Integrated Wellness Care

Effective Date: March 19, 2026

Last Updated: March 19, 2026

Integrated Wellness Care (“Integrated Wellness Care,” “we,” “us,” or “our”) respects your privacy and is committed to protecting it. This Privacy Policy explains how we collect, use, share, and safeguard your personal information when you visit our website(s), communicate with us, or use our services, including 1:1 coaching, group coaching, educational lab review, and supplement protocol education (collectively, the “Website” and “Services”).

By using our Website or Services, you consent to the practices described in this Privacy Policy.

1) Scope of This Privacy Policy

This Privacy Policy applies to information we collect:

• on our Website and related pages (including contact forms and embedded content);
• through Practice Better (our client portal) and related workflows (intake forms, messaging, scheduling, program delivery, and file sharing);
• through email, text, and other electronic communications between you and us; and
• in offline interactions where we reference this Privacy Policy.

This Privacy Policy does not apply to third-party websites, apps, or services that we do not control, even if we link to them.

2) Information We Collect

We collect information in three ways: (A) Information you provide, (B) Information collected automatically, and (C) Information from third parties.

(A) Information you provide

Depending on how you interact with us, you may provide:

Contact & account information

• name
• email address
• phone number
• mailing address
• login/account information (if applicable via Practice Better or other tools)

Client and service-related information

• appointment requests and scheduling details
• communications (emails, portal messages, support requests)
• coaching goals and background information you choose to share
• health history/intake forms and questionnaires
• files you upload or share through Practice Better (as applicable)

Transaction information

• billing address and purchase details
• payment confirmation and billing status

Important note about payments: Payment card details are generally collected and processed by our payment processor and/or Practice Better; we do not intentionally store full payment card numbers on our servers.

(B) Information We Collect Automatically (Device & Usage Data)

When you visit our Website, we may automatically collect:

• IP address (and approximate location derived from IP)
• browser type and settings
• device type and identifiers
• operating system
• referring/exit pages
• pages viewed, time spent, clicks, and other usage activity
• date/time stamps and diagnostic data (to help maintain site performance and security)

This data is collected through cookies and similar tracking technologies (see Section 9).

(C) Information We Receive from Third Parties

We may receive information from third parties such as:

• Practice Better (service delivery, scheduling, intake, portal communications)
• payment processors (e.g., payment confirmation, partial payment method data, billing status)
• email service providers (subscription status and engagement metrics)
• analytics and advertising partners (site performance and campaign measurement data)
• social media platforms (if you interact with our profiles, subject to your settings)

3) Health Information, Intake Forms, and Confidentiality Note

Some information you provide may relate to your health and is sensitive. We use safeguards designed to protect this information and limit access to authorized individuals.

HIPAA note: If any HIPAA-related obligations apply to any portion of our operations, we will provide any required notices and additional disclosures to clients as applicable. 

We treat health-related information with heightened care and confidentiality.

Secure communication: Please use Practice Better (or the secure method we specify) to share sensitive health information. Standard website contact forms and email may not be the most secure channels.

4) How We Use Your Information

We use information we collect to:

• provide, operate, and maintain the Website and Services
• create and manage your client experience through Practice Better
• schedule, deliver, and administer sessions and programs
• process purchases and deliver requested materials/services
• communicate with you about your purchases, appointments, and participation
• respond to questions, requests, and support needs
• send administrative messages (e.g., changes to services, policies, or availability)
• improve our Website, Services, and user experience
• detect and prevent fraud, misuse, security incidents, and policy violations
• comply with legal obligations and enforce our Terms & Conditions

With your consent where required (or where otherwise permitted by law), we may send newsletters, educational updates, and promotional messages. You can unsubscribe at any time (see Section 7).

5) How We Share Your Information

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

Service Providers (Vendors)

We may share information with trusted vendors who help us operate our business, such as:

• Practice Better (client portal, scheduling, forms, secure messaging, program delivery)
• payment processing providers
• email delivery and marketing providers
• website hosting and IT support (including Word Press)
• security and fraud prevention tools

These vendors are authorized to use information only as needed to provide services to us and are expected to protect it in a manner consistent with their own policies and applicable law.

Legal, Safety, and Business Transfers

We may disclose information if we believe it is necessary to:

• comply with a legal obligation, court order, subpoena, or lawful request
• protect and defend our rights, property, or safety, and the rights/safety of others
• investigate or help prevent fraud, security issues, or violations of our policies

If we are involved in a merger, acquisition, restructuring, financing, or sale of assets, information may be transferred as part of the transaction, subject to appropriate confidentiality protections.

With Your  Consent

We may share information with your consent or at your direction.

6) International Visitors

Our business is based in the United States. If you access the Website from outside the U.S., you understand that your information may be processed and stored in the United States or other jurisdictions where our service providers operate.

7) Email Marketing, Opt-Out, and Service Messages

If you opt in to receive emails (or if you purchase and we are permitted to contact you about service-related matters), we may send:

• newsletters and educational content
• announcements and promotions
• event invitations
• updates about Services

You can unsubscribe from marketing emails at any time using the link at the bottom of our emails.

Even if you unsubscribe from marketing emails, we may still send essential, non-promotional communications related to:

• purchases and receipts
• appointment reminders and scheduling changes
• account notices
• policy updates affecting your use of the Services

8) Data Retention

We retain information only for as long as reasonably necessary to:

• deliver Services and maintain business records
• comply with legal, accounting, and regulatory obligations
• resolve disputes and enforce agreements

Retention periods vary based on the type of information and the purpose for which it was collected.

9) Cookies, Analytics, and Tracking Technologies (Included Cookie Policy)

Cookies are small data files stored on your device that help websites function and provide information to website owners. We may also use similar technologies such as pixels, tags, web beacons, and log files.

We may use cookies to:

• • ensure the Website works properly
  • remember preferences and settings
  • understand Website traffic and usage patterns
  • improve Website performance and user experience

• help maintain Website security and prevent abuse 

Types of Cookies we may use include:

• Strictly Necessary Cookies: required for core Website functionality and security.
• Functional Cookies: remember choices and preferences.
• Performance/Analytics Cookies: help us understand how the Website is used.

Managing cookies: You can control cookies through your browser settings, including deleting existing cookies and blocking new cookies. If you disable cookies, parts of the Website may not function properly.

Note: At this time, we do not use Google Analytics. If we implement additional analytics, advertising, or tracking tools in the future, we will update this policy as appropriate.

10) Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. However, no electronic transmission or storage method is guaranteed to be 100% secure. You use the Website and share information at your own risk.

You are responsible for maintaining the confidentiality of any login credentials and using secure devices and networks.

11) Your Rights and Choices

Depending on your location, you may have rights regarding your personal information, including the right to request:

• access to information we hold about you
• correction of inaccurate information
• deletion of certain information (subject to legal exceptions)
• restriction or objection to certain processing
• portability of certain information

To make a privacy request, contact us using the information in Section 14. We may verify your identity before fulfilling certain requests.

12) Children’s Privacy

Our Website and Services are not intended for children under 13, and we do not knowingly collect personal information from children under 13. If you believe we collected information from a child, contact us and we will take appropriate steps to delete it.

13) Public Areas and Group Settings

If you voluntarily share information in public, or in semi-public settings (e.g., social media comments), that information may be viewed by others and is not protected by this Privacy Policy.

Group coaching includes participant interaction. While we expect participants to respect confidentiality, we cannot guarantee that other participants will keep information confidential. Please use discretion when sharing personal details in group settings.

14) Contact Us

For questions about this Privacy Policy or to make a privacy request, contact:

Integrated Wellness Care

Email: [email protected]

Mailing Address: 278 Cedar Lane SE #4135, Vienna, Virginia 22180-6613, United States 

15) Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the “Last Updated” date. Your continued use of the Website or Services after changes become effective constitutes acceptance of the updated policy.