

How We Share Your Information

We do not sell your personal information. We share your data only in the following circumstances:

• Licensed professionals — We share your intake information with the licensed mental health professional conducting your ESA evaluation.
• Service providers — We work with trusted third parties (payment processors, email platforms, hosting providers, analytics tools) who are contractually required to protect your data and use it only to perform services on our behalf.
• Legal requirements — We may disclose information if required by law, court order, or to protect the rights and safety of our users or the public.
• Business transfers — If Pro ESA Letter is acquired or merges with another company, your data may be transferred. We will notify you before that occurs.

05

Cookies & Tracking

We use cookies and similar tracking technologies to improve your experience and understand how our site is used. Types of cookies we use:

• Essential cookies — Required for the site to function (e.g., session management, secure login).
• Analytics cookies — Help us understand traffic patterns and page performance (e.g., Google Analytics).
• Marketing cookies — Used to deliver relevant content and measure ad effectiveness, only if you consent.

You can control cookie preferences through your browser settings or our cookie consent banner. Disabling certain cookies may affect site functionality.

06

Data Retention

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, and resolve disputes. Health and evaluation records are retained in accordance with applicable state and professional licensing requirements.

You may request deletion of your account and personal data at any time (see Your Rights below), subject to legal retention requirements.

07

Security

We take data security seriously. We use industry-standard safeguards including SSL/TLS encryption, secure servers, and access controls to protect your information. Our licensed professionals and staff are trained on confidentiality obligations.

No method of transmission over the internet is completely secure. While we work hard to protect your data, we cannot guarantee absolute security. If you suspect a breach, please contact us immediately.

08

Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — Request a copy of the personal data we hold about you.
• Correction — Ask us to correct inaccurate or incomplete data.
• Deletion — Request that we delete your personal data (“right to be forgotten”).
• Opt-out of marketing — Unsubscribe from promotional emails at any time via the link in any email we send.
• Data portability — Request your data in a portable, machine-readable format.
• Restriction — Ask us to restrict how we process your data in certain circumstances.

California residents may have additional rights under the CCPA, including the right to know what personal information is collected and the right to opt out of any sale (which we do not engage in). To exercise any of these rights, contact us at the details in Section 12.

09

Children’s Privacy

Our services are intended for adults aged 18 and older. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have collected data from a minor, we will delete it promptly. If you believe a child has provided us with personal data, please contact us immediately.

10

Health Information & HIPAA Notice

Information you share as part of your ESA evaluation may constitute protected health information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA). Our licensed mental health professionals operate as covered entities or business associates subject to HIPAA requirements.

PHI is used only to provide your evaluation, is stored securely, and is not shared beyond what is described in this policy or permitted by law. You have the right to receive a Notice of Privacy Practices from your evaluating clinician upon request.

11

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date at the top of this page. For significant changes, we will notify you by email or by placing a prominent notice on our website. Your continued use of our services after changes take effect constitutes your acceptance of the updated policy.

12

Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please reach out: