Privacy Policy for Virtual Care 365

Last Updated: November 17, 2025

Introduction

Virtual Care 365 (“Virtual Care 365,” “we,” “us,” or “our”) is committed to safeguarding your privacy and protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website at virtualcare365.com (the “Website”) or use our telehealth, wellness, and employee benefits services (collectively, the “Services”).

By accessing or using our Services, you acknowledge that you have read and agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our Services.

Information We Collect

1. Personal Information You Provide

We collect the personal information you voluntarily provide when creating an account, requesting information, enrolling in membership benefits, or contacting our team.

Contact & Identification Information

This may include:

  • Full name

  • Email address

  • Phone number

  • Mailing address

  • Business name, title, and industry

This information is used to create accounts, deliver membership services, and provide customer support.

Employment & Business Information

For organizations using our employee benefits programs:

  • Company details

  • Employee rosters or identification

  • Departments, roles, or eligibility information

This ensures accurate benefit setup and administration.

Financial & Payment Information

When enrolling in paid memberships:

  • Credit/debit card details

  • Billing address

  • Payment authorization details

Payments are securely processed through third-party payment processors. We do not store full payment card numbers on our servers.

Health & Wellness Information

For telehealth and benefit programs:

  • Basic medical information

  • Dependent or beneficiary details

  • Health history necessary for specific plan enrollment

This information is used only when required for benefit processing and is protected with strict security safeguards.

Communication Records

We store copies of:

  • Emails

  • Chat support messages

  • Phone call logs

  • Support tickets

This helps us deliver service continuity and improve customer support.

2. Information Automatically Collected

Device & Usage Information

When accessing our Website, we may collect:

  • IP address

  • Device type

  • Browser type and version

  • Operating system

  • Page views, clicks, time spent on pages

  • Referring URLs

This helps us improve site functionality and user experience.

Location Information

We may collect approximate location data (based on IP address) to ensure accurate service delivery.

Precise GPS data is never collected unless you explicitly allow it.

Cookies & Tracking Technologies

We use cookies, web beacons, and similar technologies to:

  • Maintain login sessions

  • Store preferences

  • Analyze usage patterns

  • Improve performance

Users may manage cookie preferences through browser settings.

How We Use Your Information

Service Delivery & Account Management

We use your information to:

  • Create and manage your membership account

  • Administer telehealth and benefits programs

  • Validate eligibility

  • Process enrollments and renewals

  • Provide customer service and support

Employment data helps ensure that benefits are properly assigned and administered in accordance with program requirements.

Communication & Notifications

We use your contact information to:

  • Send telehealth updates

  • Deliver benefit notifications

  • Provide membership reminders

  • Respond to inquiries

  • Send system alerts or policy changes

Communication records help us ensure consistent support.

Marketing & Service Improvement

With your consent, we may send:

  • Promotions

  • New benefit options

  • Telehealth updates

  • Industry insights

We may analyze aggregated, anonymized usage data to:

  • Improve services

  • Develop new offerings

  • Understand customer needs

You may opt out of marketing communications at any time.

Legal & Security Purposes

We use your information to:

  • Comply with health, benefits, and privacy laws

  • Prevent fraud

  • Authenticate user access

  • Protect system integrity

  • Maintain audit trails

We also respond to lawful requests for information when required.

Information Sharing & Disclosure

1. Service Providers & Trusted Partners

We share information only with vetted partners necessary to deliver our services, including:

  • Telehealth providers

  • Licensed medical professionals

  • Insurance or benefit administrators

  • Payment processors

  • Data storage and hosting providers

  • Customer support tools

  • IT infrastructure providers

These partners must meet strict confidentiality and security standards.

2. Benefit Providers & Administrators

For any benefits selected under your plan, we share only the information required for:

  • Enrollment

  • Claims processing

  • Benefit management

This may include healthcare partners, insurance carriers, or wellness program providers.

3. Legal Compliance

We may disclose information:

  • To comply with laws or court orders

  • To respond to government or regulatory requests

  • To protect our rights or users’ safety

4. Business Transfers

If Virtual Care 365 is involved in a merger, acquisition, or asset sale, your information may be transferred as part of the transaction. You will be notified in such cases.

5. With Your Consent

We may share information with:

  • Authorized representatives

  • Designated family members

  • Other parties you request or approve

Data Security & Protection

We use multiple layers of security to protect your data.

Technical Safeguards

  • Encryption of data at rest and in transit

  • SSL-secured connections

  • Firewalls and intrusion detection systems

  • Regular security monitoring

  • Secure authentication systems

Administrative Safeguards

  • Role-based access controls

  • Employee privacy training

  • Access logs and audits

  • Vendor compliance reviews

Physical Safeguards

  • Secure, monitored data centers

  • Restricted access to sensitive systems

Incident Response

If a data breach occurs, we will:

  • Investigate immediately

  • Mitigate risks

  • Notify affected users and authorities as required

Your Privacy Rights

Depending on your location, you may have the right to:

  • Access your personal data

  • Correct inaccurate data

  • Request deletion

  • Restrict processing

  • Request data portability

  • Withdraw consent

  • Opt out of marketing

California Residents (CCPA/CPRA)

You have specific rights including:

  • Right to know

  • Right to delete

  • Right to correct

  • Right to opt-out of “sales” or “sharing”

European Residents (GDPR)

You may:

  • Object to processing

  • Request restriction

  • File complaints with supervisory authorities

To exercise any rights, contact us:
[email protected]

Cookies & Tracking Tools

We use:

  • Essential cookies (required for login & security)

  • Analytics cookies (traffic, usage patterns)

  • Functionality cookies (preferences, settings)

  • Third-party cookies (Google Analytics, marketing tools

You may adjust cookie settings through your browser or our on-site cookie banner.

Data Retention

We keep your personal information only as long as necessary to:

  • Provide services

  • Comply with legal requirements

  • Resolve disputes

  • Maintain business records

When no longer needed, data is securely deleted or anonymized.

International Data Transfers

Your information may be processed in other countries where our providers operate.

We use:

  • Standard Contractual Clauses

  • Data Privacy Frameworks

  • Industry-standard safeguards

to ensure your data is adequately protected.

Children’s Privacy

We may update this Privacy Policy as needed.

When changes occur, we will:

  • Post the revised policy on our Website

  • Update the “Last Updated” date

  • Notify users of material changes

Continued use of our Services means you accept the updated policy.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy:

Virtual Care 365

📧 Email: [email protected]

We are committed to responding promptly and protecting your privacy at every step.

Virtual Care 365

For More Information, please email

[email protected]

888-877-6849

* The descriptions herein are summaries only and do not include all terms, conditions and exclusions of the benefits described.

Some benefits require registration and activation. Click on each benefit to learn more.