Website Privacy Policy

1. Scope of This Policy

1.1  Aflote Inc, a Delaware corporation (“Aflote,” “we,” “us,” or “our”), provides this Website Privacy Policy (this “Policy”) to explain how we collect, use, disclose, and protect personal information in connection with the website located at aflote.com and any other web pages and informational content, and online forms that specifically reference this Policy (collectively, the “Site”). Some online forms have a separate privacy policy which will be presented at the time you choose to complete the form.

1.2  Website only. This Policy describes our practices with respect to the Site — that is, the informational, marketing, and general-purpose pages of aflote.com. It does not describe our practices with respect to the Aflote platform, application, or services, including the creation or use of a Flote page, an account, a shared calendar, task coordination, or messaging (collectively, the “Service”). Information collected in connection with the Service is governed by our separate Product Privacy Policy.

1.3  This Policy is incorporated into, and should be read together with, our Website Terms of Use and our Cookie Policy.

2. Information You Provide to Us

We collect the information you choose to submit through the Site. Depending on the form or feature you use, this may include:

• Contact details, such as your name, email address, and, where you choose to provide it, your telephone number, city and state, or organization name;
• The role or relationship you identify (for example, that you are a caregiver, a friend or family member, a patient navigator, or a representative of a hospital, employer, nonprofit, or other organization);
• The content of your message, inquiry, support request, partnership or press inquiry, or newsletter or waitlist sign-up; and
• Name and email address submitted through one of the Site’s specific email-capture forms: the home page and About page waitlist form, the cancer-caregiver-support page’s “occasional, practical notes” sign-up, and the hospital gift-guide download form. Each is a Klaviyo-hosted form embedded directly on the page.

We do not ask you to provide, and the Site’s forms are not intended to collect, Social Security or other government identification numbers, driver’s license numbers, payment card or financial account numbers, account credentials, precise geolocation, biometric information, or health or medical information. Please see Section 6 regarding information of this kind.

3. Information We Collect Automatically

3.1  When you visit the Site, we and our service providers may automatically collect certain technical information, including your IP address (from which an approximate city- or region-level location may be derived), device type, operating system, browser type and language, the pages and resources you view, the dates and times of your visits, the referring website or campaign, and how you interact with pages on the Site.

3.2  Analytics and measurement. We use PostHog (with session replay, meaning PostHog records how you click, scroll, and navigate on pages you visit) and Google Analytics 4 for product and site analytics, and Google Search Console to monitor how the Site appears and performs in Google Search results (this does not involve a cookie or script on the Site; it reflects data Google already collects through its own crawling and search index). Marketing/attribution. We use Klaviyo; its onsite script runs sitewide (not just on pages with a visible form) for list building and email engagement tracking. Error-monitoring/session tools. We use Sentry for error monitoring in production, and PostHog’s session replay serves this purpose as well.

3.3  Server logs. Our hosting and content delivery providers maintain standard server and security logs, which may include IP addresses and request metadata, for the purposes described in Section 5 and for the period described in Section 11.

4. Cookies and Similar Technologies

You may block or delete cookies through your browser settings, although parts of the Site may not function properly if you do. We are in the process of implementing additional cookie-management tooling; once in place, this Section will be updated to describe how to set your preferences directly on the Site.

5. How We Use Information

We use the information described above to:

• Respond to your inquiry, support request, or other message, and to follow up with you about it;
• Send you the resources, newsletters, product updates, or other communications you request, and to administer your subscription preferences;
• Operate, maintain, secure, troubleshoot, and improve the Site and its content;
• Understand which pages and resources are useful, and measure the performance of our outreach and campaigns;
• Detect, investigate, and prevent fraud, abuse, security incidents, and other unlawful or prohibited activity, and to enforce our Website Terms of Use;
• Comply with applicable law and legal process, and establish, exercise, or defend legal claims; and
• With your consent, or as otherwise permitted by law, for any other purpose disclosed to you at the time of collection.

No chatbot, search assistant, or other AI-powered feature is present on the Site itself. The Aflote product’s AI-assisted appointment parsing (using Anthropic) is part of the Service, not the Site, and is disclosed in our Product Privacy Policy, Section 5.

6. Sensitive and Health-Related Information

6.1  AFLOTE SERVES PEOPLE NAVIGATING SERIOUS ILLNESS, CAREGIVING, AND RECOVERY. WE RECOGNIZE THAT VISITORS MAY BE INCLINED TO DESCRIBE A DIAGNOSIS, A TREATMENT, OR ANOTHER PERSON’S MEDICAL SITUATION WHEN CONTACTING US. PLEASE DO NOT DO SO THROUGH THE SITE. THE SITE’S PUBLIC FORMS ARE NOT DESIGNED, CONFIGURED, OR SECURED FOR THE RECEIPT OF HEALTH INFORMATION, AND MESSAGES SENT THROUGH THEM ARE HANDLED AS ORDINARY BUSINESS CORRESPONDENCE.

6.2  If you nonetheless submit health-related or other sensitive information through the Site, we will use it only as reasonably necessary to respond to you, will not use it to infer characteristics about you, and will delete or de-identify it as soon as reasonably practicable consistent with our legal and recordkeeping obligations. We do not sell sensitive personal information, and we do not use or disclose sensitive personal information for purposes other than those permitted under applicable law.

6.3  Aflote is not a health care provider, health plan, or health care clearinghouse, and in operating the Site Aflote does not act as a covered entity or a business associate under the Health Insurance Portability and Accountability Act (“HIPAA”). Information you submit through the Site is not protected health information under HIPAA. This is also Aflote’s position for the Service, addressed separately in our Product Privacy Policy, Section 13.

6.4  Consumer health data laws. Certain state laws, including the Washington My Health My Data Act and Nevada Senate Bill 370, regulate “consumer health data” broadly and may reach inferences drawn from website activity. See Section 15.

7. Legal Bases for Processing (EEA and UK Visitors)

If you are located in the European Economic Area, the United Kingdom, or Switzerland, we process your personal information on the following legal bases: (a) your consent, where we have asked for it, including for non-essential cookies and marketing communications; (b) our legitimate interests in operating, securing, and improving the Site, in responding to inquiries, and in promoting our business, where those interests are not overridden by your rights; (c) the necessity of processing to take steps at your request prior to entering into a contract; and (d) compliance with a legal obligation. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

8. How We Share Information

We do not sell personal information for monetary consideration. We disclose personal information collected through the Site only as follows:

• Service providers. We share information with vendors that perform services for us and are contractually restricted from using it for any other purpose. These include Render (website hosting), Cloudflare (DNS, content delivery, and security), Klaviyo (site forms, email marketing, and onsite tracking), Google Analytics 4 and Google Search Console (analytics and measurement), PostHog (analytics and session replay), and Sentry (error monitoring).
• Professional advisors. We share information with our attorneys, accountants, auditors, and insurers where reasonably necessary and subject to duties of confidentiality.
• Legal and safety. We disclose information where we believe in good faith that disclosure is required by law or legal process, or is reasonably necessary to protect the rights, property, or safety of Aflote, our users, or the public.
• Corporate transactions. If Aflote is involved in a merger, acquisition, financing, reorganization, or sale of all or part of its assets, information collected through the Site may be transferred as part of that transaction, subject to the commitments in this Policy or notice of any material change.
• With your direction or consent. We share information with any other party when you ask us to or otherwise consent.

9. Notice at Collection

The following table summarizes the categories of personal information we collect through the Site, the sources of that information, the business purposes for which we use it, and the categories of third parties to whom we disclose it. Category labels follow the California Consumer Privacy Act, as amended.

We do not knowingly collect personal information for the purpose of selling it or sharing it for cross-context behavioral advertising.

10. Marketing Communications

If you sign up for our newsletter or otherwise ask to hear from us, we will send you communications of the type you requested. Every marketing email includes an unsubscribe link, and you may opt out at any time by using that link or by contacting us at support@aflote.com. We will continue to send transactional or administrative messages responding to your inquiries even if you opt out of marketing.

11. Data Retention

11.1  We retain personal information collected through the Site only for as long as reasonably necessary for the purposes described in this Policy, and then delete or de-identify it. We retain inquiry and contact form submissions for as long as reasonably necessary to respond to your inquiry and for our recordkeeping purposes. Newsletter and marketing contacts are retained until you unsubscribe, plus a suppression record so we know not to re-add you. Analytics data is retained per the retention period set in each platform (PostHog and Google Analytics 4 defaults). Server and security logs are retained per our hosting provider’s default retention.

11.2  We may retain information for a longer period where necessary to comply with a legal obligation, resolve a dispute, enforce our agreements, or where the information has been de-identified or aggregated so that it can no longer reasonably be associated with you.

12. Security

We maintain administrative, technical, and organizational safeguards designed to protect personal information collected through the Site against unauthorized access, disclosure, alteration, and destruction, including TLS encryption in transit and access controls on our hosting and service-provider accounts. No method of transmission over the internet or method of electronic storage is completely secure, however, and we cannot guarantee absolute security. If you become aware of a security issue affecting the Site, please contact support@aflote.com.

13. Your Privacy Choices

Regardless of where you live, you may contact us at support@aflote.com to ask us to access, correct, or delete the personal information we hold about you from your use of the Site, to ask a question about this Policy, or to opt out of marketing communications. We will respond consistent with applicable law and may need to verify your identity before acting on your request.

14. U.S. State Privacy Rights

14.1  Depending on your state of residence, you may have some or all of the following rights with respect to personal information we collect through the Site: the right to confirm whether we process your personal information and to access it; the right to obtain a copy of it in a portable form; the right to correct inaccuracies; the right to request deletion; the right to opt out of the sale of personal information, of sharing or processing for targeted advertising, and of profiling in furtherance of decisions producing legal or similarly significant effects; the right to limit the use and disclosure of sensitive personal information; and the right not to receive discriminatory treatment for exercising any of these rights.

14.2  These rights are available to residents of states with comprehensive consumer privacy laws in effect, which currently include California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana, Florida, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, and Rhode Island, among others. The scope of each right varies by state.

14.3  How to exercise a right. Submit a request by emailing support@aflote.com with the subject line “Privacy Request,” or by writing to us at the address in Section 20. We will acknowledge your request and respond within the time period required by applicable law, generally forty-five (45) days, subject to any permitted extension.

14.4  Authorized agents. You may use an authorized agent to submit a request on your behalf. We may require the agent to provide proof of authorization and may require you to verify your own identity directly with us.

14.5  Appeals. If we decline to act on your request, you may appeal that decision by replying to our response or by writing to support@aflote.com with the subject line “Privacy Appeal.” We will respond to your appeal within the period required by your state’s law, and will explain the reasons for our decision. If your appeal is denied, you may contact your state attorney general to submit a complaint.

14.6  California “Shine the Light.” California residents may request information about disclosures of personal information to third parties for those parties’ own direct marketing purposes. Aflote does not make such disclosures.

14.7  Financial incentives. Aflote does not offer any financial incentive or price or service difference in exchange for the retention or sale of personal information collected through the Site.

15. Consumer Health Data (Washington and Nevada)

Washington My Health My Data Act and Nevada Senate Bill 370 define “consumer health data” broadly to include information that identifies a consumer’s past, present, or future physical or mental health status, including inferences drawn from non-health data. If Aflote collects consumer health data through the Site from a Washington or Nevada consumer, those laws require a separate consumer health data privacy policy. The Washington statute includes a private right of action.

16. International Visitors and Data Transfers

The Site is intended for individuals located in the United States. Aflote does not direct the Site to, and does not market or offer the Service to, individuals in the European Economic Area, the United Kingdom, Switzerland, or any other country outside the United States. The Site is operated from the United States and hosted on infrastructure located in the United States (Render). If you nonetheless access the Site from outside the United States, you do so on your own initiative, and the information we collect will be transferred to and processed in the United States, where privacy laws may differ from those in your country. Where required, we rely on the Standard Contractual Clauses approved by the European Commission and the United Kingdom Addendum, or another lawful transfer mechanism, to protect personal information transferred from the European Economic Area, the United Kingdom, or Switzerland.

17. Children’s Privacy

The Site is intended for adults and is not directed to children. We do not knowingly collect personal information from children under the age of thirteen (13) through the Site, and we do not knowingly sell or share for targeted advertising the personal information of any consumer we know to be under the age of sixteen (16). If you believe a child has provided personal information through the Site, please contact support@aflote.com and we will delete it.

18. Third-Party Links and Resources

The Site may link to websites, organizations, and resources that Aflote does not own or control, including hospitals, nonprofits, patient advocacy groups, and publishers. This Policy does not apply to those third parties, and Aflote is not responsible for their privacy practices. We encourage you to review the privacy policy of any third-party site you visit.

19. Changes to This Policy

We may update this Policy from time to time. The current version is always posted on the Site with its effective and last-updated dates. If we make a material change, we will provide prominent notice on the Site and, where required by law, obtain your consent. Your continued use of the Site after an update takes effect constitutes acknowledgment of the revised Policy.

20. Contact Us

Questions, requests, or complaints regarding this Policy may be directed to:

Aflote Inc
701 Tillery St, Ste 12 B#246, Austin, TX 78702
Privacy requests: support@aflote.com (subject line: “Privacy Request”)
General and legal: support@aflote.com
Security reports: support@aflote.com
Support: support@aflote.com
Data protection officer or privacy contact: Not applicable

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