Privacy Policy – Hervolve Wellness

At Hervolve Wellness LLC, we take your privacy seriously and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and safeguard your information when you engage with our services — whether in-person, through telehealth, or via our online store.

In addition to this Privacy Policy, please review our Terms of Use and any service-specific agreements or consent forms provided to you. If you are a patient receiving health-related services, please also refer to our Notice of Privacy Practices, which explains your rights and our obligations under the Health Insurance Portability and Accountability Act (HIPAA) regarding your protected health information (PHI).

This Privacy Policy applies to all Hervolve Wellness LLC websites, telehealth platforms, and other online properties where it is posted. Some products or services — such as functional lab testing or supplement orders — may have additional terms and privacy notices specific to those services. We encourage you to review all applicable policies before using our services.

What Information We Collect

We respect your privacy and are committed to protecting your personal information. We collect information in two primary ways:

Information you provide to us directly
Information we collect automatically when you use our services

1. Information You Provide to Us

We may collect and store information that you voluntarily provide through our website, telehealth platform, in-person interactions, or any other communication with Hervolve Wellness LLC. This may include:

Personal Identifiers: Name, mailing address, billing address, shipping address, email address, telephone numbers (home, work, mobile), date of birth, and emergency contact information.
Health & Medical Information (Protected Health Information/PHI): Medical history, current health conditions, medications, lab results, functional test results, supplement usage, treatment plans, pregnancy status, mental health information, and any other health-related details necessary to provide care.
Payment Information: Bank account number, credit or debit card number, insurance information, and billing details (used only for payment processing).
Demographic Information: Gender identity, race, ethnicity, preferred language, and other information you may choose to share.
Communications: Records and copies of your correspondence with us, including emails, chat messages, telehealth session notes, and appointment requests.
Forms & Transactions: Information submitted through appointment requests, supplement purchases, lab orders, or other service forms.
Surveys & Feedback: Responses to questionnaires or surveys for research, quality improvement, or marketing purposes.
User Contributions: Information you choose to post or share publicly on our website or social media platforms (shared at your own discretion).

Important: While we take steps to protect your privacy, no security measure is completely impenetrable. We encourage you to use caution when sharing information in any public forum.

2. Information We Collect Automatically

When you visit or interact with our website, e-commerce store, or telehealth platform, we may automatically collect certain information, including:

Usage Details: Pages you visit, date and time of your visit, referring/exit pages, clicks, time spent on pages, and error reports.
Device Information: Your device type, IP address, operating system, browser type, and app version.
Location Data: Approximate location based on your IP address or geolocation data (if you enable location services). We may use this to confirm your location for telehealth eligibility or appointment check-ins.
Cookies & Tracking Technologies: We use cookies, pixel tags, and similar tools to store your preferences, authenticate your session, and improve our services. You can control cookies through your browser settings, but some features may not function without them.
Analytics & Performance Tools: We use Google Analytics and similar services to understand how visitors interact with our site and improve the user experience. You can learn more about how Google uses data here: How Google Uses Information.
Marketing & Advertising: With your consent, we may use automated tools to deliver relevant product recommendations or health content based on your browsing history.

Do Not Track Signals

Some browsers allow you to send a “Do Not Track” request to websites. At this time, Hervolve Wellness LLC does not respond to these signals. However, we do not engage in third-party tracking of your online activities for advertising purposes unless you have explicitly opted in.

Email Communications, Newsletters, and Related Services

Hervolve Wellness LLC offers opportunities for you to receive communications from us, including email newsletters, appointment reminders, product updates, and health-related resources. You may unsubscribe from marketing emails at any time by using the unsubscribe link included in each email or by contacting us directly.

If you sign up for our newsletters or other communications, we may send you updates about:

Health and wellness tips
New services or products (including supplements and lab tests)
Special offers and promotions
Educational events, webinars, or workshops

Important: Email communications that you send to us via our website contact forms or direct email may be shared with the Hervolve Wellness LLC team member best suited to address your inquiry. This could include administrative staff, healthcare providers, or technical support. We aim to respond promptly to all messages.

Please note: Unless you use our secure patient portal or another encrypted method provided by us, email communications are not automatically encrypted. This means there is a risk that unencrypted messages sent over the internet could be accessed by unauthorized parties during transmission. For your protection, please avoid sending sensitive health or payment information via regular email.

Secure Communication for Health Information:
If you need to share any personal health information (PHI) with us, we require that you use our secure, HIPAA-compliant communication channels — such as our encrypted patient portal or secure messaging platform. This ensures that your information is transmitted and stored in compliance with federal privacy laws. Regular email should not be used to transmit PHI.

Surveys

From time to time, Hervolve Wellness LLC may invite you to participate in surveys. These surveys help us improve our services, website, and overall client experience.

Survey data is generally collected in aggregated, de-identified form so that it cannot be linked back to you personally.
If a survey requests personally identifiable information (such as your name or email address) for follow-up purposes, providing this information is entirely voluntary.
Any personal information collected through surveys will be shared only with those who need to see it to respond to your inquiry or with trusted third-party service providers who manage survey data on our behalf.
All third-party vendors are required by contract to keep survey data confidential and, if applicable, comply with HIPAA standards for health-related surveys.

How We Use the Information We Collect

In addition to the specific uses described in earlier sections, Hervolve Wellness LLC uses the information we collect — including personal data and, where applicable, protected health information (PHI) — for purposes such as:

Providing and improving healthcare services through in-person visits, telehealth appointments, and follow-up care.
Optimizing the performance and user experience of our website, telehealth platform, and online store.
Fulfilling purchases, orders, and requests for supplements, functional lab testing kits, and other products or services available through our e-commerce platform.
Processing returns and exchanges for products purchased through our online store.
Tracking and confirming online orders to ensure accurate fulfillment and delivery.
Delivering products or facilitating lab testing services, including coordination with third-party vendors.
Marketing and advertising our products and services, including tailoring recommendations and offers based on your interactions with our website, telehealth services, and newsletters (only in accordance with your stated marketing preferences).
Sending you educational content and newsletters related to health, wellness, and services we offer (with the ability to opt out at any time).
Conducting research and analysis to improve our services, products, and educational offerings.
Communicating with you about your account, appointments, events, surveys, and other relevant updates.
Establishing and managing your account with Hervolve Wellness LLC, including secure access to your patient portal.

We may combine the information we collect through our website, telehealth services, in-person visits, and online store with other information you provide to us. If any of this information is combined with your PHI, we will treat the combined information as PHI and will only use or disclose it in accordance with our HIPAA Notice of Privacy Practices.

Additional Privacy Commitments

No Use of PHI for Marketing Without Authorization: Hervolve Wellness LLC will never use or disclose your protected health information for marketing purposes without your explicit, written authorization, except where permitted by law (for example, to communicate directly with you about a service you already receive from us).
Separation of PHI and Non-PHI Data: Any non-PHI data collected through website analytics, cookies, or tracking technologies is stored separately from PHI. This ensures that browsing behavior, website usage patterns, and marketing data cannot be directly linked to your medical records or health information without your consent.
Maryland-Specific Privacy Protections: In addition to federal HIPAA regulations, Hervolve Wellness LLC complies with all applicable Maryland state privacy laws, including laws governing the confidentiality of medical records and patient communications. Where Maryland law provides stricter protections than HIPAA, we follow the higher standard to safeguard your privacy.

Text Messaging (SMS) Communications

If you choose to sign up to receive text messages from Hervolve Wellness LLC, you are consenting to receive messages related to your relationship with us. These may include:

Appointment reminders and updates
Secure portal notifications (you will be directed to log in to our HIPAA-compliant platform to view sensitive details)
Billing notifications
Order and shipping updates for supplements or lab kits
Care management reminders (e.g., follow-up check-ins, general wellness tips, medication or supplement reminders)
One-time passcodes for account security

Important: Unless otherwise noted, text messages are not encrypted, which means they may not be a secure method for sharing protected health information (PHI). For your privacy and security, we will never include detailed PHI in text messages. Any sensitive details will be shared only through our secure, HIPAA-compliant communication platforms.

Patient Acknowledgment of SMS Risks

By enrolling in our text messaging program, you acknowledge and agree to the following:

Text messages are not encrypted and may be intercepted or viewed by unauthorized parties while in transit.
Hervolve Wellness LLC will not send detailed PHI via text messages, but minimal identifying information (such as your name or appointment date) may be included in reminders or notifications.
You accept any risks associated with receiving such messages on your mobile device.
You are responsible for maintaining the privacy of your device and ensuring that others cannot access messages intended for you.

Message Frequency & Charges:

Message frequency will vary depending on your engagement with our services.
Standard message and data rates from your mobile carrier may apply.

Opting Out:

You may opt out of receiving text messages at any time by replying STOP to the number or short code from which you received the message.
After sending STOP, you will receive one final message confirming your unsubscription. You will no longer receive messages from that number unless you choose to re-enroll.
To re-enroll, you may sign up again through your Hervolve Wellness LLC account or request assistance from our team.

Getting Help:

Email: info@hervlovewellness.com

Disclaimer:
Mobile carriers are not liable for delayed or undelivered messages.

How We Share Your Information

Hervolve Wellness LLC values your privacy and will only share your information when it is necessary, legally required, or with your authorization.

We may share your information in the following ways:

1. For Treatment, Payment, and Healthcare Operations (PHI under HIPAA)

If you are receiving healthcare services from Hervolve Wellness LLC, we may use and disclose your protected health information (PHI) for purposes allowed under HIPAA, including:

Treatment: Sharing information with other healthcare providers involved in your care (e.g., physicians, specialists, laboratories) to coordinate your treatment.
Payment: Using PHI to process billing, verify insurance coverage, and coordinate payment with your health plan or other payers.
Healthcare Operations: Using PHI to manage our practice, improve quality of care, train staff, and conduct internal audits.

2. With Your Authorization

We will not use or disclose your PHI for purposes not described in this Privacy Policy or our Notice of Privacy Practices without your explicit, written authorization. This includes:

Marketing Purposes: We will never use PHI for marketing without your written consent.
Sale of Information: We do not sell your PHI or personal information.

You may revoke your authorization at any time in writing, except to the extent that we have already acted on it.

3. To Comply with Laws and Regulations

We may share information (including PHI and non-PHI) when required by law, such as in response to:

Court orders or subpoenas
Public health reporting requirements
Regulatory or licensing agency requests
Law enforcement investigations, where permitted by HIPAA and Maryland law

4. With Trusted Service Providers (Business Associates)

We may share information with third-party vendors, contractors, and service providers who assist us in delivering our services. Examples include:

Telehealth platform providers
Laboratory partners and supplement distributors
Payment processors
IT, analytics, and marketing support services

All vendors who have access to PHI are required by law and by contract to comply with HIPAA and maintain the confidentiality and security of your information.

5. For E-Commerce and Website Operations (Non-PHI)

We may share limited non-PHI information with third parties to:

Fulfill and ship product orders
Process payments and returns
Improve our website performance and analytics
Deliver targeted promotions, only in accordance with your marketing preferences

This information is stored separately from PHI to ensure that your medical data remains private.

6. In Case of a Business Transfer

If Hervolve Wellness LLC merges with, is acquired by, or sells assets to another entity, your information (including PHI) may be transferred to the new owner. If PHI is involved, the transfer will comply with HIPAA and Maryland privacy laws.

7. Maryland-Specific Privacy Protections

In addition to federal HIPAA protections, Maryland law provides additional safeguards for certain sensitive medical information, including mental health, substance use, and reproductive health records. We will not share such information without your explicit consent, except where required or permitted by Maryland law.

Data Security and Retention

Hervolve Wellness LLC takes the confidentiality, integrity, and availability of your information seriously. We have implemented administrative, technical, and physical safeguards to protect the information we collect, including your protected health information (PHI), in compliance with HIPAA and applicable Maryland state laws.

1. Security Measures

We use a combination of industry-standard security practices to protect your information, including:

Encryption: PHI is encrypted during transmission (e.g., via our secure patient portal and telehealth platform) and, where feasible, during storage.
Access Controls: PHI and sensitive personal information are accessible only to authorized Hervolve Wellness LLC personnel and trusted vendors who require access to perform their duties.
Secure Telehealth & E-Commerce Platforms: We use HIPAA-compliant telehealth platforms and secure payment gateways to protect both medical and financial information.
Firewall and Intrusion Detection Systems: To help protect against unauthorized access to our systems.
Regular Security Audits: Routine monitoring and testing of our systems to identify and address vulnerabilities.
Vendor Compliance: All business associates and service providers with access to PHI are required by law and contract to maintain HIPAA-compliant safeguards.

2. Your Role in Security

While we take steps to safeguard your information, you also play an important role in protecting your privacy:

Use strong, unique passwords for your Hervolve Wellness LLC accounts.
Do not share your login credentials with others.
Log out of your patient portal and e-commerce account when finished.
Avoid sending PHI via unencrypted email or text.

3. Data Retention

We retain information only for as long as necessary to fulfill the purposes for which it was collected or as required by law.

PHI: Retained for the period required by HIPAA and Maryland medical record retention laws, typically at least 6 years from the date of creation or the last date of treatment, whichever is later. Some records, such as pediatric medical records, may be retained longer in accordance with Maryland requirements.
E-Commerce & Transaction Data: Retained for accounting, legal, and tax purposes for the time required by applicable law (generally 3–7 years).
Website Analytics Data: Stored separately from PHI and retained for as long as needed to support site functionality and business analysis, typically no longer than 24 months.

After the retention period, we securely dispose of or de-identify your information in accordance with applicable laws and industry best practices.

4. Breach Notification

In the event of a data breach involving your PHI or personal information, Hervolve Wellness LLC will follow all applicable HIPAA and Maryland breach notification requirements. This includes:

Promptly investigating the incident
Taking corrective measures to contain the breach
Notifying you without unreasonable delay (no later than 60 days from discovery, as required by HIPAA) if your information is involved
Reporting the breach to regulators, if required by law

Your Choices Regarding the Use and Disclosure of Your Information

Hervolve Wellness LLC respects your right to control how your personal information is used and shared. While we do not sell your personal data, we may partner with trusted service providers to deliver certain features of our website, telehealth platform, and online store.

Third-Party Cookies and Tracking:
Our advertising partners and other third parties may use cookies, pixels, and similar tracking tools on our site. While they have agreed not to collect personally identifiable information from visitors without consent, we do not control their use of cookies or how they handle aggregated, non-identifiable information. Please review their individual privacy policies for details.
Cookie Settings and Advertising Controls:
You can set your browser or device to block all or some cookies, or to alert you when cookies are placed. Blocking cookies may impact the functionality of certain parts of our website.
Marketing and Promotional Emails:
If you no longer wish to receive marketing emails from us, you may unsubscribe at any time by clicking the “unsubscribe” link in our emails or by contacting us directly. This does not affect transactional emails related to purchases, appointments, or your patient account.
Affiliate and Partner Communications:
If you consent to receive communications from our affiliates or partners, you can opt out at any time by using the unsubscribe link in those communications or by contacting us.
Targeted Advertising:
You may see ads for Hervolve Wellness LLC on other websites or social media platforms based on your interactions with our site. You can opt out of interest-based advertising through the Digital Advertising Alliance (youradchoices.com) or the Network Advertising Initiative (thenai.org). Please note that opting out does not remove all ads; it only prevents ads from being tailored to your online activity.

Your Rights Regarding Your Information

As a client or patient of Hervolve Wellness LLC, you have important rights regarding your personal information and protected health information (PHI). These rights are designed to give you control over how your data is used, shared, and maintained.

1. Your Rights Under HIPAA

If you receive healthcare services from us, you have the following rights with respect to your PHI:

Right to Access: You may request a copy of your medical records, billing records, and other PHI we maintain about you.
Right to Amend: You may request corrections to your PHI if you believe it is incomplete or inaccurate.
Right to Request Restrictions: You may ask us to limit how we use or share your PHI for treatment, payment, or healthcare operations. While we are not required to agree to all requests, we will comply whenever legally and operationally feasible.
Right to Confidential Communications: You may request that we communicate with you in a specific way (e.g., at a different address, via secure portal only).
Right to an Accounting of Disclosures: You may request a list of certain disclosures of your PHI we have made in the past six years, excluding those for treatment, payment, and healthcare operations.
Right to Receive a Paper Copy: You may request a printed copy of our Notice of Privacy Practices at any time.

2. Your Rights Regarding Personal Data (Non-PHI)

For personal information collected through our website, e-commerce store, or marketing platforms (not tied to your medical record), you have the right to:

Request a copy of the personal information we have about you.
Request correction or deletion of personal information we maintain, subject to applicable laws and retention requirements.
Opt out of marketing communications at any time.
Limit the use of cookies or tracking technologies by adjusting your browser settings.

3. Maryland-Specific Privacy Rights

Maryland law provides additional protections for certain types of sensitive medical information, including mental health, substance use disorder, and reproductive health records. We will not share this information without your written consent, except as required or permitted by law.

4. How to Exercise Your Rights

To make a request regarding your PHI or personal information, please contact us:
Email: info@hervolvewellness.com

We may require you to verify your identity before fulfilling your request. For certain requests, we may also require a written, signed form.

Changes to This Privacy Policy

Hervolve Wellness LLC may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, or privacy practices. When we make updates, we will:

Post the revised Privacy Policy on our website with a new “Last Updated” date at the top of the page.
Provide notice of significant changes through our website, email, or other appropriate communication channels before the changes take effect, when required by law.
Update any related patient or client materials, such as our Notice of Privacy Practices, to reflect applicable changes.

We encourage you to review this Privacy Policy periodically so you are informed about how we protect your information. Your continued use of our services after changes have been posted constitutes your acceptance of the updated Privacy Policy, unless otherwise required by law.

Contact Information

If you have questions about this Privacy Policy, our privacy practices, or your rights under HIPAA and Maryland law, please contact us:

Hervolve Wellness LLC LLC

Email: info@hervolvewellness.com

You may also contact us if you wish to:

Request access to or correction of your information
File a complaint about how we have handled your information
Opt out of marketing communications
Request more information about our privacy practices