Privacy Policy

Aloha Functional Medicine and Wellness, PLLC
Last Updated: March 1, 2026

This Privacy Policy describes how Aloha Functional Medicine and Wellness, PLLC (“we,” “our,” or “us”) collects, uses, shares, and protects your information when you use our website, telehealth platform, communication portals, clinical services, wellness programs, and educational content (collectively, the “Services”).

1. Information We Collect

A. Personal Information

We may collect the following personal information:

  • Full name

  • Date of birth

  • Address (required for telehealth compliance)

  • Email address

  • Phone number

  • Payment or billing information (processed securely by third-party vendors)

B. Protected Health Information (PHI)

If you become a clinical patient, we collect PHI as necessary to provide care:

  • Medical history

  • Current and past health conditions

  • Symptoms

  • Medications and supplement usage

  • Lab orders and results

  • Treatment plans and progress notes

  • Secure messaging communications

  • Telehealth visit recordings (if applicable and with consent)

We collect the minimum necessary PHI required to provide healthcare services.

C. Technical & Usage Data

When you access our website, we may automatically collect:

  • IP address

  • Device information

  • Browser type

  • Cookies and tracking tools

  • Log data and user interaction

  • Analytics and website performance data

This information helps us improve performance, security, and the user experience.

2. How We Use Your Information

We use your personal and health information to:

  • Provide clinical care and telehealth services

  • Communicate with you securely

  • Schedule and manage appointments

  • Maintain medical and administrative records

  • Process payments

  • Provide access to patient portals

  • Recommend appropriate treatment plans

  • Improve website and service performance

  • Comply with HIPAA, Texas law, and other regulations

We do not sell your personal information or PHI.

3. How We Share Information

We may disclose information to:

A. HIPAA-Compliant Business Associates

These include:

  • Telehealth software vendors

  • Electronic health record (EHR) platforms

  • Labs and diagnostic partners

  • Supplement dispensaries

  • Payment processors

  • HIPAA-compliant communication portals

  • IT and cybersecurity service providers

Each is required to sign a Business Associate Agreement (BAA) ensuring HIPAA compliance.

B. Required or Permitted Disclosures by Law

We may disclose PHI without your authorization when required by:

  • Federal or Texas state law

  • Public health reporting

  • Court orders or subpoenas

  • Law enforcement

  • Workers’ compensation

  • Health oversight agencies

Only the minimum necessary PHI will be disclosed.

C. Authorized Disclosures

We may disclose PHI to:

  • Individuals you designate in writing

  • Family members or caregivers involved in your care (with your consent)

4. Cookies & Tracking Technologies

Our website may use:

  • Cookies

  • Google Analytics

  • Session tracking

  • Pixel tracking

  • Browser tools

You may disable cookies in your browser settings, but doing so may affect site functionality.

5. Third-Party Links and External Websites

Our website may include links to third-party websites, tools, or resources.
We do not control these sites and are not responsible for:

  • Their content

  • Privacy practices

  • Security protections

  • Accuracy or reliability

  • Products or services they offer

You access third-party sites at your own risk.

6. Affiliate Disclosure

We may participate in affiliate programs for supplements, wellness products, or health tools.

If you click or purchase through such links:

  • We may earn a commission at no additional cost to you

  • You are under no obligation to purchase

  • Your PHI is not shared with affiliate partners

  • Affiliate programs do not affect clinical recommendations

  • We are not responsible for product quality, safety, or vendor policies

Disclosed per FTC guidelines.

7. SMS / TCPA Mobile Privacy Requirements

By opting into SMS/text messaging, you consent to receive text messages related to:

  • Appointment reminders

  • Care updates

  • Support messages

  • Program notifications

We do NOT sell or share your mobile data for marketing.

Required TCPA language:

  • No mobile information will be shared with third parties/affiliates for marketing or promotional purposes.

  • Information may be shared with subcontractors solely for service delivery (e.g., SMS carriers, aggregators).

  • Opt-out data and consent will not be shared except as necessary to comply with law.

8. Your Rights Regarding Your Information

You have the right to:

  • Access your PHI

  • Request corrections

  • Request restrictions

  • Request confidential communication

  • Request copies of your medical records

  • File a privacy complaint

  • Receive an accounting of disclosures

  • Obtain a copy of this Privacy Policy

Requests may be subject to reasonable verification and fees as permitted by law.

9. Security of Your Information

We employ administrative, physical, and technical safeguards to protect your PHI, including:

  • Encryption of data in transit

  • Secure messaging portals

  • Access controls

  • HIPAA-compliant platforms

  • Staff training

However, no electronic system is completely secure. You agree that transmission of data is at your own risk.

10. Data Retention

We retain PHI and personal data for the period required by Texas law and HIPAA regulations, typically a minimum of 7 years.

11. Children’s Privacy

We do not knowingly collect data from individuals under 18.
If such data is discovered, it will be deleted promptly.

12. Changes to This Privacy Policy

We may update this Policy periodically. Updates become effective once posted.

13. Contact Us

For questions about this Privacy Policy:
📧 info@AlohaFunctionalMedicineAndWellness.com