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Privacy & Data Protection Policy

Wholistic Synergy, LLC

Effective Date: Jan 1, 2026

1. Our Commitment to Your Privacy

Wholistic Synergy, LLC respects your privacy and is committed to protecting the confidentiality, integrity, and security of your personal and health-related information.

Although Wholistic Synergy, LLC is not a HIPAA-covered medical practice, we voluntarily follow HIPAA-aligned privacy and security standards as best practice when collecting, storing, and managing sensitive client information. This reflects our commitment to ethical care, professionalism, and client trust.

2. Scope of This Policy

This Privacy & Data Protection Policy applies to all current and former clients of Wholistic Synergy, LLC and covers information collected through:

  • Client intake and health history forms
  • Functional lab orders and results
  • Telehealth sessions and secure communications
  • Session notes and care documentation
  • Website forms and administrative records
  • Electronic health record (EHR) systems

This policy applies to information stored electronically and, where applicable, in physical form.

3. Information We Collect

To provide personalized functional health and wellness services, we may collect the following types of information:

  • Personal identifying information (name, contact details)
  • Health history and wellness questionnaires
  • Lifestyle, nutrition, and functional health information
  • Functional lab orders and lab results
  • Session notes, recommendations, and care documentation
  • Secure messages and documents exchanged during care
  • Billing and administrative information

Some of this information may be considered protected health information (PHI) or electronically protected health information (ePHI).

4. How Your Information Is Used

Your information is used solely for purposes related to your care and our business operations, including:

  • Providing functional health and wellness services
  • Reviewing, interpreting, and documenting lab results
  • Communicating with you securely
  • Tracking progress and continuity of care
  • Maintaining accurate records
  • Meeting ethical, professional, and operational standards

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

5. Electronic Health Records & Secure Systems

All client records are stored and managed using Practice Better, a HIPAA-compliant electronic health record (EHR) and telehealth platform.

Practice Better utilizes industry-standard safeguards, including:

  • Encrypted data storage
  • Encrypted data transmission
  • Secure authentication and access controls
  • Role-based permissions
  • System monitoring and audit logs

Only authorized individuals with a legitimate business or care-related need are permitted access to client information.

6. Administrative, Technical & Physical Safeguards

Wholistic Synergy, LLC implements multiple safeguards to protect client information, including:

Administrative Safeguards

  • Limiting access to client information to authorized personnel
  • Ongoing review of privacy and security practices
  • Policies governing data access, use, and retention

Technical Safeguards

  • Secure login credentials and authentication
  • Encrypted electronic communications
  • Secure cloud-based storage systems

Physical Safeguards

  • Secure devices used to access client information
  • Reasonable precautions to prevent unauthorized access

7. Third-Party Services & Vendors

We may use trusted third-party service providers (such as laboratory companies or secure technology platforms) to support service delivery.

When client information is shared with third parties, it is done only when necessary and only for purposes directly related to your care or business operations. Vendors are selected based on their ability to meet HIPAA-aligned privacy and security standards.

8. Telehealth & Electronic Communication

Your information may be communicated electronically through secure telehealth sessions, messaging systems, and document-sharing platforms.

While we take reasonable steps to protect electronic communications, no system can be guaranteed to be completely risk-free. Clients are encouraged to:

  • Use private and secure devices
  • Avoid public or unsecured Wi-Fi

Protect login credentials and personal access information

9. Client Rights

You have the right to:

  • Request access to your records
  • Request corrections to inaccurate or incomplete information
  • Ask questions about how your information is used or stored
  • Request reasonable limitations on certain uses of your information

Requests should be submitted in writing and will be addressed in a timely and respectful manner.

10. Data Retention

Client records are retained for a period consistent with professional standards and business requirements. When records are no longer required, they are securely deleted or destroyed using appropriate safeguards.

11. Data Breach Response

In the unlikely event of a data breach involving personal or health-related information, Wholistic Synergy, LLC will take prompt action to:

  • Investigate and contain the incident
  • Assess the scope and potential impact
  • Notify affected clients when appropriate

Implement corrective measures to prevent future incidents

12. Policy Updates

This Privacy & Data Protection Policy may be updated periodically to reflect changes in technology, business operations, or privacy standards. Updated versions will be made available upon request or through our website.

13. Contact Information

If you have questions or concerns regarding this policy or the handling of your information, please contact:

Wholistic Synergy, LLC
Email: info@reversethepattern.com