privacy policy

Effective Date: 8/21/26 Last Updated: 8/2026

WellNova Holistic Health (“WellNova,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information and consumer health information you provide to us.

This Privacy Policy explains how WellNova collects, uses, discloses, protects, and retains information obtained through our website, online scheduling systems, electronic forms, communications, and other digital services.

This Privacy Policy applies to information collected through the WellNova website and related digital services. It does not replace WellNova's HIPAA Notice of Privacy Practices, which separately describes how protected health information may be used and disclosed in connection with health care services.

1. INFORMATION WE COLLECT

Depending upon how you interact with WellNova, we may collect the following categories of information:

A. Information You Provide Directly

You may voluntarily provide information when you:

• Request an appointment

• Complete an online contact form

• Create or access a patient portal account

• Complete registration or intake forms

• Request information about our services

• Subscribe to communications

• Communicate with us by email, telephone, text message, or other electronic methods

• Complete payment or billing information

• Submit information related to your health or medical needs

Information may include:

• Name

• Date of birth

• Mailing address

• Email address

• Telephone number

• Insurance information

• Billing information

• Emergency contact information

• Health and medical information

• Information about medications, allergies, diagnoses, symptoms, or treatment

• Information you voluntarily provide through forms or communications

B. Automatically Collected Information

When you visit our website, certain technical information may automatically be collected, including:

• Internet Protocol (IP) address

• Browser type

• Device type

• Operating system

• Pages visited

• Date and time of website access

• Referring website

• General website usage information

• Information collected through cookies or similar technologies

We may use this information to maintain website security, analyze website performance, improve our services, and understand how visitors use our website.

2. CONSUMER HEALTH INFORMATION

WellNova recognizes that health-related information is particularly sensitive.

Depending on how information is collected and used, information relating to an individual's health, medical history, reproductive health, endocrine health, medications, treatment, or other health-related matters may constitute consumer health data or protected health information under applicable law.

WellNova will handle health information in accordance with applicable federal and state privacy laws.

When information constitutes protected health information under HIPAA, WellNova's Notice of Privacy Practices governs the permitted uses and disclosures of that information.

Nothing in this Website Privacy Policy limits any rights you may have under HIPAA or other applicable privacy laws.

3. HOW WE USE INFORMATION

We may use information collected through our website and digital services to:

• Respond to questions and requests

• Schedule appointments

• Provide requested services

• Communicate with you regarding appointments

• Provide information about WellNova services

• Process payments

• Process insurance claims when applicable

• Maintain and improve our website

• Maintain website and information security

• Detect and prevent fraud or unauthorized activity

• Comply with legal and regulatory requirements

• Maintain business and administrative records

• Respond to requests from you

• Provide customer service

• Communicate important administrative information

We will not use personal information for purposes materially different from those described in this Privacy Policy without providing any notice required by applicable law.

4. HEALTH CARE INFORMATION AND HIPAA

When you become a patient of WellNova, information collected in connection with your health care may constitute Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”).

HIPAA establishes specific rules regarding the use and disclosure of PHI.

WellNova's separate Notice of Privacy Practices describes:

• How we may use and disclose PHI

• Your rights regarding your PHI

• Our legal responsibilities

• How you may request access to your records

• How you may request amendments

• How you may request confidential communications

• How you may file a privacy complaint

The HIPAA Notice of Privacy Practices is available on our website and will be provided to patients as required by law. HHS requires covered health care providers to make their NPP available on websites maintained for customer service or benefits information.

5. WASHINGTON CONSUMER HEALTH DATA

If you are a Washington resident, certain information collected through our website may constitute “consumer health data” under the Washington My Health My Data Act.

WellNova will handle consumer health data in accordance with applicable Washington law.

Where required, WellNova will:

• Provide required disclosures regarding consumer health data

• Obtain consent when required by law

• Limit collection and use of consumer health data to permitted purposes

• Maintain reasonable security safeguards

• Honor applicable consumer rights

• Provide the required Consumer Health Data Privacy Policy

Our Washington Consumer Health Data Privacy Policy is available through a separate link on the WellNova website.

6. INFORMATION SHARING

WellNova does not sell your personal information or consumer health data for monetary consideration.

We may disclose information when reasonably necessary to:

• Provide health care services

• Process payments

• Process insurance claims

• Schedule or coordinate care

• Operate our business

• Maintain our electronic medical record and technology systems

• Provide website hosting or technology services

• Process communications

• Provide billing services

• Maintain cybersecurity

• Comply with legal obligations

• Respond to lawful requests from governmental authorities

• Protect the rights, safety, and property of WellNova, our patients, or others

When appropriate, WellNova requires vendors and service providers that handle protected health information to enter into Business Associate Agreements or other legally required agreements.

7. THIRD-PARTY SERVICE PROVIDERS

WellNova may use third-party vendors to support website, scheduling, communication, payment, electronic medical record, telehealth, billing, and other business functions.

These vendors may process information on WellNova's behalf.

Examples may include providers of:

• Electronic health record services

• Patient portals

• Appointment scheduling

• Telehealth

• Electronic communications

• Payment processing

• Insurance billing

• Website hosting

• Cybersecurity

• Analytics

• Cloud storage

Where required by law, WellNova will maintain appropriate contractual protections with vendors handling protected health information.

8. COOKIES AND ANALYTICS

Our website may use cookies, pixels, analytics tools, or similar technologies.

These technologies may help us:

• Understand website traffic

• Improve website functionality

• Monitor website performance

• Identify technical problems

• Improve the user experience

• Maintain website security

You may be able to control cookies through your browser settings.

Because browser settings vary, disabling cookies may affect certain website functions.

WellNova will not knowingly use tracking technologies in a manner that violates applicable health privacy laws.

9. MARKETING AND COMMUNICATIONS

If you voluntarily provide your contact information, WellNova may use it to respond to your inquiry or provide requested information.

Where permitted by law, we may also send administrative or informational communications regarding:

• Appointments

• Services you have requested

• Practice updates

• Educational information

• Changes to services or policies

You may opt out of certain non-essential marketing communications by following the unsubscribe instructions provided in the communication or contacting WellNova directly. Opting out of marketing communications does not prevent WellNova from sending communications necessary to provide health care services, manage appointments, process payments, or satisfy legal obligations.

10. TEXT MESSAGES AND EMAIL

Electronic communications may involve privacy and security risks.

If you choose to communicate with WellNova by ordinary email, SMS/text messaging, or other electronic communication methods, you acknowledge that these methods may not provide the same level of security as a secure patient portal.

WellNova will use reasonable safeguards appropriate to the type of information being communicated.

Patients should use the designated secure patient portal for sensitive medical information whenever available.

11. TELEHEALTH PRIVACY

WellNova may provide health care through telehealth.

Telehealth visits may involve the collection, transmission, and storage of health information through electronic systems.

WellNova will use reasonable administrative, technical, and physical safeguards designed to protect patient information.

Patients are encouraged to participate in telehealth appointments from a private location and use a secur internet connection when reasonably possible.

12. MOBILE AND IN-PERSON CARE

WellNova may provide services in traditional clinical settings, through telehealth, and through mobile or other authorized care settings. The same privacy principles apply regardless of the location in which services are provided.

13. PAYMENT INFORMATION

When you make a payment through WellNova or an authorized payment processor, payment information may be processed by a third-party payment service.

WellNova generally does not retain complete payment card information when payment processing is handled by a third-party payment processor.

Payment information may be subject to the privacy practices of the applicable payment processor.

14. DATA SECURITY

WellNova maintains reasonable administrative, technical, and physical safeguards designed to protect personal information and health information against unauthorized access, use, disclosure, alteration, or destruction.

No electronic transmission or storage system can be guaranteed to be completely secure.

Accordingly, while we take reasonable precautions to protect information, we cannot guarantee absolute security.

15. DATA RETENTION

WellNova retains information for as long as reasonably necessary to:

• Provide services

• Maintain required medical and business records

• Comply with legal and regulatory obligations

• Resolve disputes

• Enforce agreements

• Maintain appropriate financial and accounting records

• Protect against fraud or security incidents

Medical records may be retained for periods required by applicable federal or state law.

16. YOUR PRIVACY RIGHTS

Depending upon the type of information involved and the laws applicable to you, you may have rights regarding your personal information or consumer health data.

These rights may include the right to:

• Request access to certain information

• Request correction of inaccurate information

• Request deletion where legally applicable

• Request information regarding how certain information is collected or used

• Request information concerning disclosures

• Withdraw consent where consent is the legal basis for processing

• Opt out of certain communications

• Exercise rights provided under HIPAA

• Exercise rights provided under applicable Washington or Oregon privacy laws

Certain information may be exempt from deletion or other requests when WellNova is legally required or permitted to retain or process the information.

17. HOW TO EXERCISE YOUR RIGHTS

To submit a privacy request, please contact:

WellNova Holistic Health
Privacy Officer: Emily Castillo ARNP
Phone: 707 367 0291
Email: emilygracethomas@gmail.com

We may need to verify your identity before processing certain requests.

We will respond to privacy requests within the time required by applicable law.

18. CHILDREN'S PRIVACY

WellNova's website is not intended to knowingly collect personal information from children through the website without appropriate parental or guardian involvement.

If you believe a child has provided personal information to us through the website inappropriately, please contact us so that we can evaluate the situation and take appropriate action.

19. LINKS TO OTHER WEBSITES

Our website may contain links to third-party websites.

WellNova is not responsible for the privacy practices, security, or content of third-party websites.

We encourage you to review the privacy policy of any third-party website before providing personal information.

20. SOCIAL MEDIA

WellNova may maintain social media accounts or provide links to social media platforms.

Interactions with third-party social media platforms are governed by the privacy policies and terms of those platforms.

Patients should not post private medical information, medical questions, or other confidential information about themselves or others on public social media pages.

WellNova will not discuss a patient's medical information publicly through social media.

21. CHANGES TO THIS PRIVACY POLICY

WellNova may periodically update this Privacy Policy to reflect changes in:

• Laws and regulations

• Technology

• Business practices

• Services

• Privacy practices

When we make material changes, we will update the “Last Updated” date and provide additional notice when required by law.

Your continued use of the website after an updated Privacy Policy becomes effective constitutes acknowledgment of the updated policy to the extent permitted by law.

22. CONTACT US

If you have questions or concerns regarding this Privacy Policy or WellNova's privacy practices, please contact:

WellNova Holistic Health
Privacy Officer: Emily Castillo ARNP
Phone: 707 367 0291
Email: emilygracethomas@gmail.com

23. PRIVACY COMPLAINTS

You may submit a privacy complaint directly to WellNova. WellNova will not retaliate against an individual for filing a privacy complaint. Patients may also have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights regarding alleged HIPAA violations. HHS confirms that covered providers must provide patients with information regarding how to make privacy complaints.

IMPORTANT NOTICE

This Website Privacy Policy is intended to address WellNova's website and digital privacy practices. It is not a substitute for WellNova's HIPAA Notice of Privacy Practices, patient consent forms, telehealth consent, financial policy, or other required patient documents. WellNova should maintain separate policies and forms addressing HIPAA, Washington consumer health data, Oregon privacy requirements, telehealth, patient communications, and medical-record privacy. Legal Review Recommended: Before publication, WellNova should have this policy reviewed by Washington/Oregon health-care counsel to confirm that the final version reflects the practice's actual technology vendors, website analytics, patient portal, texting platform, payment processor, telehealth platform, and data practices.