Privacy Policy

Coastal HSA Services Inc. (“Coastal HSA“, “we“, “our“, or “us“) is committed to protecting the privacy and security of the personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you use our website and Health Spending Account (HSA) services.

As a Canadian company, we comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.

Information We Collect

We collect only the personal information necessary to administer Health Spending Accounts and provide our services.

Depending on your relationship with Coastal HSA, we may collect:

• Name

• Employer and job title

• Email address

• Mailing address

• Banking information

• Names and dates of birth of eligible dependents

• Health claim receipts and supporting documentation

• Prescriptions, doctor’s notes, or other documentation required to determine claim eligibility

• Communications you send to us through email, telephone, or our website

How We Use Your Information

We use personal information to:

• Administer Health Spending Accounts

• Process and adjudicate eligible health claims

• Reimburse approved expenses

• Verify identity and help prevent fraud

• Provide customer support

• Communicate with you about your account and our services

• Comply with legal, tax, and regulatory obligations

We collect and use personal information only for purposes that are reasonable and necessary to provide our services or as otherwise required or permitted by law.

Employee Privacy

Health Spending Accounts are provided by employers as an employee benefit.

Your employer does not have access to your personal health information, receipts, medical documentation, diagnoses, or claim details.

Employers receive only the information necessary to administer the HSA plan, such as overall plan funding requirements and claim totals. Individual medical information remains confidential.

Health Claims

Coastal HSA reviews submitted health claims solely to determine whether they qualify for reimbursement under your Health Spending Account and the applicable provisions of the Income Tax Act (Canada).

We do not provide medical advice, diagnose medical conditions, or make treatment recommendations. Any healthcare decisions remain between you and your qualified healthcare provider.

Banking Information

Employee direct deposit information and employer banking information used for electronic funds transfers (EFTs) and pre-authorized debits (PADs) are securely processed through Plooto, our payment and banking technology provider.

Coastal HSA does not collect or store your online banking username or password. Banking information is collected and used only for the purpose of processing reimbursements and authorized payments.

Service Providers

To provide our services, we work with trusted third-party service providers that assist us with payment processing, secure cloud hosting, email communications, accounting, website analytics, and other business operations.

These providers receive only the information necessary to perform their services on our behalf and are contractually required to safeguard your personal information and use it only for the services they provide to us.

Disclosure of Personal Information

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

We may disclose personal information:

• To trusted service providers acting on our behalf;

• With your consent;

• As required or permitted by law;

• To comply with legal or regulatory requirements; or

• To protect the rights, property, or security of Coastal HSA, our clients, or others.

Protecting Your Information

We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, loss, theft, or misuse.

Our safeguards include:

• Encryption of sensitive information

• Secure data transmission

• Restricted access to authorized personnel

• Authentication and access controls

• Regular review and improvement of our security practices

While no method of transmitting or storing information electronically can be guaranteed to be completely secure, we use commercially reasonable safeguards to protect your personal information.

Retention of Personal Information

We retain personal information only for as long as necessary to administer Health Spending Accounts, comply with legal and regulatory obligations, resolve disputes, and enforce our agreements.

When personal information is no longer required, it is securely deleted or anonymized in accordance with our record retention practices.

Access and Correction

You may request access to the personal information we hold about you or request that inaccurate or incomplete information be corrected.

We will respond to requests within a reasonable timeframe, subject to any applicable legal or regulatory restrictions.

Cookies and Analytics

Our website uses cookies and similar technologies to help operate the website and understand how visitors use our services.

We use Google Analytics to collect aggregated information about website usage, such as pages visited, browser type, device information, and general geographic location. This information helps us improve our website and services. Google Analytics does not identify individual users.

You can control or disable cookies through your web browser settings. Please note that disabling cookies may affect certain features of our website.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or privacy practices.

When we make material changes, we will update the Effective Date at the top of this Privacy Policy. The revised policy will become effective immediately upon being posted on our website.

Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact us:

Coastal HSA Services Inc.
Mailing: 329 Howe Street, Unit 996
Vancouver, BC V6C 3N2
Email: support@coastalhsa.ca