PRIVACY POLICY
Effective Date: January 1, 2024
INTRODUCTION
WholeMind Technologies LLC ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our WholeMind application and services (the "Service").
By using the Service, you consent to the data practices described in this policy.
INFORMATION WE COLLECT
1. PERSONAL INFORMATION
- Name and contact information (email, phone number)
- Date of birth
- Account credentials
- User type (patient, clinician, child)
2. HEALTH INFORMATION
- Mental health assessment responses
- Challenge progress and achievements
- Chat conversations with AI services
- Notes and journal entries
- Mood tracking data
3. USAGE INFORMATION
- App usage patterns and preferences
- Device information and identifiers
- Log data and analytics
HIPAA COMPLIANCE
WHEN LINKED WITH LICENSED HEALTHCARE PROVIDERS:
Protected Health Information (PHI) shared with or created by licensed healthcare providers through the Service is subject to HIPAA regulations. We implement administrative, physical, and technical safeguards to protect PHI:
- Encryption: AES-256 for data at rest, TLS 1.3 for data in transit
- Access controls and authentication requirements
- Audit logs and monitoring
- Business Associate Agreements with healthcare providers
- Regular security assessments and updates
You have rights under HIPAA including:
- Right to access your health information
- Right to request corrections
- Right to receive a list of disclosures
- Right to request restrictions on uses and disclosures
HOW WE USE YOUR INFORMATION
We use your information to:
- Provide and maintain the Service
- Personalize your experience
- Facilitate clinician-patient relationships
- Send administrative communications
- Improve our Service and develop new features
- Comply with legal obligations
- Protect safety and prevent fraud
INFORMATION SHARING
We do not sell, rent, or trade your personal information. We may share information:
- WITH YOUR CONSENT: When you explicitly agree
- WITH HEALTHCARE PROVIDERS: When you establish clinician relationships
- FOR LEGAL COMPLIANCE: To comply with laws, court orders, or legal processes
- FOR SAFETY: To protect rights, property, or safety
- WITH SERVICE PROVIDERS: Who assist in operating our Service under strict confidentiality
- IN BUSINESS TRANSFERS: In connection with mergers or acquisitions
DATA SECURITY
We implement industry-standard security measures:
- Encryption of data at rest and in transit
- Secure data centers with physical access controls
- Regular security audits and penetration testing
- Employee training on data protection
- Incident response procedures
However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.
CHILDREN'S PRIVACY
For users under 18:
- Parental consent is required for users under 18
- Parents may access and control their child's information
- We do not knowingly collect information from children under 13 without parental consent
- Special protections apply to minor's mental health information
DATA RETENTION
We retain your information for as long as:
- Your account is active
- Necessary to provide services
- Required by law or regulations
- Needed for legitimate business purposes
You may request deletion of your account and associated data, subject to legal retention requirements.
YOUR RIGHTS AND CHOICES
You have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion of your information
- Object to certain processing
- Data portability
- Withdraw consent
- Opt-out of marketing communications
To exercise these rights, contact us at: privacy@wholemind.tech
AI AND AUTOMATED PROCESSING
Our Service uses artificial intelligence to:
- Provide conversational support
- Generate personalized recommendations
- Analyze patterns for service improvement
AI processing does not replace human clinical judgment. You have the right to request human review of automated decisions.
CHANGES TO THIS POLICY
We may update this Privacy Policy periodically. We will notify you of material changes by:
- Posting the new policy with updated effective date
- Sending email notification for significant changes
- Obtaining consent where required by law
CONTACT US
For privacy-related questions or concerns:
WholeMind Technologies LLC
Privacy Officer
Email: privacy@wholemind.tech
For HIPAA-related inquiries:
Email: hipaa@wholemind.tech
You may also file a complaint with supervisory authorities if you believe your privacy rights have been violated.
CRISIS RESOURCES
If you are in crisis:
- National Suicide Prevention Lifeline: 988
- Crisis Text Line: Text HOME to 741741
- Emergency Services: 911