PiQWell Privacy Policy

1Information We Collect

We collect information in two ways: information you provide directly to us, and information collected automatically when you visit our website.

Information you provide:

• Contact information — name, email address, phone number, mailing address
• Demographic information — date of birth, gender identity, preferred language
• Insurance information — insurance carrier, member ID, group number, and benefits details
• Health information — symptoms, mental health history, treatment preferences, and clinical records created during your care
• Payment information — billing details processed securely through our HIPAA-compliant payment system
• Personality quiz responses — answers to our matching questionnaire used solely to recommend compatible providers

Information collected automatically:

• IP address, browser type, and device information
• Pages visited, time spent on the site, and referring URLs
• Cookie identifiers (see Section 6)

2How We Use Your Information

We use the information we collect for the following purposes:

• To provide and coordinate your care — scheduling appointments, communicating with your care team, and maintaining your clinical records
• To match you with providers — your quiz responses are used exclusively to rank provider compatibility and are never sold or shared with third parties
• To verify insurance benefits — we contact your insurance carrier on your behalf to confirm coverage before your first session
• To process payments — billing, co-pay collection, and insurance claim submission
• To communicate with you — appointment reminders, care updates, and responses to your inquiries
• To improve our services — aggregate, de-identified data may be used to analyze and improve our matching algorithms and clinical workflows
• To comply with legal obligations — as required by HIPAA, Texas state law, and applicable federal regulations

3HIPAA & Protected Health Information

PiQWell is a HIPAA-covered entity. Your Protected Health Information (PHI) — any information that identifies you and relates to your health, treatment, or payment — is governed by the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations.

Your PHI may include:

• Clinical notes, diagnoses, and treatment plans
• Prescription and medication records
• Insurance and billing information linked to your care
• Any communications with your provider that contain health-related information

Under HIPAA, you have the right to:

• Access and receive a copy of your medical records
• Request corrections to inaccurate records
• Receive an accounting of disclosures of your PHI
• Request restrictions on how your PHI is used
• File a complaint if you believe your rights have been violated

4How We Share Your Information

We share your information only in the following circumstances:

Treatment, payment, and healthcare operations (HIPAA-permitted):

• With your treating providers and clinical staff within PiQWell
• With insurance carriers to process claims and verify benefits
• With laboratories, pharmacies, or other healthcare providers involved in your care (with your consent)

Service providers (Business Associates):

We work with third-party vendors who help us operate our practice — including our electronic health record system, scheduling platform (SimplePractice), telehealth software, and payment processor. Each vendor signs a Business Associate Agreement (BAA) requiring them to safeguard your information under HIPAA standards.

Required by law:

• In response to valid legal process (court orders, subpoenas)
• To report abuse, neglect, or imminent danger as required by Texas law
• To public health authorities for required reporting
• To avert a serious and imminent threat to health or safety

With your written authorization:

Any other disclosure — including to family members, employers, schools, or other providers — requires your explicit written consent, which you may revoke at any time.

5Data Security

We take the security of your information seriously and implement multiple layers of protection:

• Encryption — All data transmitted to and from our website and patient portal is encrypted using TLS (Transport Layer Security). PHI at rest is encrypted using AES-256 encryption.
• Access controls — Only authorized staff and providers who need your information to provide care can access your records. All access is logged and audited.
• HIPAA-compliant platforms — We use only HIPAA-compliant software for scheduling, telehealth, clinical documentation, and billing — each covered by a signed BAA.
• Staff training — All PiQWell staff receive mandatory HIPAA training and are bound by confidentiality agreements.
• Breach notification — In the unlikely event of a data breach affecting your PHI, we will notify you and the appropriate authorities as required by the HIPAA Breach Notification Rule.

6Cookies & Website Tracking

Our website uses cookies and similar technologies to improve your browsing experience. Cookies are small text files stored on your device.

Types of cookies we use:

• Essential cookies — Required for the website to function (e.g., session management, form submission). These cannot be disabled.
• Analytics cookies — Help us understand how visitors use our site (pages visited, time on page). We use aggregate, anonymized data only.
• Preference cookies — Remember your settings and preferences for future visits.

We do not use advertising or behavioral tracking cookies. We do not allow third-party advertising networks to place cookies on our site.

You can control cookies through your browser settings. Disabling cookies may affect some site functionality, but will not affect your ability to access care.

7Telehealth & Digital Communications

PiQWell offers telehealth (video) sessions through a HIPAA-compliant platform. By participating in telehealth, you acknowledge:

• Sessions are conducted over an encrypted, HIPAA-compliant video connection
• You are responsible for your own privacy in the environment where you receive telehealth services
• Sessions are never recorded without your explicit written consent
• Technical issues may occasionally interrupt sessions — your provider will contact you to reschedule if needed

Email and text communications: Standard email and SMS are not fully secure or encrypted. We use secure messaging through our patient portal for sensitive clinical communications. Routine appointment reminders may be sent via text or email with your consent.

8Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Right to access — Request a copy of the personal information we hold about you
• Right to correction — Request that we correct inaccurate or incomplete information
• Right to deletion — Request deletion of your personal information, subject to legal and clinical record retention requirements
• Right to restrict processing — Request that we limit how we use your information in certain circumstances
• Right to data portability — Request your information in a structured, machine-readable format
• Right to withdraw consent — Where we rely on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing
• Right to file a complaint — You may file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at www.hhs.gov/ocr

To exercise any of these rights, contact us using the information in Section 11. We will respond within 30 days.

9Children's Privacy

PiQWell's services are intended for adults aged 18 and older. We do not knowingly collect personal information from children under 13 without verifiable parental consent.

If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us immediately at info@piqwell.com and we will take prompt action to remove that information.

Minors aged 13–17 may receive services only with documented parental or guardian consent, in accordance with Texas law. A parent or guardian must authorize and co-sign all consent forms.

10Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Post a notice on our website homepage
• Notify active patients via email or secure message through the patient portal

We encourage you to review this policy periodically. Your continued use of PiQWell's services after any changes constitutes your acceptance of the updated policy.

11Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or the handling of your information, please reach out: