Privacy Policy

3F Solutions is a healthcare virtual assistant staffing company based in the Philippines, providing trained Filipino Healthcare Virtual Assistants (HVAs) to independent U.S. medical practices. We operate the website at 3fsolutionsph.com and related subpages.

This Privacy Policy applies to all personal information collected through our website, contact forms, email communications, and service onboarding processes. It does not apply to Protected Health Information (PHI) handled on behalf of our clients, which is governed by our HIPAA Compliance Policy and executed Business Associate Agreements.

From website visitors:

• IP address and approximate location (via analytics tools)
• Browser type, device type, and operating system
• Pages visited, time on page, and referring URL
• Actions taken on the site (button clicks, form submissions)

From contact form submissions and discovery calls:

• Name and job title
• Email address
• Phone number
• Practice name and specialty
• Any information you voluntarily share in your message or during a call

From clients and prospective clients (Apollo.io):

• Business contact information used for outreach (name, email, practice name, phone)
• Email engagement data (opens, clicks, replies)

We do not collect Social Security numbers, financial account numbers, or other sensitive personal identifiers through our website.

We use the information we collect to:

• Respond to inquiries and schedule discovery calls
• Provide and improve our HVA matching and placement services
• Send service-related communications (invoices, onboarding materials, updates)
• Send marketing emails to prospective clients who have opted in or expressed interest (you can opt out at any time)
• Analyze website performance and optimize our content and user experience
• Run targeted advertising campaigns on Meta and LinkedIn to reach practices that may benefit from our services
• Comply with legal obligations

We do not use your information for automated decision-making or profiling that produces legal or similarly significant effects.

Our website uses the following tracking technologies:

Google Analytics 4 (GA4): We use GA4 to collect anonymized data about how visitors use our website — pages viewed, session duration, traffic sources, and conversion events. GA4 data is processed by Google under their privacy policy. You can opt out via Google's opt-out browser add-on.

Meta Pixel: We use the Meta Pixel to measure the effectiveness of our Facebook and Instagram advertising campaigns and to build custom audiences for retargeting. The Pixel may collect your IP address, browser information, and actions taken on our site. This data is processed by Meta Platforms under their data policy.

LinkedIn Insight Tag: We use the LinkedIn Insight Tag to track conversions from LinkedIn ads and to build retargeting audiences on LinkedIn. This data is processed by LinkedIn Corporation under their privacy policy.

Essential cookies: Our website uses functional cookies required for core operation (session management, security). These cannot be disabled.

You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect website functionality.

We do not sell, rent, or trade your personal information to third parties.

We may share your information with:

• Service providers: Tools we use to operate our business (Apollo.io for CRM/email outreach, Google for analytics, Meta for advertising, Zoom for scheduling and meetings). These providers access data only as needed to provide their services and are bound by their own privacy policies.
• Legal requirements: If required by law, court order, or government authority, we may disclose information as necessary to comply with legal obligations.
• Business transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on our website if such a transfer results in a material change to this policy.

We retain personal information for as long as necessary to fulfill the purposes described in this policy:

• Contact and inquiry data: Retained for up to 2 years from last contact, unless you request deletion sooner
• Client records: Retained for the duration of our service relationship plus 3 years for billing and legal compliance
• Website analytics data: Retained per Google's data retention settings (14 months by default)
• Marketing contact data (Apollo.io): Retained until you opt out or request removal

We implement reasonable technical and organizational measures to protect your personal information against unauthorized access, loss, or disclosure. These measures include encrypted data transmission (HTTPS), access controls, and employee training on data handling.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. If you have reason to believe your interaction with us is no longer secure, please contact us immediately.

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

• Access: Request a copy of the personal information we hold about you
• Correction: Request that we correct inaccurate or incomplete information
• Deletion: Request that we delete your personal information, subject to legal retention requirements
• Opt-out of marketing: Unsubscribe from our email communications at any time using the unsubscribe link in any email, or by contacting us directly
• Data portability: Request a copy of your data in a machine-readable format where technically feasible

To exercise any of these rights, contact us at info@3fsolutionsph.com. We will respond within 30 days.

Our website and services are directed exclusively to healthcare professionals and business clients. We do not knowingly collect personal information from individuals under 18 years of age. If you believe we have inadvertently collected such information, please contact us immediately and we will delete it.

We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this page reflects the most recent revision. We will notify active clients of material changes via email. Continued use of our website or services after such notice constitutes acceptance of the updated policy.

For privacy-related requests, questions, or concerns: