Interlinked Wellness - Privacy Policy

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Privacy Policy

Interlinked Wellness LLC
Effective Date: 1/1/2025

Interlinked Wellness LLC (“Interlinked Wellness,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard information obtained through our website and related services, including telemedicine services.

This Privacy Policy applies to website visitors, prospective patients, and patients. For patients, this Privacy Policy supplements our Notice of Privacy Practices, which governs how Protected Health Information (“PHI”) is used and disclosed in accordance with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).

1. Our Legal Obligations

Interlinked Wellness LLC is a HIPAA Covered Entity. We are required by law to:

  • Maintain the privacy and security of PHI
  • Provide notice of our privacy practices
  • Comply with the terms of this Privacy Policy and our Notice of Privacy Practices
  • Notify affected individuals following a breach of unsecured PHI as required by law

2. Definitions

  • Protected Health Information (PHI): Individually identifiable health information regulated by HIPAA.
  • Personally Identifiable Information (PII): Information that identifies or can reasonably identify an individual.
  • Covered Entity: A healthcare provider subject to HIPAA.
  • Business Associate: A third party that performs services involving PHI on our behalf.
  • Treatment, Payment, and Healthcare Operations (TPO): Permitted uses and disclosures under HIPAA.

3. Information We Collect

Information You Provide

We may collect information you voluntarily provide, including:

  • Name, email address, phone number, and other contact information
  • Health and medical information submitted through intake forms or patient communications
  • Information provided during telemedicine visits
  • Payment and billing information (processed through third-party vendors)

Information Collected Automatically

When you visit our website, we may automatically collect:

  • IP address
  • Browser and device information
  • Website usage data
  • Cookies and similar tracking technologies

We do not knowingly collect PHI through cookies or tracking technologies.

Telemedicine and Patient Portal Information

We use HIPAA-compliant platforms, including SimplePractice, to provide telemedicine services and secure patient communications. Information exchanged through these platforms may include PHI.

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Website vs. Patient Portal
Information submitted through our public website (including forms and scheduling pages) may not be considered Protected Health Information (PHI).

PHI is only collected, stored, and transmitted through our secure, HIPAA-compliant systems, including our patient portal (e.g., SimplePractice), after a provider-patient relationship has been established.

Use of this website does not establish a provider-patient relationship. A provider-patient relationship is only established following a formal consultation with a licensed medical provider.

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4. How We Use Information

We use information for purposes permitted or required by law, including:

  • Providing healthcare services
  • Scheduling appointments and communicating with patients
  • Treatment, payment, and healthcare operations
  • Operating and improving our website and services
  • Legal, regulatory, and compliance obligations
  • Sending administrative, service-related, and marketing communications as permitted by law

Marketing communications do not involve the sale, rental, or disclosure of PHI. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted.

5. Disclosure of Information

We may disclose information as permitted or required by law, including:

  • To healthcare providers involved in your care
  • To HIPAA-compliant Business Associates
  • To payment processors for billing purposes
  • As required by law, court order, or regulatory authority
  • To prevent or lessen a serious and imminent threat to health or safety

We do not sell, rent, or share personal information or PHI for advertising or marketing purposes.

6. Business Associates

We work with third-party vendors who may have access to PHI, including:

  • Electronic Health Record and patient portal providers (such as SimplePractice)
  • Telemedicine technology providers
  • Payment processors (such as Stripe)

All Business Associates are required to sign Business Associate Agreements (BAAs) and implement appropriate safeguards to protect PHI.

7. Data Security

We implement reasonable administrative, physical, and technical safeguards designed to protect information, including PHI, against unauthorized access, use, or disclosure. These safeguards include access controls, encryption, and secure systems.

No system can be guaranteed to be 100% secure, and we cannot guarantee absolute security.

8. Patient Rights Under HIPAA

Patients have rights under HIPAA, including the right to:

  • Access and obtain copies of PHI
  • Request amendments to PHI
  • Request restrictions on certain uses or disclosures
  • Request confidential communications
  • Receive an accounting of disclosures
  • Receive a copy of our Notice of Privacy Practices

Requests may be submitted using the contact information below.

9. Marketing Communications

By submitting your information through our website or forms, you consent to be contacted by Interlinked Wellness via email, phone, or SMS for purposes related to your inquiry, services, and, where permitted, marketing communications. Message and data rates may apply. Relpy HELP for help or reply STOP to opt-out of messaging.

We may send email newsletters, SMS messages, and promotional communications related to our services. You may opt out of non-essential communications at any time by following unsubscribe instructions or contacting us directly.

PHI is not used or disclosed for marketing purposes.

10. Cookies and Tracking Technologies

We use cookies, analytics, and similar technologies, including Google Analytics, Meta/Facebook Pixel, and similar tools, to understand website usage and improve our services.

This may include the use of tracking technologies such as pixels, conversion APIs, and similar tools. No Protected Health Information (PHI) is shared with these platforms for advertising purposes. These technologies collect non-health-related information. You may control cookies through your browser settings.

11. Children’s Privacy

Our services may be provided to minors age three (3) and older with appropriate parental or legal guardian consent. We do not knowingly collect information from children without such consent.

12. Data Retention

We retain information, including medical records, as required by applicable federal and Texas state laws. Information is securely destroyed when no longer required to be retained.

13. Breach Notification

In the event of a breach involving unsecured PHI, we will provide notice as required by HIPAA and applicable law.

14. Changes to This Privacy Policy

We may update this Privacy Policy at any time. Changes will be effective upon posting to our website. Material changes will be communicated as required by law.

15. Contact Information and Complaints

Interlinked Wellness LLC is a telehealth-based medical practice serving patients in accordance with applicable state laws.

If you have questions, concerns, or wish to exercise your privacy rights, contact:

Privacy Officer
Interlinked Wellness LLC
2807 Allen St #2217
Dallas, TX 75204
Email: admin@interlinkedwellness.com

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate for filing a complaint.