WELLNEST MEDICINE LLC
PRIVACY NOTICE
Professional Coaching for Physicians
Effective Date: [Insert publication date]
WellNEST Medicine LLC ("WellNEST," "we," "our" or "us") respects the privacy of individuals who visit our website, inquire about services, enroll in or participate in our coaching programs.
This Privacy Notice describes how WellNEST collects, uses, maintains and discloses personal information through its website, enrollment, payment processing, scheduling, communications and coaching services.
1. INFORMATION WE COLLECT
Depending on the services used and information voluntarily provided, WellNEST may collect the following categories of information:
Contact Information: Name, email address, telephone number and other contact details.
Professional and Enrollment Information: Professional background, credentials and information reasonably necessary for program eligibility and administration.
Purchase and Payment Information: Selected services, transaction details, billing information, payment status and purchase history.
Coaching Information: Goals, priorities, reflections, correspondence and other information voluntarily shared during coaching.
Administrative Information: Scheduling, attendance, service history, inquiries and customer-service communications.
Technical Information: IP address, browser and device information, website usage, cookies and similar technologies, depending on website configuration and applicable settings.
Payment card information may be collected and processed directly by third-party payment processors rather than maintained by WellNEST.
Coaching information may include sensitive personal or professional information voluntarily disclosed by a Participant. Participants should exercise discretion when sharing sensitive information and must not disclose identifiable patient information or confidential third-party information.
WellNEST does not request patient records or identifiable patient information as part of its coaching services.
2. HOW WE USE INFORMATION
WellNEST may use personal information as reasonably necessary to:
Respond to inquiries and administer enrollment.
Provide and coordinate coaching services.
Schedule sessions and communicate with Participants.
Process purchases, payments and refunds.
Maintain administrative and coaching records.
Respond to complaints, disputes and service requests.
Operate, maintain and improve the website and business services.
Evaluate program operations and service quality.
Protect business systems and address unauthorized activity.
Meet applicable legal, regulatory and contractual obligations.
Information will be used for purposes reasonably related to the services and business operations described in this Notice, subject to applicable law.
3. WEBSITE, ENROLLMENT AND SQUARESPACE
WellNEST uses Squarespace to host and operate its website and may use Squarespace features to support online enrollment, service descriptions, commerce and related business functions.
When individuals visit the website, submit forms, make purchases or interact with its features, Squarespace and associated service providers may collect or process information such as:
Contact and enrollment information.
Purchase and transaction records.
Website activity and technical information.
Information submitted through website forms.
Information necessary to support website security and functionality.
The specific information collected depends on the Squarespace features enabled and how individuals interact with the website.
Squarespace's own privacy policy and applicable service terms govern its independent processing of information.
4. PAYMENT PROCESSING
Payments for WellNEST services are submitted through the payment options made available at checkout.
Depending on WellNEST's actual configuration, payment processing may involve Squarespace Payments or an integrated third-party payment processor, such as Stripe or PayPal.
Payment processors may collect and process payment card details, billing information and transaction data to:
Authorize and complete payments.
Process refunds and payment adjustments.
Maintain transaction records.
Prevent fraud and unauthorized transactions.
Meet applicable financial, legal and regulatory requirements.
WellNEST may receive transaction confirmations, payment status, purchase details and other information necessary for business administration and customer support.
Payment card information is handled according to the applicable payment processor's security practices, privacy policy and service terms.
WellNEST does not intend to independently collect or maintain complete payment card numbers or card security codes.
Participants should review the applicable payment processor's privacy information when using its services.
5. SCHEDULING AND ADMINISTRATIVE PLATFORMS
WellNEST may use Squarespace Scheduling, including Acuity Scheduling where applicable, or other scheduling and calendar-management services to coordinate appointments.
These services may process information such as:
Participant contact details.
Appointment dates and times.
Scheduling preferences.
Appointment confirmations and reminders.
Cancellation and attendance information.
Such information is used to administer coaching appointments and coordinate service delivery.
6. VIRTUAL COACHING AND ELECTRONIC COMMUNICATIONS
WellNEST may offer virtual coaching through Microsoft Teams, Zoom, Google Meet or another mutually agreed-upon video conferencing platform.
The specific platform used may depend on availability, service arrangements and Participant preference.
These platforms may independently collect or process account, device, connection, usage and technical information under their respective privacy policies and service terms.
Participants acknowledge that:
Virtual coaching involves third-party technology providers.
Electronic communications may involve third-party systems and service providers.
Participants should use a reasonably private environment and take appropriate precautions when discussing personal or professional matters.
Participants should avoid transmitting sensitive information through channels not designated for that purpose.
WellNEST will not record or transcribe coaching sessions without prior written consent of all required participants.
Recording, transcription, automated meeting summaries, AI-assisted meeting features and related storage functions will be subject to applicable authorization, privacy requirements and WellNEST's operational policies.
Use of a video conferencing platform does not independently establish that all communications are confidential, privileged or subject to any particular regulatory protection.
7. EMAIL AND OTHER BUSINESS COMMUNICATIONS
WellNEST may use third-party email, messaging and business communication services to respond to inquiries, coordinate appointments, deliver administrative information and communicate with Participants.
Communications may include enrollment confirmations, appointment reminders, purchase information, service updates and responses to Participant inquiries.
Participants should recognize that ordinary email and text messaging may not provide the same level of privacy as a properly configured secure communication system.
Participants should avoid sending identifiable patient information or unnecessary sensitive personal information through ordinary email, text messaging or website contact forms.
8. COOKIES, ANALYTICS AND WEBSITE TECHNOLOGIES
The WellNEST website, hosted through Squarespace, may use cookies and similar technologies to support website functionality, security, checkout, analytics and user experience.
Depending on the website configuration, these technologies may include:
Essential website and commerce cookies.
Website performance and analytics technologies.
Checkout and transaction-related technologies.
Squarespace Analytics.
Third-party analytics or tracking technologies, if enabled.
Technologies supporting website security and functionality.
Information collected may include IP address, browser type, device information, pages visited, referral sources and website interactions.
If additional analytics services, advertising pixels or similar tracking technologies are enabled, those providers may collect information according to their own policies and applicable settings.
WellNEST will review material tracking technologies before implementation to assess applicable disclosure, consent, opt-out and other privacy requirements.
Website visitors may manage certain cookies through available browser settings and applicable website privacy controls. Disabling certain technologies may affect website functionality, checkout or other services.
The specific cookies and tracking technologies in use depend on WellNEST's actual Squarespace configuration and enabled integrations.
9. INFORMATION SHARING AND THIRD-PARTY SERVICE PROVIDERS
WellNEST does not sell Participant coaching-session content or knowingly disclose confidential coaching communications for third-party advertising purposes.
WellNEST may disclose or permit access to personal information when reasonably necessary to operate its business, provide services, process transactions, maintain systems, comply with legal obligations or protect legitimate business and Participant interests.
Depending on the services and website configuration, authorized recipients may include:
Squarespace and website hosting, commerce and enrollment providers.
Payment processors supporting authorized transactions.
Scheduling and calendar-management providers.
Virtual meeting and electronic communication providers.
Business productivity, document management and storage providers.
Website analytics and security providers.
Professional advisors, including legal, accounting and insurance professionals.
Governmental, regulatory or law enforcement authorities when disclosure is required or permitted by law.
Service Provider Access
Third-party service providers may process personal information on WellNEST's behalf to perform assigned business functions.
Where appropriate, WellNEST will use reasonable contractual, administrative and technical measures to limit access, establish permitted purposes and protect information.
Service providers may also process certain information independently under their own privacy policies and service terms.
Advertising, Analytics and Tracking
The WellNEST website may use analytics and similar technologies to understand website performance, support website functionality and improve user experience.
Advertising pixels, targeted advertising technologies or integrations that disclose personal information to third parties for their own advertising purposes will not be enabled on enrollment or coaching-related pages without prior privacy and legal review.
WellNEST will evaluate applicable disclosure, consent, opt-out and other privacy requirements before implementing advertising or tracking technologies that involve personal information.
Coaching Information
Participant coaching communications, reflections and session content are intended for authorized coaching and program administration purposes.
WellNEST does not authorize the use of coaching-session content for third-party advertising, unrelated commercial profiling or unauthorized AI training.
Access to coaching information will be limited to individuals and service providers with a legitimate business need, subject to applicable confidentiality and security requirements.
Privacy Practices and Actual Configuration
WellNEST's privacy practices depend on the actual systems, vendors and integrations in use. The website configuration and applicable vendor policies should be reviewed periodically to ensure that this Notice accurately describes information collection, processing and disclosure.
10. CONFIDENTIALITY AND LIMITATIONS
WellNEST recognizes that confidentiality and trust are fundamental to the coaching relationship.
Individual coaching communications are not routinely disclosed to employers, hospitals, medical groups, colleagues or other third parties without appropriate authorization or another valid legal basis.
Confidentiality may be limited by:
Legally enforceable disclosure requirements.
Applicable mandatory reporting obligations.
Serious and imminent safety concerns where disclosure is permitted or required by law.
Participant authorization.
Other disclosures permitted or required by applicable law.
Where legally permissible, disclosures will be limited to information reasonably necessary for the applicable purpose.
Coaching communications are not necessarily protected by physician-patient privilege, psychotherapist privilege or other evidentiary privileges.
Participants should exercise discretion when sharing highly sensitive personal or professional information.
11. DATA SECURITY AND RECORDKEEPING
WellNEST uses reasonable administrative, technical and organizational safeguards intended to protect personal information against unauthorized access, use, disclosure, alteration or destruction.
The nature of these safeguards will depend on the information involved, the systems used and applicable legal requirements.
WellNEST may maintain limited administrative and coaching records for:
Service delivery and continuity.
Scheduling and attendance.
Payment and transaction administration.
Program administration and quality improvement.
Responding to complaints and disputes.
Legal, regulatory and contractual compliance.
Information will be retained for periods reasonably necessary for these purposes and applicable legal or contractual obligations.
When information is no longer required, WellNEST will take reasonable steps toward secure disposal or de-identification, where appropriate.
No electronic transmission, storage system or security measure can be guaranteed to be completely secure.
12. PRIVACY INCIDENTS AND LEGAL NOTIFICATIONS
WellNEST maintains reasonable procedures for reviewing suspected privacy and information security incidents involving personal information.
If an incident occurs, WellNEST will assess the circumstances, take appropriate steps to address the incident and provide notifications when required by applicable law.
Applicable obligations may include Arizona data breach notification requirements, federal privacy requirements or other applicable laws depending on the information involved and WellNEST's legal status.
13. PRIVACY AND REGULATORY STATUS
WellNEST provides professional coaching services rather than healthcare services.
Participant information is collected and maintained for enrollment, service delivery, scheduling, payment, communications and legitimate business administration.
WellNEST does not request medical records, identifiable patient information or clinical health histories as part of its coaching programs.
WellNEST's privacy obligations depend on its actual business activities, services, relationships and applicable law.
The use of Squarespace, payment processors, Microsoft Teams, Zoom, Google Meet or another third-party platform does not independently establish compliance with any particular privacy framework.
If a particular business relationship or activity subjects WellNEST to additional privacy requirements, applicable obligations will be addressed accordingly.
Nothing in this Notice limits privacy, consumer protection or data security rights provided by applicable law.
14. PRIVACY REQUESTS
Participants and website visitors may submit reasonable questions or requests concerning their personal information through the contact channels available on the WellNEST website.
Requests will be reviewed and addressed in accordance with applicable law, including legitimate business, security, legal and recordkeeping obligations.
15. THIRD-PARTY WEBSITES AND SERVICES
The WellNEST website or communications may contain links to third-party websites or services.
WellNEST is not responsible for the independent privacy practices, content or security of third-party websites.
Individuals are encouraged to review the applicable privacy policies before providing information through those services.
16. CHANGES TO THIS NOTICE
WellNEST may update this Notice to reflect changes in its services, technology providers, information practices or applicable legal requirements.
The current version will be made available through the WellNEST website. Material changes will be communicated as required by applicable law.
WELLNEST MEDICINE LLC