Privacy

Privacy Policy

Effective date: May 13, 2026

This Privacy Policy explains how Wellness Docs, LLC (“Wellness Docs,” “we,” “us,” or “our”) collects, uses, shares, and protects information when you visit cincinnatipromo.wellnessdocs.com (the “Site”) and submit information through our online benefits check funnel (the “Service”).

This Policy supplements our master Privacy Policy at wellnessdocs.com and is specific to this Service. In the event of any conflict, the master Privacy Policy controls.

This Policy is also in addition to the separate Notice of Privacy Practices (NPP) we provide as a HIPAA-covered healthcare provider. If you become a patient, the NPP governs how we handle your protected health information in the clinical setting.

1. Information we collect

When you use the Service, we may collect the following categories of information:

1a. Information you provide

• Contact information: first and last name, email address, phone number, ZIP code, best time of day to be reached, and the services you are interested in.
• Insurance and health information: patient name, date of birth, insurance company, member ID, and group number. Some of this information may constitute Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”).
• Communication preferences and consents: whether you authorize us to verify your insurance benefits and contact you about your coverage, and whether you have opted in to receive text messages.

1b. Information collected automatically

• Device and usage information: IP address, browser type, device type, referring page, pages visited, and approximate location based on IP.
• Cookies and similar technologies: we and our service providers may use cookies, pixels, and similar technologies to operate the Site, remember your inputs between pages, and (if enabled) measure traffic and ad performance.

2. How we use your information

We use the information we collect to:

• Verify your insurance benefits with your carrier and provide you with the results;
• Contact you about your benefits check, coverage, appointments, or care options — by phone, email, or, where you have opted in, by SMS text message;
• Schedule and manage appointments (including through our booking partner);
• Operate, maintain, and improve the Service;
• Send marketing communications about services we offer, with your consent and subject to your right to opt out at any time;
• Comply with applicable law, including HIPAA and the Telephone Consumer Protection Act (“TCPA”);
• Protect the rights, property, and safety of Wellness Docs, our patients, and the public.

3. How we share your information

We do not sell your personal information. We share information only as described below:

• Service providers (business associates). We share information with vendors that help us operate the Service — for example, our CRM/automation provider (GoHighLevel), our website host (Netlify), our scheduling provider (Zenoti), and our email and SMS delivery providers. Where these vendors handle PHI, they are bound by HIPAA Business Associate Agreements.
• Your insurance carrier. We share information necessary to verify your benefits with the carrier you identify.
• Aggregated and de-identified data. We may share aggregated or de-identified information — which does not identify you personally — with partners, analytics providers, and others for research, reporting, or commercial purposes.
• Legal compliance. We may disclose information when required by law, subpoena, court order, or other legal process, or to protect rights, safety, or property.
• Business transfers. If we are involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction, subject to confidentiality protections.
• With your consent. We may share your information for any other purpose with your consent.

4. HIPAA and Protected Health Information

If the information you provide constitutes PHI under HIPAA, Wellness Docs handles that information as a HIPAA-covered entity and in accordance with our separate Notice of Privacy Practices. The NPP describes your rights under HIPAA, including the right to access, amend, and request an accounting of disclosures of your PHI. A copy is available upon request at info@wellnessdocs.com or at any Wellness Docs location.

5. Text messaging (SMS) consent and TCPA

If you check the SMS consent box on our form, you authorize Wellness Docs to send you transactional and promotional text messages at the mobile number you provide, using an automatic telephone dialing system or pre-recorded voice where applicable.

• Your consent is not a condition of purchase or service.
• Message and data rates may apply.
• Message frequency varies.
• You may opt out at any time by replying STOP to any message. Reply HELP for help.
• We will not share your mobile number with third parties for their independent marketing purposes.

6. Cookies and analytics

The Site uses cookies and similar technologies that are necessary for operation. With your consent (where required), we may also use analytics and advertising technologies, such as Google Analytics and the Meta Pixel, to understand traffic, measure ad performance, and retarget visitors. You can control cookies through your browser settings. Where applicable, we honor Global Privacy Control (GPC) signals.

7. Data retention

We retain personal information for as long as needed to fulfill the purposes described in this Policy, comply with our legal and recordkeeping obligations, resolve disputes, and enforce our agreements. Specific retention periods include:

• Patient health information (PHI): retained in accordance with HIPAA and the Ohio Administrative Code (generally at least six (6) years from the date of last contact, and longer for the records of minors).
• Marketing leads who did not become patients: retained until you unsubscribe, request deletion, or until three (3) years pass with no activity from you — whichever happens first.
• Communications consents and opt-outs: retained as long as required to demonstrate compliance with TCPA and other consumer-protection laws.

When information is no longer required for these purposes, we securely delete or de-identify it.

8. Security

We use reasonable administrative, technical, and physical safeguards designed to protect your information. No method of electronic transmission or storage is 100% secure, however, and we cannot guarantee absolute security. If you believe your information has been compromised, please contact us immediately at info@wellnessdocs.com.

9. Your rights

Depending on where you live, you may have rights to:

• Access the personal information we hold about you;
• Correct inaccurate information;
• Request deletion, subject to legal exceptions;
• Opt out of marketing communications at any time;
• Opt out of the sale or sharing of your information for cross-context behavioral advertising (we do not sell personal information);
• Request a portable copy of your information.

To exercise any of these rights, email info@wellnessdocs.com. We will verify your request and respond within the time required by law. You will not be discriminated against for exercising your rights.

10. Children’s privacy

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

11. Out-of-state and international visitors

Wellness Docs operates in the State of Ohio, United States. If you access the Service from outside Ohio, your information will be transferred to and processed in Ohio under United States law.

12. Changes to this Policy

We may update this Policy from time to time. We will post the updated Policy on this page with a new “Effective date.” If we make material changes, we will provide additional notice (such as by email or a banner on the Site).

13. Contact us

If you have questions about this Policy or your information, contact:

Wellness Docs, LLC
Attn: Privacy Officer
3328 Princeton Rd
Fairfield Twp, OH 45011
Email: info@wellnessdocs.com
Phone: 513-342-1700

Clinic locations:

• Wellness Docs — Montgomery Rd: 11123 Montgomery Rd, Cincinnati, OH 45249 · Mon–Fri 9:00am–4:00pm
• Wellness Docs — Fairfield Twp: 3328 Princeton Rd, Fairfield Twp, OH 45011 · Mon–Fri 9:00am–4:00pm

This Privacy Policy is provided as a starting point and has not been reviewed by counsel. Wellness Docs should have this document reviewed by a healthcare-compliance attorney before relying on it.