Privacy, Records & Electronic Communications Notice

1. Information Daymark May Receive

The Client may voluntarily provide medical summaries, medical records, medication lists, military or employment records, FAA-related records, VA-related records, correspondence, and other information relevant to the agreed consulting scope.

2. Purpose of Collection

Daymark may use submitted information to perform the contracted review, communicate with the Client, prepare work product, administer billing and scheduling, maintain business records, perform quality assurance, and comply with legal or professional obligations.

3. Sensitive Information

The Client understands that submitted materials may contain sensitive medical, occupational, military, financial, or identifying information. The Client should submit only information reasonably necessary for the engagement and should use Daymark's designated secure transmission method when available.

4. Electronic Communications

The Client consents to routine electronic communications related to the engagement, including scheduling notices, invoices, electronic signatures, portal notifications, and substantive communications through the methods the Client elects to use. No electronic system can be guaranteed to be completely secure. The Client should avoid sending highly sensitive records through ordinary unencrypted email when a secure portal or other protected method is available.

5. Videoconferencing / Remote Consultation

The Client consents to remote consultation when used. Remote communications may have privacy, technical, and connectivity limitations. The Client is responsible for choosing a reasonably private location and device for the consultation.

6. Third-Party Platforms

Daymark may use service providers for scheduling, payment processing, electronic signatures, secure file exchange, videoconferencing, bookkeeping, or records management. Daymark will select and configure vendors appropriate to the sensitivity of the information and applicable legal requirements. Vendor-specific privacy terms may also apply.

7. Disclosure to Others

Daymark will not intentionally disclose Client information to third parties except as authorized by the Client, reasonably necessary to provide the contracted service through approved service providers, required by law, necessary to protect safety or legal rights, or otherwise permitted by applicable law.

8. Record Retention and Destruction

Daymark generally retains the official record of your engagement for at least six years following completion of services, or longer if required by applicable law or legal obligation. Records are securely destroyed at the end of the applicable retention period. You are responsible for retaining your own copies of records submitted to Daymark.

9. Client Access and Corrections

The Client may ask Daymark to correct factual information in Daymark's business or engagement records. Daymark may preserve prior versions when necessary for business, professional, legal, or audit purposes.

10. Authorization to Review Submitted Records

The Client authorizes Daymark and personnel or contractors appropriately involved in the engagement to access and review records the Client voluntarily submits for the limited purposes described in this notice. This authorization does not permit Daymark to request records directly from a healthcare provider, government agency, employer, or other third party.

11. Separate Third-Party Authorization

If Daymark later needs to obtain records directly from another person or organization, Daymark will use a separate authorization appropriate to that disclosure. Where HIPAA applies to the disclosing entity, a HIPAA-compliant authorization may be required.

12. Questions and Privacy Contact

Questions concerning privacy, records, or electronic communications should be directed to Daymark Advisors LLC using the contact information provided for the engagement.

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Daymark Advisors LLC | Privacy & Electronic Communications | v2.2 | daymarkadvisors.com