Part I — Website Privacy Policy

1. About This Policy

The Wellness Keys, LLC (“The Wellness Keys,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains what information we collect through www.thewellnesskeys.com (the “Site”), how we use it, who we share it with, and the choices you have.

This policy covers information collected through our website — things like contact forms, appointment requests, newsletter sign-ups, and analytics.

Health information is handled differently. If you are our patient, the protected health information (PHI) in your medical record is governed by the Health Insurance Portability and Accountability Act (HIPAA) and by Texas law, not by this website policy. Those protections are described in our Notice of Privacy Practices, included as Part II below and available in our office on request.

By using this Site, you agree to the practices described here. If you do not agree, please do not use the Site.

2. Information We Collect

2.1 Information You Give Us

We collect information you choose to provide, such as when you:

Submit a contact or appointment request form
Sign up for our newsletter or email list
Complete an intake or patient portal form
Communicate with us by email, phone, or text
Make a payment or provide insurance details

Depending on the form, this may include your name, email address, phone number, mailing address, date of birth, insurance information, reason for your visit, and any other details you choose to share.

Please do not send detailed health information through general website forms, email, or text message. Standard email and web forms are not secure. Use our patient portal, call us, or speak with us in person to discuss anything sensitive.

2.2 Information Collected Automatically

When you visit the Site, we and our service providers may automatically collect:

IP address and general geographic location (typically city or region level)
Browser type, device type, and operating system
Pages viewed, time spent, and links clicked
The website or search engine that referred you
Date and time of your visit

This is collected through cookies and similar technologies (see Section 4).

2.3 Information From Third Parties

We may receive information about you from your insurance company, a referring provider, or a scheduling or payment platform we work with, consistent with applicable law.

3. How We Use Your Information

We use website information to:

Respond to your questions and requests
Schedule, confirm, and remind you about appointments
Provide, administer, and improve our services
Send newsletters and health-related communications you’ve asked to receive
Process payments and handle billing
Operate, secure, maintain, and improve the Site
Understand how visitors use the Site so we can make it better
Comply with legal, regulatory, and professional obligations
Detect and prevent fraud, abuse, and security incidents

We do not sell your personal information. We do not share your information with third parties for their own independent marketing purposes.

4. Cookies and Tracking Technologies

Cookies are small files placed on your device that help websites function and help owners understand how their sites are used.

We may use:

Essential cookies — required for the Site to work (page navigation, security, form submission). These cannot be turned off.
Analytics cookies — help us understand traffic patterns and improve the Site.
Functional cookies — remember your preferences.

You can control cookies through your browser settings, including blocking or deleting them. Blocking some cookies may cause parts of the Site to stop working properly.

Do Not Track. Browsers may offer a “Do Not Track” signal. There is no common industry standard for how to respond to these signals, so our Site does not currently respond to them.

5. How We Share Information

We share information only as described below:

Service providers / business associates. Companies that host our website, manage our email, process payments, provide scheduling or electronic health records, or handle billing. Where these vendors handle PHI, we have HIPAA-required Business Associate Agreements in place obligating them to protect it.
Treatment, payment, and healthcare operations. As described in our Notice of Privacy Practices (Part II).
Legal requirements. When required by law, subpoena, court order, or to respond to lawful government requests.
To prevent serious and imminent threat to the health or safety of you or others.
Business transfer. If The Wellness Keys is sold, merged, or transfers its assets, information may be transferred to the new owner, subject to applicable law.

Otherwise, we will not use or disclose your information without your written authorization.

6. Data Security

We use reasonable administrative, physical, and technical safeguards to protect the information in our possession, including encryption in transit, access controls, and staff training.

No method of transmission or storage is completely secure. We cannot guarantee absolute security, and information you send us over the open internet (such as unencrypted email) travels at your own risk.

If a breach of your unsecured protected health information occurs, we will notify you as required by HIPAA and Texas law.

7. Data Retention

We keep information for as long as needed to provide services, meet our legal and professional recordkeeping obligations, resolve disputes, and enforce our agreements. Medical records are retained according to Texas Medical Board requirements and other applicable law. Website analytics data is retained for 1 year.

8. Your Choices and Rights

Email. You can unsubscribe from newsletters and marketing emails at any time using the link in any message, or by contacting us. We may still send you communications about your care, appointments, and billing.

Text messages. If you have opted into text reminders, reply STOP to opt out. Message and data rates may apply.

Cookies. See Section 4.

Health information rights. Your rights over your medical record — access, copies, amendments, restrictions, an accounting of disclosures — are described in Part II.

Texas residents. The Texas Data Privacy and Security Act may give you rights to access, correct, delete, or obtain a copy of certain personal data we process, and to opt out of targeted advertising or the sale of personal data. Protected health information covered by HIPAA is exempt from that law. To make a request, contact us using the details in Section 12. We will verify your identity before responding, and you may appeal a denial.

9. Children’s Privacy

The Site is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the Site. If you believe a child has provided us information through the Site, contact us and we will delete it.

10. Third-Party Links

The Site may link to other websites we do not control. We are not responsible for their content or privacy practices. Review the privacy policy of any site you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date above and post the new version on this page. Material changes affecting your health information will be handled as described in Part II. Please review this page periodically.

12. Contact Us

The Wellness Keys, LLC

Attn: Privacy Officer, Adeola Chukwumah

2300 McDermott Road, Suite 200-319

Plano, Texas 75025

Email: hello@thewellnesskeys.com