PRIVACY POLICY

Panka Natural Health, LLC • Last Updated: June 12, 2026

INTRODUCTION

Panka Natural Health, LLC (“PNH,” “we,” “us,” or “our”) operates the website www.pankanaturalhealth.com (the “Website”). This Privacy Policy explains how we collect, use, disclose, and protect information about you when you visit our Website, use our online services, or make purchases through our site. By using our Website, you consent to the practices described in this policy.

This Privacy Policy applies only to information collected through our Website. It does not apply to information collected through other means, including in person at our clinic or through third-party platforms that we link to. This Privacy Policy is also separate from our Notice of Privacy Practices under the Health Insurance Portability and Accountability Act (HIPAA), which governs how we handle protected health information in the clinical setting. As described below, health-related information submitted through our introductory call scheduling form is handled in the same manner as protected health information.

INFORMATION WE COLLECT

Information You Provide Directly

When you interact with our Website, you may voluntarily provide personal information, including:

  • Name, email address, and phone number when you submit a contact or inquiry form or schedule an appointment.
  • When scheduling a free introductory call, you are asked to provide your state of residence, a brief description of your health concerns, your motivation for seeking care, and how you heard about Panka Natural Health. You may also provide optional comments. Any information submitted through this form, including any health-related information, is handled in the same manner as protected health information (PHI) and will not be shared with any third party except as indicated in this policy. Our scheduling platform operates under an executed Business Associate Agreement (BAA) with PNH, which obligates the platform to safeguard this information in the same manner that PNH must safeguard protected health information.
  • Billing and shipping information, including name, address, and payment card details, when you make a purchase through our Wellness Shop (such as meal plans, recipe books, or other digital or physical products).
  • Any additional information you choose to include in form submissions or messages sent through the Website.
  • Messages you choose to type into PNH Guide, the AI chat assistant available on our Website. Please do not include personal health information or other sensitive information in chat messages, as explained in the PNH Guide — AI Chat Assistant section below.
  • Your optional email newsletter preference when scheduling a free introductory call. Newsletter opt-in is a truly optional, affirmative choice and is not required to schedule a call. If you affirmatively opt in, your name and email address will be added to our Mailchimp email list as described below.

Information Collected Automatically

When you visit our Website, certain information may be collected automatically through cookies and similar technologies, including:

  • Device information such as browser type, operating system, and screen resolution.
  • Usage data such as pages visited, time spent on pages, referring URLs, and click behavior.
  • IP address and approximate geographic location.
  • Information collected by analytics tools as described below.

No tracking on scheduling and intake pages. Analytics tools, advertising pixels, and conversion-tracking tags are not used on the pages of our Website where you schedule an introductory call or appointment or submit health-related information. The automatic collection described in this section applies to the general informational pages of our Website only. The PNH Guide chat widget may appear throughout our Website, including on scheduling pages; the widget does not read, access, or receive any information you enter into scheduling or intake forms, and anything you type into the chat itself is handled as described in the PNH Guide — AI Chat Assistant section below.

Email List and Newsletter

When you subscribe to our email list or newsletter, we collect your name and email address. We use Mailchimp (Intuit Inc.) to manage and send our email communications. By subscribing, you consent to the transfer of your name and email address to Mailchimp for this purpose. Mailchimp may also collect engagement data such as whether you opened a message or clicked a link within it. You may unsubscribe at any time using the link included in every message.

COOKIES AND TRACKING TECHNOLOGIES

Our Website uses cookies and similar technologies to improve your browsing experience and analyze site traffic. Cookies are small text files placed on your device by your web browser. We use the following categories of cookies:

Essential Cookies. These are necessary for the Website to function properly, including features such as shopping cart functionality and secure page access.

Analytics Cookies. We use both Squarespace Analytics (built into our hosting platform) and Google Analytics 4 to understand how visitors interact with the general informational pages of our Website. Google Analytics 4 does not log or store individual IP addresses. These tools collect aggregated data about browsing behavior, page views, traffic sources, and session duration to help us improve the site and measure the effectiveness of our marketing efforts. These tools do not run on our appointment-scheduling or intake pages.

You can manage your cookie preferences through your browser settings. Most browsers allow you to refuse or delete cookies. If you wish to opt out of Google Analytics specifically, Google offers a free browser add-on at https://tools.google.com/dlpage/gaoptout that prevents Google Analytics from collecting information about your visits. Please note that disabling cookies may affect the functionality of certain features on our Website, including the Wellness Shop.

PNH GUIDE — AI CHAT ASSISTANT

Our Website offers PNH Guide, an automated AI chat assistant that answers general questions about our clinic, services, fees, and scheduling, and can link you to our appointment-scheduling pages. PNH Guide is clearly identified as an automated assistant; it is not a human and it is not a licensed healthcare provider. Your use of PNH Guide is also subject to the AI assistant provisions of our Legal Disclaimer.

What the assistant collects. When you use PNH Guide, we and our chat platform provider collect the messages you type, the assistant’s responses, and related technical information such as your IP address, browser and device type, and the page on which you used the chat. The assistant is not designed to request your name, contact information, or health information; however, the chat accepts free-typed text, so any information you choose to enter will be processed as part of the conversation.

How chat conversations are processed. PNH Guide is operated using Chatbase, a third-party AI platform provided by Chatbase, Inc. (San Francisco, California). Chat conversations are transmitted to and stored by Chatbase on servers located in the United States and are processed by Chatbase’s subprocessors, including the third-party large language model providers that generate the assistant’s responses. Chatbase encrypts data in transit and at rest, maintains SOC 2 compliance, and states that customer data is not used to train AI models. Chatbase’s handling of chat data is governed by its own privacy policy and by the data processing terms in place between PNH and Chatbase.

How we use chat transcripts. Members of our team review chat transcripts to check the assistant’s accuracy and to improve its answers and our Website content. We do not use chat transcripts for marketing, we do not sell them, and we do not add them to any patient’s clinical record.

Please do not enter health information. PNH Guide is not a secure clinical communication channel, and Chatbase does not operate under a Business Associate Agreement with PNH. Do not enter symptoms, diagnoses, medications, lab results, or any other personal health information into the chat, and do not enter sensitive identifiers such as your date of birth, Social Security number, or insurance information. If health-related information is nevertheless submitted through the chat, we limit its use to the purposes described in this section, we do not use it for marketing or disclose it except as described in this policy, and we will delete the transcript promptly upon request. For anything involving your health or your care, please book a free introductory call, contact our office directly, or use the secure Charm Patient Portal if you are an established patient.

Chat retention and deletion. Chat transcripts are retained for a limited period for the quality-review purposes described above, and in no event longer than twelve months, after which they are deleted from the Chatbase platform. You may request earlier deletion of your chat transcript at any time by contacting us at info@pankanaturalhealth.com.

HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

  • To respond to your inquiries, appointment requests, and contact form submissions.
  • To evaluate whether our services may be appropriate for your needs based on information submitted through the introductory call scheduling form.
  • To process purchases and deliver products ordered through our Wellness Shop.
  • To improve our Website, services, and user experience.
  • To operate PNH Guide, our AI chat assistant, respond to the questions you ask it, and review chat transcripts to improve the assistant’s answers and our Website content.
  • To analyze Website traffic and usage patterns on general informational pages.
  • To measure the performance of our email communications, such as open rates and click activity.
  • To send occasional communications about our services, events, or health education content, if you have opted in to receive such communications.
  • To comply with applicable legal obligations.

HOW WE SHARE YOUR INFORMATION

We do not sell, rent, or trade your personal information to third parties. We may share limited information with the following categories of service providers who assist us in operating our Website and business:

Website Hosting. Our Website is hosted by Squarespace, Inc. Squarespace may collect certain technical and usage data in accordance with its own privacy policy.

Appointment Scheduling (Business Associate). Introductory call and appointment scheduling is provided by Acuity Scheduling. Acuity operates under an executed Business Associate Agreement with PNH and is required to safeguard the information you submit through the scheduler in the same manner that PNH must safeguard protected health information.

Payment Processing. Purchases made through our Website and at our clinic are processed by Square, a service of Block, Inc. Payment card information is collected and processed directly by Square and is not stored on our servers. Square’s handling of your payment information is governed by its own privacy policy and security standards, including PCI-DSS compliance.

Analytics Providers. We use Squarespace Analytics and Google Analytics 4 to analyze usage of the general informational pages of our Website. These providers may collect and process data in accordance with their respective privacy policies. Analytics providers do not receive information from our appointment-scheduling or intake pages, and no health-related information is shared with any analytics or advertising provider.

Email Marketing. If you subscribe to our email list or newsletter, your name and email address are shared with Mailchimp (Intuit Inc.), our email marketing platform, in order to deliver those communications. Mailchimp may collect additional data such as whether you opened an email or clicked a link. Mailchimp’s handling of your information is governed by its own privacy policy. You may unsubscribe from our emails at any time using the unsubscribe link included in every message.

AI Chat Assistant (Chatbase). Messages you type into PNH Guide, together with related technical data, are shared with Chatbase, Inc., the third-party platform that operates the assistant, and are processed by Chatbase’s subprocessors (cloud hosting and large language model providers) solely to provide and improve the chat service, as described in the PNH Guide — AI Chat Assistant section above. Chatbase is not authorized to use chat data for its own marketing or to train AI models on it.

We may also disclose your information if required to do so by law, in response to a valid legal request (such as a court order or subpoena), or to protect the rights, safety, or property of PNH, our patients, or the public.

THIRD-PARTY LINKS AND SERVICES

Our Website contains links to third-party websites and platforms, including Fullscript (our online supplement dispensary), the Charm EHR Patient Portal (our electronic health records and patient portal), Mailchimp (our email marketing platform), and our scheduling platform.

Charm EHR Patient Portal. When you click through to the Charm patient portal, you leave the PNH website and enter a separate, HIPAA-governed environment operated by MedicalMine Inc. (the maker of Charm EHR). PNH does not control the Charm portal’s technical infrastructure, login interface, or data collection within that environment. Information you enter or store in the Charm portal is governed by Charm’s applicable terms of service and PNH’s separate HIPAA Notice of Privacy Practices, which is provided to you upon establishing a clinical relationship with PNH.

Fullscript. When you click through to Fullscript to view or purchase recommended supplements, you leave the PNH website and enter a third-party platform operated by Fullscript. PNH does not control the Fullscript platform. Account creation, payment processing, shipping, and product fulfillment are handled by Fullscript subject to its own privacy policy and terms of service.

These third-party services have their own privacy policies governing how they collect, use, and protect your information. We encourage you to review the privacy policies of any third-party service before providing your personal information. PNH is not responsible for the privacy practices of third-party websites or platforms.

DATA SECURITY

We implement reasonable administrative, technical, and physical safeguards to protect the personal information we collect through our Website. However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your personal information, we cannot guarantee its absolute security. If a security incident involving your personal information requires notification under applicable law, we will notify you and the appropriate authorities as required by Minnesota law and other applicable breach-notification requirements.

DATA RETENTION

We retain personal information collected through our Website for as long as reasonably necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Contact form submissions and purchase records are retained in accordance with applicable business and tax record-keeping requirements.

Health-related information from the introductory call scheduling form. Information submitted through our introductory call scheduling form is retained, safeguarded, and ultimately disposed of in the same manner as protected health information. It is used only for the limited purposes described in this policy, is not used for marketing, and is not shared with any third party except as indicated in this policy. If you establish a clinical relationship with PNH following an introductory call, the information you submitted through the scheduling form will be incorporated into your clinical record and retained in accordance with our Notice of Privacy Practices and the record retention requirements of Minnesota Statute 147E.06.

Chat transcripts. Transcripts from the PNH Guide chat assistant are retained for no longer than twelve months and are deleted earlier upon request, as described in the PNH Guide — AI Chat Assistant section of this policy.

CHILDREN’S PRIVACY

Our Website is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe that your child has provided us with personal information through this Website, please contact us at the information provided below and we will take steps to delete such information.

YOUR RIGHTS AND CHOICES

Opt-Out of Communications. If you receive marketing or promotional emails from us, you may unsubscribe by following the instructions in those emails or by contacting us directly.

Cookie Management. You can control and manage cookies through your browser settings. Most browsers allow you to block or delete cookies. To opt out of Google Analytics specifically, you may install the Google Analytics Opt-out Browser Add-on available at https://tools.google.com/dlpage/gaoptout.

Access and Correction. You may contact us to request access to or correction of the personal information we hold about you that was collected through this Website.

Do Not Track. Some browsers offer a “Do Not Track” setting. We honor Do Not Track signals where technically feasible.

Chat Transcript Deletion. You may request deletion of your PNH Guide chat transcripts at any time by contacting us at the information below.

MINNESOTA CONSUMER DATA PRIVACY ACT (MCDPA)

As a small business under the U.S. Small Business Administration definition, Panka Natural Health is generally exempt from the requirements of the Minnesota Consumer Data Privacy Act (Minn. Stat. §§ 325M.10 to 325M.21), which took effect July 31, 2025. Regardless of this exemption, we are committed to responsible data practices. Consistent with the MCDPA’s requirements for all businesses, we do not sell your sensitive personal data without your prior consent. In fact, we do not sell personal data of any kind. Health-related information submitted through our introductory call scheduling form is treated as sensitive data, is handled in the same manner as protected health information, and is used only for the limited purposes described in this policy. PNH Guide, our AI chat assistant, answers questions only; we do not use it to make decisions that produce legal or similarly significant effects concerning any consumer.

HIPAA NOTICE

If you are a patient of Panka Natural Health, health information created or received in the course of your clinical care is protected as described in our separate Notice of Privacy Practices, which is provided to you when you establish care with us, and is safeguarded consistent with the HIPAA Privacy and Security Rules and the Minnesota Health Records Act (Minnesota Statutes sections 144.291 to 144.298). Health-related information submitted through our introductory call scheduling form is handled in the same manner as protected health information, as described above. Information you type into the PNH Guide chat assistant is not part of your clinical record and should never be used to communicate about your care; established patients should use the secure Charm Patient Portal instead. Questions about your clinical health records should be directed to our office.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. When we make changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of our Website after any changes constitutes your acceptance of the updated policy.

CONTACT US

If you have questions about this Privacy Policy or our data practices, please contact us:

Panka Natural Health, LLC

901 1st Street North, Suite 901A, Hopkins, MN 55343

Phone: 612-568-8382 • Email: info@pankanaturalhealth.com