Texas ESA Registration Privacy Policy

Last updated: July 1, 2026

Texas ESA Registration ("we," "us") operates texasesapetletter.org and coordinates telehealth assessments performed by independently licensed Texas clinicians. This policy explains what happens to your information. It is written to be read, not to be survived.

Information we collect

• Information you give us. Name, email, phone number, city, ZIP code, the type of documentation you are requesting, information about your animal, and anything you write in a message or intake field.
• Clinical information. Screening questionnaire responses, information disclosed during your appointment, and the clinical record your provider creates.
• Payment information. Processed by a third-party payment processor. We receive confirmation of payment and the last four digits of the card. We never store full card numbers.
• Technical information. IP address, browser type, device type, pages viewed, and referring source, collected through server logs and analytics.
• Correspondence. Emails, call notes, and verification exchanges with housing providers you have authorized us to speak with.

Clinical records and protected health information

Your treating clinician is the custodian of your clinical record. That record is handled under HIPAA and Texas medical privacy law, including Chapter 181 of the Texas Health and Safety Code.

Telehealth appointments run on a platform supporting encrypted, HIPAA-compliant sessions. Sessions are not recorded unless you give separate written consent.

Administrative staff have access only to what is necessary to schedule you, process payment, deliver your documents, and respond to verification requests you have authorized. Your diagnosis is not disclosed in your accommodation letter, and we do not disclose it to a housing provider under any circumstances.

How we use information

• To determine whether we can lawfully assess you, which requires Texas residency
• To schedule and conduct your telehealth appointment
• To produce, deliver, correct, and re-issue your documentation
• To answer verification requests from housing providers, HOA boards, and disability services offices that you have authorized
• To process payments and refunds and to keep required financial records
• To send appointment reminders, renewal notices, and service updates
• To improve the site and understand which pages actually help people

We do not sell your personal information, and we do not sell or share clinical information for advertising. We do not send your data to lead brokers, and we do not buy leads that were collected without consent.

When we share information

We share only in these situations:

• With your clinician, who needs it to assess you.
• With our scheduling provider. The booking page embeds a scheduler operated by our telehealth partner at healify.videovisitmd.com. Information you enter in that scheduler is collected by that provider under its own privacy terms and shared with us to create your appointment.
• With service providers that operate our scheduling, telehealth, email, payment, and hosting systems, under contracts limiting their use of the data.
• With a housing provider or school when you have specifically authorized verification, and then only to confirm the letter's authenticity and the clinician's licensure — never your diagnosis.
• When the law requires it, such as a valid subpoena or court order, or where a clinician has a mandatory reporting duty under Texas law.
• In a business transfer, if the company is acquired, in which case this policy continues to apply until you are notified of a change.

How long we keep it

Clinical records are retained for the period Texas licensing boards require, which is generally at least seven years from the last date of service, and longer for records concerning minors. Administrative and financial records are kept as long as tax and audit obligations require. Marketing contact data is deleted on request or after three years of inactivity.

Your rights in Texas

Under the Texas Data Privacy and Security Act, Texas residents may:

• Know what personal data we hold, and obtain a copy
• Correct inaccuracies
• Ask us to delete it
• Opt out of targeted advertising or the sale of personal data — we do neither, so this one is already satisfied

Under HIPAA you also have rights to access and amend your clinical record and to request an accounting of certain disclosures.

To exercise any right, email hello@texasesapetletter.org with the subject line "Privacy request." We verify identity before acting, respond within 45 days, and will tell you if a clinical record retention rule prevents deletion. If we deny a request, you may appeal in writing, and we will explain the decision.

Security

We use encryption in transit, access controls limited to staff who need the information, multi-factor authentication on administrative systems, and vendors who contractually commit to HIPAA safeguards. No system is perfect. If a breach affects your information, we will notify you and the appropriate authorities as Texas and federal law require.

Cookies and analytics

The site uses strictly necessary cookies to function and privacy-respecting analytics to count page views and referral sources in aggregate. We do not run advertising pixels that follow you across the web, and we do not build advertising profiles from clinical intake data. Your browser's "do not track" or global privacy control signal is honored where technically supported.

Minors

The site is not directed to children under 13, and we do not knowingly collect their information. Assessments for minors are arranged by a parent or legal guardian, who provides consent and receives the documentation. If you believe a child has submitted information, contact us and we will delete it.

Changes to this policy

If we change this policy we will update the date at the top and, for material changes affecting how we use clinical information, notify clients by email. Continued use of the site after an update means you accept the revised policy.

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Questions about this document? Email hello@texasesapetletter.org. We answer policy questions in writing so you have a record.