Holistic Practitioner Hub Privacy Policy
1. Introduction
At Holistic Practitioner Hub, we value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your data when you use our website and services.
This document outlines our practices regarding the collection, use, and disclosure of your information when you use our service, as well as your rights regarding that information.
By using our website, you agree to the collection and use of information in accordance with this policy. This Privacy Policy has been created with the help of legal experts to ensure compliance with relevant privacy laws and regulations, including GDPR, CCPA, and HIPAA where applicable.
2. Information We Collect
We collect several different types of information for various purposes to provide and improve our service to you:
2.1 Personal Information
While using our service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. This may include, but is not limited to:
- Name and contact information (email address, phone number, mailing address)
- Account credentials (username and password)
- Payment and billing information
- Location data (for finding local practitioners)
- Profile information (such as profile pictures, preferences, etc.)
- Demographic information (age, gender, etc.) when voluntarily provided
2.2 Health-Related Information
As a platform connecting users with holistic health practitioners, we may collect certain health-related information, such as:
- Health concerns and wellness goals
- Treatment preferences and history
- Appointment history and scheduling information
- Practitioner reviews and feedback
- Medical conditions and allergies (when voluntarily disclosed)
- Wellness objectives and health journey information
We treat all health-related information with extra care and security measures, in accordance with applicable health privacy regulations.
2.3 Usage Data
We may also collect information on how the service is accessed and used. This usage data may include:
- Your computer’s Internet Protocol (IP) address
- Browser type and version
- Pages of our service that you visit
- The time and date of your visit
- Time spent on those pages
- Device identifiers and characteristics
- Operating system information
- Referring websites
- Click patterns and interaction data
- Other diagnostic data
2.4 Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track activity on our service and hold certain information. Cookies are files with a small amount of data that may include an anonymous unique identifier.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service.
Types of cookies we use:
- Session Cookies: Used to operate our service during your active session
- Persistent Cookies: Remain on your device for a defined period to remember your preferences
- Preference Cookies: Remember your preferences and settings for enhanced functionality
- Security Cookies: Support security features and detect suspicious activities
- Analytics Cookies: Track and analyze usage patterns to improve our website
- Advertising Cookies: Help deliver relevant advertisements (with your consent)
- Third-Party Cookies: Set by third-party services appearing on our pages
3. How We Use Your Information
Holistic Practitioner Hub uses the collected data for various purposes:
| Purpose | Type of Data Used | Legal Basis (for EU/UK/EEA users) |
|---|---|---|
| Account creation and management | Personal identifiers, account credentials | Contract performance |
| Practitioner matching | Personal information, health information, location | Consent, Contract performance |
| Appointment booking/management | Personal information, appointment details | Contract performance |
| Marketing communications | Contact information, preferences | Consent |
| Website improvement and analytics | Usage data, cookies, browsing behavior | Legitimate interests |
| Service personalization | Preferences, usage history | Legitimate interests, Consent |
| Security and fraud prevention | Account activity, device information | Legitimate interests |
| Legal compliance | Various as required by applicable laws | Legal obligation |
Additional purposes include:
- To provide and maintain our service with optimal performance
- To notify you about changes to our service and important updates
- To allow you to participate in interactive features when you choose to do so
- To provide customer support and respond to your inquiries
- To gather analysis or valuable information to improve our service
- To monitor the usage of our service and enhance user experience
- To detect, prevent, and address technical issues and security threats
- To connect you with appropriate health practitioners based on your needs
- To process and manage appointments and bookings efficiently
- To send you promotional and marketing communications (only with your consent)
- To facilitate payments and transactions securely
4. Legal Basis for Processing Personal Data Under GDPR
If you are from the European Economic Area (EEA), United Kingdom, or Switzerland, Holistic Practitioner Hub’s legal basis for collecting and using the personal information described in this Privacy Policy depends on the personal data we collect and the specific context in which we collect it.
Holistic Practitioner Hub may process your personal data because:
- We need to perform a contract with you (such as providing access to our platform or processing payments for services)
- You have given us explicit consent to process your data for specific purposes
- The processing is in our legitimate interests and it’s not overridden by your rights (such as improving our services)
- We need to comply with legal obligations (such as tax reporting requirements)
For special categories of data, such as health information, we will always obtain your explicit consent unless another legal basis applies.
5. Data Retention
Holistic Practitioner Hub will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your personal data to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our legal agreements and policies.
We will also retain usage data for internal analysis purposes. Usage data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our service, or we are legally obligated to retain this data for longer time periods.
Specific retention periods:
- Account information: Retained while your account is active or as needed to provide services
- Health-related information: Retained according to applicable health data regulations and requirements (typically 7 years)
- Payment information: Retained as required for tax, legal, and auditing purposes (typically 7 years)
- Marketing preferences: Retained until you opt-out or request data deletion
- Usage data: Typically retained for 12-24 months for analytical purposes
- Communications: Retained to maintain records of customer service interactions, usually for 2 years
When your data is no longer required, we will either securely delete or anonymize it so that it can no longer be associated with you.
6. Transfer of Data
Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction.
If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including personal data, to the United States and process it there.
Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.
International Transfer Safeguards
For transfers from the EEA, UK, or Switzerland to countries not deemed to provide an adequate level of data protection, we implement appropriate safeguards such as:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- Binding Corporate Rules (BCRs) for transfers among our corporate group
- Certification mechanisms like the EU-US Data Privacy Framework
- Consent mechanisms when appropriate and explicitly given
Holistic Practitioner Hub will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your personal data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.
7. Disclosure of Data
7.1 Business Transaction
If Holistic Practitioner Hub is involved in a merger, acquisition or asset sale, your personal data may be transferred. We will provide notice before your personal data is transferred and becomes subject to a different Privacy Policy.
7.2 Disclosure for Law Enforcement
Under certain circumstances, Holistic Practitioner Hub may be required to disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency). These circumstances may include:
- Compliance with legal requirements, court orders, or legal processes
- Protection of our rights, property, or safety
- Prevention or investigation of possible wrongdoing in connection with the service
- Protection of personal safety of users or the public
- Protection against legal liability
7.3 Service Providers
We may employ third-party companies and individuals to facilitate our service (“Service Providers”), to provide the service on our behalf, to perform service-related tasks, or to assist us in analyzing how our service is used. These third parties have access to your personal data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
Examples of Service Providers include:
- Payment processors (such as Stripe, PayPal)
- Customer relationship management systems (such as Salesforce)
- Practitioner verification services
- Analytics providers (such as Google Analytics)
- Email service providers (such as Mailchimp, SendGrid)
- Cloud storage providers
- IT and system maintenance providers
- Customer support tools
We enter into data processing agreements with these providers to ensure your data is handled appropriately.
7.4 Practitioners on Our Platform
When you book appointments with practitioners through our platform, we share necessary information with them to facilitate your care. This may include:
- Your name and contact information
- Appointment details and preferences
- Health concerns you’ve shared relevant to your appointment
- Treatment history (if you’ve authorized sharing this information)
- Special requirements or accommodations needed
Practitioners on our platform are required to maintain their own privacy policies and are contractually obligated to handle your information securely and in compliance with applicable laws.
8. Your Data Protection Rights
Depending on your location and applicable laws, you may have certain rights regarding your personal data:
8.1 GDPR Specific Rights (EU/UK/EEA Users)
- The right to access – You have the right to request copies of your personal data.
- The right to rectification – You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
- The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
- The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
- The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
- The right to data portability – You have the right to request that we transfer the data we have collected to another organization, or directly to you, under certain conditions.
- The right to withdraw consent – You can withdraw your consent at any time where we relied on your consent to process your personal data.
8.2 CCPA/CPRA Specific Rights (California Residents)
If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
- Right to know what personal information is collected, used, shared, or sold
- Right to delete personal information held by businesses
- Right to opt-out of the sale or sharing of personal information
- Right to correct inaccurate personal information
- Right to limit use of sensitive personal information
- Right to non-discrimination for exercising CCPA rights
8.3 Other Privacy Rights
- Virginia CDPA Rights: Virginia residents have similar rights to access, correct, delete, and obtain a copy of personal data.
- Colorado CPA Rights: Colorado residents have rights to access, correct, delete, obtain a copy of, and opt-out of certain processing of personal data.
- Utah UCPA Rights: Utah residents have rights to access, delete, and obtain a copy of their personal data.
- Connecticut CTDPA Rights: Connecticut residents have rights to access, correct, delete, obtain a copy of, and opt-out of certain processing of personal data.
8.4 How to Exercise Your Rights
You can exercise your data protection rights by:
- Self-service tools: Accessing your account settings for certain account-related information and preference changes
- Contact form: Submitting a data request through our Privacy Request Form available on our website
- Email request: Contacting us directly at [email protected]
- Postal mail: Sending your request to our physical address listed in the Contact Us section
To protect your privacy and security, we may require verification of your identity before responding to such requests. We will respond to all legitimate requests within the timeframes required by applicable laws (typically 30-45 days depending on jurisdiction).
9. Data Security
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.
Our security measures include:
- Encryption: We use industry-standard TLS/SSL encryption for data in transit and AES-256 encryption for sensitive data at rest
- Access controls: Implementation of strict role-based access controls and authentication procedures
- Regular security assessments: Conducting penetration testing and vulnerability scanning on a regular basis
- Security monitoring: 24/7 monitoring for suspicious activities and potential security breaches
- Employee training: Regular training for staff on data security, privacy best practices, and security awareness
- Physical security: Measures for our servers and offices, including secure data centers with environmental controls
- Incident response plan: Comprehensive procedures to address potential data security incidents quickly
- Enhanced protection: Additional security measures for health-related information, including segregated storage and special access controls
Data Breach Notification
In the event of a data breach that affects your personal information, we will notify you and the relevant supervisory authorities in accordance with applicable laws. Our notification will include:
- The nature of the personal data breach
- The categories and approximate number of data subjects affected
- The categories and approximate number of personal data records concerned
- The likely consequences of the breach
- The measures taken or proposed to address the breach
- Contact information for inquiries about the breach
10. Children’s Privacy
Our service is not intended for use by children under the age of 18. We do not knowingly collect personally identifiable information from children under 18.
If you are a parent or guardian and you are aware that your child has provided us with personal data, please contact us immediately. If we become aware that we have collected personal data from children without verification of parental consent, we take steps to remove that information from our servers.
Verification procedures:
- Age verification during account creation
- Regular reviews of accounts that may belong to minors
- Prompt investigation of reports concerning underage users
- Immediate suspension of accounts identified as belonging to children
11. Links to Other Websites
Our service may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.
We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. These third-party websites may use cookies and collect your personal information according to their own privacy policies.
12. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
For significant changes, we will provide a more prominent notice, which may include:
- Email notification of Privacy Policy changes if we have your email address on file
- A banner notification on our website
- A notification when you next log in to our service
- A dedicated communication about material changes to our privacy practices
13. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
- By email: [email protected]
- By phone: (555) 123-4567
- By mail: 123 Wellness Way, Portland, OR 97205
- Online form: Use our Privacy Inquiry Form available on our website
Our Data Protection Officer can be reached at [email protected]
Privacy Inquiry Form
You can also submit your privacy questions or concerns using the form below:
- Full Name
- Email Address
- Subject
- Your Message
- Submit Inquiry
Last Updated: April 10, 2025
14. Privacy FAQs
Here are answers to some common questions about our privacy practices:
How secure is my health information on your platform?
We implement enhanced security measures for health information, including encryption, strict access controls, and regular security assessments. All health data is stored separately from other personal information with additional protections. We comply with applicable health privacy regulations in our handling of this sensitive information.
Do you share my information with the practitioners I book with?
Yes, we share necessary information with practitioners you book appointments with, including your name, contact details, and health concerns relevant to your appointment. Practitioners are contractually required to maintain confidentiality and comply with privacy regulations regarding your information.
How can I delete my account and all my data?
You can request account deletion through your account settings or by contacting us directly at [email protected]. Upon verification, we will delete your personal information except where we have a legal obligation to retain certain data. The deletion process typically takes 30 days to complete.
What happens to my data if a practitioner leaves your platform?
If a practitioner leaves our platform, your appointment history and reviews related to that practitioner are retained in your account. The practitioner will no longer have access to your information through our platform after their departure. If you’ve established an ongoing relationship with the practitioner outside our platform, they may retain your information according to their own privacy policy.
Do you use my data for marketing or advertising?
We only use your data for marketing with your explicit consent. You can opt in or out of marketing communications at any time through your account settings or by clicking the “unsubscribe” link in any marketing email. If you opt out, we will continue to send service-related communications necessary for the functioning of your account.
15. Special Jurisdictional Provisions
15.1 For California Residents
In addition to the rights outlined elsewhere in this policy, California residents have the right to:
- Request disclosure of the categories and specific pieces of personal information we have collected about you
- Know the categories of sources from which your personal information is collected
- Know the business purpose for collecting or selling your personal information
- Know the categories of third parties with whom we share your personal information
- Opt out of the “sale” of your personal information (note: we do not currently sell personal information)
We do not discriminate against California residents who exercise any of their rights under CCPA/CPRA.
15.2 For European Users (GDPR)
If you are in the European Economic Area, you have the right to complain to a Data Protection Authority about our collection and use of your personal data. For more information, please contact your local data protection authority.
16. Cookie Policy Specifics
We use first-party and third-party cookies for several purposes:
Essential Cookies
These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in, or filling in forms.
Performance Cookies
These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site.
Functional Cookies
These cookies enable the website to provide enhanced functionality and personalization. They may be set by us or by third-party providers whose services we have added to our pages.
Targeting Cookies
These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant advertisements on other sites.
You can manage your cookie preferences through our Cookie Consent Tool available on our website or through your browser settings.