Privacy Policy

1. Who We Are

1836 Wellness LLC ("we," "our," or "us") is a Management Services Organization (MSO) that provides administrative, operational, and concierge services to support metabolic optimization care. All clinical services, including medical evaluations, diagnoses, and prescriptions, are provided by independently licensed physicians and nurse practitioners through our affiliated, physician-owned medical practice, which is the covered entity for HIPAA purposes.

2. Information We Collect

We collect information you provide directly, including:

• Personal information: Name, email address, phone number, mailing address
• Health information: Blood work results, health history, screening questionnaire responses, biological age data, and treatment records
• Payment information: Processed securely via CardPointe by Fiserv. We do not store credit card numbers on our systems
• Communications: Messages between you and our care team, chat widget conversations, and contact form submissions

3. How We Use Your Information

• To provide services, including the Precision Diagnostic, treatment programs, and maintenance protocols
• To process payments and manage your account
• To communicate with you about your care, appointments, and results
• To improve our services and patient experience
• To comply with legal and regulatory requirements
• To respond to a request you submit, and to contact you by phone or email about that request, your reservation, or your care. Any separately offered texting program requires a separate affirmative opt-in, as described below
• To measure how visitors find and use the marketing pages of this site, in aggregate, as described in Section 8

4. Information Sharing

We do not sell your personal information. We may share information with:

• Clinical providers: Licensed physicians and nurse practitioners involved in your care (through our affiliated, physician-owned medical practice)
• Lab partners: CLIA-certified laboratories processing your blood work
• Compound pharmacy: Licensed pharmacies fulfilling your prescriptions
• Cerbo: Our HIPAA-compliant patient portal and EHR system (Business Associate Agreement in place)
• Payment processors: CardPointe by Fiserv for secure transaction processing
• Scheduling: Calendly, when you book a call through a scheduling link
• Website vendors: Google Analytics and CallRail on marketing pages only, and an AI provider for the chat assistant, each described in Sections 8 and 9. None of these vendors receives your medical records
• As required by law: When legally obligated to disclose information

5. HIPAA Compliance

Your protected health information (PHI) is handled in accordance with the Health Insurance Portability and Accountability Act (HIPAA). Our affiliated, physician-owned medical practice is the covered entity responsible for clinical data. 1836 Wellness LLC operates as a business associate with appropriate agreements in place. Please see our separate HIPAA Notice of Privacy Practices for detailed information.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption, secure servers, access controls, and HIPAA-compliant systems. All patient data in Cerbo is encrypted at rest and in transit. However, no method of electronic transmission or storage is 100% secure.

7. Data Retention

Health records are retained in accordance with Texas medical records law, which requires a minimum of 7 years from the date of last treatment. Non-medical personal information is retained as long as necessary to provide services and fulfill legal obligations.

8. Cookies, Analytics and Call Tracking

The marketing pages of this site use two measurement tools. Google Analytics records page views so we can see which pages visitors reach and from where. It runs only on marketing pages, never on the patient portal, payment pages, or intake pages, and we do not send it names, email addresses, phone numbers, form answers, or any health information. CallRail assigns a tracking phone number to visitors from some advertising sources so we can tell which advertising leads to calls. Calls to a tracking number may be recorded for quality and training. If you prefer not to be recorded, tell us at the start of the call or email us instead.

These tools set cookies or similar identifiers in your browser. You can block or delete them in your browser settings, and the site works without them. When Google measurement is configured, the site also configures Google Ads measurement with advertising storage, advertising user data, and advertising personalization consent set to denied. The configuration disables Google signals and advertising personalization, omits URL query strings from the page location, and sets the page referrer to an empty value. These settings describe the site configuration, not a guarantee about vendor processing. We do not respond to browser Do Not Track signals. We do not sell personal data and we do not share it for cross-context behavioral advertising.

9. AI Chat Assistant

The chat assistant on this site is an automated tool that answers general questions about the practice. It is not a clinician, it does not give medical advice, and it does not create a patient relationship. Messages you type are sent to a third-party AI provider to generate a reply and may be reviewed by our team so we can follow up on your inquiry. Do not enter symptoms, medications, or other health details in the chat. If you need clinical help, reserve a consultation or call us. In an emergency, call 911.

10. Information You Share Before Becoming a Patient

Privacy protections depend on the information, the purpose for which it is collected, and the entity handling it. Information submitted before a first visit may be protected by HIPAA or other applicable health-privacy laws. Information collected by or on behalf of the medical practice for care is handled under the practice’s Notice of Privacy Practices, as applicable. Please do not send medical details through general website forms, ordinary text messages, or the website chat; use the secure patient portal or a method directed by your clinical team.

The symptom check on this site runs entirely in your browser. Your answers are never sent to us, stored, or tracked.

11. Texas Privacy Rights, Children, and Changes

Texas residents may request access to, correction of, or deletion of the personal data we hold outside of medical records, and may ask what categories of data we process and share, by emailing concierge@1836wellness.com. We respond within 45 days. Medical records are governed by HIPAA and Texas medical records law and by the practice's Notice of Privacy Practices instead.

Our services are for adults 18 and older. We do not knowingly collect personal information from anyone under 18, and we delete it if we learn we have. When this policy changes, we update the date at the top of the page; material changes are also announced on the site.

12. Your Rights

You have the right to:

• Access your personal and health information
• Request corrections to your information
• Request deletion of certain information (where permitted by law and not required for medical records retention)
• Receive a copy of your medical records
• Request restrictions on certain uses and disclosures of your PHI

Text Messaging

Submitting a website form, providing a phone number, or accepting Terms does not enroll you in SMS. Any separately offered texting program requires a separate affirmative opt-in.

13. Contact Us

For questions about this Privacy Policy or to exercise your rights, contact us at: