Privacy Policy

National Diabetic Exchange (“NDE,” “we,” “us”) collects personal information only when you submit a Sell Your Supplies form. We use that information to process your quote, arrange shipping, complete your payout, and communicate about your transaction. We do not sell, rent, or share your personal information with third parties. This policy explains what we collect, how we use it, how long we keep it, and what rights you have.

We collect personal information only through the Sell Your Supplies form. If you browse the site without submitting a form, we do not collect any personal data from you.

When you submit a form, we collect:

• Full name
• Email address
• Phone number (if provided)
• Shipping address (used to generate your prepaid label)
• State and ZIP code (used for state compliance checks)
• Payout method selection (PayPal email, ACH details, or mailing address for check)
• Details about the supplies you are selling (product type, brand, quantity, expiration date)

We do not collect health conditions, diagnoses, prescription details, or any medical history. We do not require you to explain why you are selling your supplies.

Information we receive automatically

When you visit the site, we use Google Analytics (GA4) to collect anonymized usage data. This includes pages visited, time on site, referring URL, device type, browser type, and approximate geographic region. This data is aggregated and cannot be used to identify you personally. IP addresses are anonymized before processing. See Section 6 for details on how to opt out.

We use the information you provide to:

• Generate and send your quote
• Create your prepaid shipping label (USPS or UPS)
• Track your shipment during transit
• Inspect and verify the supplies you send
• Process your payout via your selected method
• Communicate with you about your transaction (status updates, inspection results, payout confirmation)
• Comply with tax reporting obligations where applicable
• Respond to customer support inquiries

We do not use your information for marketing, promotional emails, or any purpose unrelated to your transaction unless you explicitly opt in to future communications.

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

We share your information only in the following limited circumstances:

• Payment processors. Your payout details are transmitted to our payment processing partner to complete your payment. They process this data under their own privacy policy and do not retain it on our behalf beyond what is necessary to complete the transaction.
• Shipping carrier. Your name and address appear on the prepaid shipping label (USPS or UPS). No product descriptions are included on label exteriors.
• Tax reporting. If your total payouts in a calendar year meet or exceed $600, we are required to issue a 1099-NEC form and report the relevant information (name, address, payout amount) to the IRS.
• Legal compliance. We may disclose information if required by law, subpoena, court order, or government investigation.

We do not share your information with advertisers, data brokers, or any third party for their own marketing purposes.

Your personal information is stored on secure, encrypted servers within the United States. We use industry-standard security measures including encrypted data transmission (TLS), access controls limiting data access to authorized personnel, and encrypted storage for sensitive fields.

Payout details (bank account numbers, PayPal email) are processed by our payment partner and are not stored in our systems after the payout is completed.

No method of electronic storage is 100% secure. While we take reasonable measures to protect your information, we cannot guarantee absolute security.

How long we keep your data

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

• Active transaction data (name, email, address, shipment details, payout records) is retained for seven (7) years after the transaction is completed, as required for tax reporting and compliance with IRS regulations. After this period, records are permanently deleted.
• Anonymized analytics data (from Google Analytics) is retained for 14 months, after which it is automatically deleted by Google.

Your right to deletion

You may request deletion of your personal information at any time by contacting us at nae@phinmedicalsupplies.com.

Upon receiving a verified deletion request, we will delete your personal information within 30 days, with the following exceptions:

• Tax and legal records. Transaction records required for tax reporting (name, address, payout amounts) are retained for seven (7) years from the date of the last transaction, as required by IRS regulations. Records required by law or pending legal proceedings will be retained for the applicable mandatory retention period. These records are archived separately and are not used for any other purpose.
• Anonymized data. Data that has been fully anonymized and cannot be linked back to you is not subject to deletion, as it is no longer personal information.

We will confirm deletion by email once the process is complete.

What we use

We use Google Analytics 4 (GA4) to understand how visitors use our site. GA4 sets cookies on your device to distinguish between visitors and track session information. These cookies do not contain personal information and cannot be used to identify you.

Specifically, GA4 collects:

• Pages viewed and time spent on each page
• How you arrived at our site (search engine, direct link, referral)
• Device type, browser, and screen resolution
• Approximate geographic region (city-level, derived from anonymized IP)

IP anonymization is enabled. Your full IP address is never stored or processed by us or by Google on our behalf.

What we do not use

We do not use advertising cookies, retargeting pixels, social media tracking scripts, or any third-party analytics beyond Google Analytics. We do not build user profiles for advertising purposes.

How to opt out

You can opt out of Google Analytics tracking by:

• Installing the Google Analytics Opt-out Browser Add-on
• Disabling cookies in your browser settings
• Using a browser with built-in tracking protection

Opting out of analytics does not affect your ability to use the site or submit a form.

Our site may contain links to external websites (such as USPS/UPS tracking, payment processor portals, or resource articles). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

National Diabetic Exchange is not directed at children under 13 years of age. We do not knowingly collect personal information from children under 13. The Sell Your Supplies form requires providing a shipping address and payout method, which inherently requires an adult participant.

If we learn that we have inadvertently collected personal information from a child under 13, we will delete that information promptly. If you believe a child has submitted information through our site, please contact us at nae@phinmedicalsupplies.com and we will take immediate action.

If you are a California resident, the California Consumer Privacy Act (as amended by the CPRA) provides you with additional rights regarding your personal information.

Your rights

• Right to know. You may request a copy of the personal information we have collected about you in the preceding 12 months.
• Right to delete. You may request deletion of your personal information, subject to the exceptions described in Section 5.
• Right to correct. You may request correction of inaccurate personal information.
• Right to opt out of sale or sharing. We do not sell or share your personal information as defined by the CCPA/CPRA.
• Right to non-discrimination. We will not discriminate against you for exercising any of your CCPA/CPRA rights.

How to submit a request

Submit a request by emailing nae@phinmedicalsupplies.com. We will verify your identity by confirming the email address associated with your transaction. We will respond within 45 days.

We may update this privacy policy to reflect changes in our practices or legal requirements. When we make material changes, we will update the “Last updated” date at the top of this page. If changes significantly affect how we handle your personal information, we will notify you by email (if we have your email on file) or by posting a prominent notice on our site.

If you have questions about this privacy policy, want to submit a data deletion request, or have concerns about how your information is handled, contact us at:

Phin Supplies LLC
Attn: Nae Smith
Email: nae@phinmedicalsupplies.com