Spence Logistics LLC operates as a HIPAA Business Associate when transporting Protected Health Information (PHI) on behalf of covered entities. This Privacy Policy governs our website. Our HIPAA compliance obligations are governed separately by executed Business Associate Agreements (BAAs) with each covered entity client.
1. Who We Are
Spence Logistics LLC ("Company," "we," "us," or "our") is a TWIC-certified medical courier service located at 601 Troy-Schenectady Road, Suite #1021, Latham, NY 12110. We provide medical courier services including organ and tissue transport, laboratory specimen delivery, pharmaceutical transport, and medical records handling to healthcare organizations in Westchester County, Rockland County, and the New York City metropolitan area.
This Privacy Policy explains how we collect, use, disclose, and protect information gathered through our website at www.spencelogistics.online.
2. Information We Collect
2.1 Information You Provide Voluntarily
When you submit a contact or inquiry form on our website, we may collect:
- Your name (first and last)
- Organization or company name
- Email address
- Phone number
- Type of service requested
- Message content you provide
2.2 Information Collected Automatically
When you visit our website, we may automatically collect limited technical information such as:
- Browser type and version
- Pages visited and time spent on pages
- Referring website address
- General geographic location (city/state level, not precise)
We do not use third-party advertising trackers, behavioral analytics, or selling/sharing tools on this website.
2.3 What We Do NOT Collect on This Website
Our website does not collect, transmit, or store any Protected Health Information (PHI) as defined under HIPAA. No patient data, medical records, specimen information, or delivery manifests are submitted through this website. All PHI handled in our courier operations is governed by executed BAAs — not this website.
3. How We Use Your Information
Information collected through our website is used solely to:
- Respond to your inquiry or service request
- Provide information about our services and availability
- Communicate contract, pricing, or scheduling information
- Fulfill legal or regulatory obligations
We do not sell, rent, trade, or share your personal information with third parties for marketing purposes.
4. HIPAA and Business Associate Obligations
Spence Logistics LLC is a HIPAA Business Associate when transporting PHI on behalf of covered healthcare entities. Our HIPAA obligations include:
- Executing a Business Associate Agreement (BAA) with each covered entity client prior to transporting PHI
- Maintaining documented chain-of-custody for all PHI deliveries
- Training all personnel on HIPAA Privacy Rule, Security Rule, and Breach Notification Rule requirements
- Reporting any breach of PHI to the covered entity within the timeframes specified in the applicable BAA and under 45 CFR § 164.410
- Using and disclosing PHI only as permitted by the applicable BAA and HIPAA regulations
If you are a covered entity and require a BAA prior to engaging our services, please contact us at [email protected] before any transfer of PHI.
5. Data Security
We take reasonable technical and organizational measures to protect information submitted through our website, including:
- HTTPS/TLS encryption for all data transmitted to and from this website
- Limiting access to submitted contact information to authorized personnel only
- Not storing payment information on our website
No method of electronic transmission or storage is 100% secure. While we implement reasonable safeguards, we cannot guarantee absolute security of information transmitted via the internet.
6. Disclosure of Information
We do not disclose personal information collected through this website except in the following limited circumstances:
- Legal compliance: To comply with applicable laws, regulations, legal process, or enforceable governmental requests
- Protection of rights: To protect the rights, property, or safety of Spence Logistics LLC, our clients, or others
- Business transfers: In connection with a merger, acquisition, or sale of all or substantially all of our assets, with prior notice to affected individuals
- Service providers: To trusted third-party vendors who assist in operating our website (e.g., web hosting), subject to confidentiality obligations
7. Cookies
Our website uses minimal or no tracking cookies. We do not use advertising cookies, cross-site tracking, or analytics platforms that share your data with third parties. Basic session functionality may use cookies that are strictly necessary for website operation. You may disable cookies in your browser settings without affecting your ability to access this site.
8. Third-Party Links
Our website may contain links to third-party websites (such as government portals or professional organizations). We are not responsible for the privacy practices or content of those sites. We encourage you to review their privacy policies before submitting any personal information.
9. Children's Privacy
Our website is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately at [email protected].
10. Your Rights (New York Residents)
As a resident of New York, you have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information, subject to legal retention requirements
- Opt out of any future marketing communications from us
To exercise any of these rights, contact us at [email protected] or call 914-496-9631.
11. Retention of Information
We retain contact form submissions and related communications for as long as necessary to fulfill the purpose for which they were collected, or as required by applicable law. When information is no longer needed, we securely destroy or anonymize it.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated policy on this page with a revised effective date. Continued use of our website after any update constitutes your acceptance of the revised policy. We encourage you to review this policy periodically.
13. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us: