AUTHENTIC WELLNESS PRIVACY POLICY
Effective Date: May 1, 2026
Last Updated: September 5, 2026
Authentic Wellness Group (“Authentic Wellness,” “AWG,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you share with us.
This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit our website, submit an inquiry, request an appointment, communicate with us electronically, use certain online features, or otherwise interact with Authentic Wellness Group online.
Because Authentic Wellness Group provides healthcare services, certain information we maintain about patients may also be protected by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), applicable state law, and other healthcare privacy laws.
This Website Privacy Policy is separate from our Notice of Privacy Practices, which explains how we may use and disclose Protected Health Information (“PHI”) in connection with clinical care and describes your rights regarding that information.
If there is a conflict between this Privacy Policy and our Notice of Privacy Practices regarding PHI, the Notice of Privacy Practices will control.
By accessing or using our Website, you acknowledge the privacy practices described in this Policy.
1. ABOUT AUTHENTIC WELLNESS GROUP
Authentic Wellness Group is a mental-health practice providing psychiatric services that may include:
comprehensive psychiatric evaluations;
child and adolescent psychiatric services;
adult psychiatric services;
medication management;
diagnostic clarification;
telepsychiatry;
follow-up psychiatric care; and
related mental-health services.
The availability of particular clinical services may depend upon the patient's age, location, clinical needs, provider availability, professional licensure, and applicable law.
2. WEBSITE INFORMATION VS. PROTECTED HEALTH INFORMATION
Not every piece of information collected through a healthcare provider's website is necessarily Protected Health Information under HIPAA.
However, information may become PHI when it is created, received, maintained, or transmitted by Authentic Wellness Group in its capacity as a HIPAA-covered healthcare provider and relates to:
your past, present, or future physical or mental health;
healthcare provided to you;
payment for healthcare; and
information that identifies you or could reasonably be used to identify you.
Information submitted through appointment requests, patient portals, intake forms, telehealth systems, secure messaging platforms, or other clinical systems may therefore be subject to additional privacy protections.
Our handling of PHI is governed by our Notice of Privacy Practices and applicable federal and state laws.
3. PLEASE LIMIT SENSITIVE INFORMATION IN GENERAL WEBSITE FORMS
A general Website contact or inquiry form should not be used to send detailed medical or psychiatric information unless the form specifically indicates that it is intended for that purpose.
Please do not submit unnecessary sensitive information through a general Website form, including:
Social Security numbers;
financial account passwords;
detailed psychiatric histories;
detailed medication histories;
copies of medical records;
detailed trauma histories;
highly sensitive information about a child; or
other information that is unnecessary for your initial inquiry.
If clinical information is required, we may direct you to an appropriate patient portal, electronic health record system, intake form, secure messaging platform, or other designated method of communication.
4. USING OUR WEBSITE DOES NOT ESTABLISH A DOCTOR-PATIENT RELATIONSHIP
Visiting our Website, reading information on our Website, submitting an inquiry form, requesting an appointment, sending an email, or otherwise contacting Authentic Wellness Group electronically does not, by itself, create a physician-patient, psychiatrist-patient, therapist-client, or other healthcare-provider relationship.
A clinical relationship is established only after Authentic Wellness Group or an individual provider has accepted you as a patient and required intake, consent, and other procedures have been completed.
5. THIS WEBSITE IS NOT FOR EMERGENCIES
Our Website, general email accounts, Website contact forms, and routine business communication systems are not intended for emergencies or crisis situations and may not be monitored continuously.
If you are experiencing a medical or psychiatric emergency, call 911 or go to the nearest emergency department.
If you or someone else is experiencing a suicidal or mental-health crisis in the United States, you may also call or text 988 to reach the 988 Suicide & Crisis Lifeline.
Do not rely upon a Website submission, email, voicemail, portal message, or other routine communication to obtain emergency assistance.
6. INFORMATION WE MAY COLLECT
The information we collect depends upon how you interact with Authentic Wellness Group.
Information You Provide Directly
We may collect information you voluntarily provide, including:
name;
email address;
telephone number;
mailing address;
city and state;
date of birth or age;
parent or guardian information;
preferred method of communication;
appointment preferences;
requested service;
referral source;
information included in a message or inquiry;
communication preferences; and
other information you choose to provide.
If you are seeking psychiatric services, you may also voluntarily provide information concerning symptoms, diagnoses, medications, healthcare providers, treatment history, family concerns, or the reason you are seeking an evaluation.
Clinical information collected as part of your care may be PHI and is handled according to our Notice of Privacy Practices and applicable law.
7. INFORMATION CONCERNING MINORS
Authentic Wellness Group may provide healthcare services to children and adolescents.
When a parent or legal guardian contacts us regarding a minor, we may collect information about both the parent or guardian and the minor.
Information concerning minors may be subject to special federal and state laws governing:
parental consent;
a minor's ability to consent to certain services;
confidentiality;
access to medical records;
release of information; and
parental or guardian rights.
Those clinical issues are governed by applicable law, our Notice of Privacy Practices, and our clinical informed-consent documents rather than solely by this Website Privacy Policy.
8. CLINICAL AND HEALTH INFORMATION
If you become a patient, Authentic Wellness Group may collect health information necessary to evaluate, diagnose, coordinate, and provide healthcare.
Depending upon your care, this may include:
psychiatric history;
medical history;
current and past medications;
medication allergies;
diagnoses;
symptoms;
treatment history;
family medical or psychiatric history;
substance-use information;
behavioral information;
laboratory or testing information;
information received from other healthcare professionals;
information concerning school or developmental functioning where applicable;
treatment plans;
appointment information;
clinical communications; and
other information relevant to your care.
Such information is handled according to applicable healthcare privacy and confidentiality laws and our Notice of Privacy Practices.
9. PATIENT PORTALS AND ELECTRONIC HEALTH RECORDS
Authentic Wellness Group may use third-party electronic systems to provide healthcare services and manage patient information.
These systems may include:
electronic health records;
patient portals;
electronic intake forms;
electronic prescribing systems;
appointment scheduling;
secure messaging;
electronic consent forms;
billing and payment systems; and
telehealth technology.
Information submitted through these systems may be maintained by Authentic Wellness Group and/or an authorized service provider.
Where a third-party service provider creates, receives, maintains, or transmits PHI on our behalf and qualifies as a HIPAA business associate, we require appropriate contractual protections, including a Business Associate Agreement when required by law.
Third-party platforms may also have privacy policies and terms governing their own activities.
10. TELEHEALTH
Authentic Wellness Group may provide certain psychiatric services through telehealth.
Telehealth may involve the electronic transmission of:
video;
audio;
clinical information;
appointment information;
patient communications; and
other information necessary to provide care.
We use reasonable safeguards designed to protect information transmitted during telehealth encounters.
Additional information concerning privacy, security, telehealth limitations, emergencies, and electronic communications may be contained in our telehealth informed-consent documents.
11. PAYMENT INFORMATION
When you make a payment, we or an authorized payment processor may collect information necessary to process the transaction.
This may include:
your name;
billing address;
payment amount;
payment card information;
transaction information; and
other information necessary to complete or document a payment.
Payment-card information may be collected directly by a third-party payment processor rather than stored by Authentic Wellness Group.
Those providers may maintain information according to their own legal, contractual, security, and privacy requirements.
12. COMMUNICATIONS
We may maintain records of communications with you, including communications sent through:
Website inquiry forms;
email;
telephone;
voicemail;
text messaging;
secure messaging systems;
patient portals;
telehealth platforms; and
other communication systems.
Some communications may become part of your medical record if they relate to clinical care.
Please remember that ordinary email and standard text messaging may carry privacy risks.
Patients should use designated secure communication methods for sensitive clinical information whenever available.
13. INFORMATION COLLECTED AUTOMATICALLY
When you visit our Website, certain information may be collected automatically.
Depending upon our Website configuration and the technology used, this information may include:
Internet Protocol (“IP”) address;
browser type;
operating system;
device type;
referring website;
pages viewed;
links clicked;
date and time of access;
time spent on Website pages;
general geographic location derived from an IP address;
device identifiers; and
Website diagnostic or performance information.
We may use this information for Website operation, security, performance measurement, analytics, and improvement.
14. COOKIES AND SIMILAR TECHNOLOGIES
Our Website may use cookies and similar technologies.
Cookies are small files or pieces of information placed on or associated with your browser or device.
We may use cookies for purposes including:
Essential Cookies
These cookies help operate necessary Website functions, security features, forms, and other basic Website services.
Functionality Cookies
These cookies may help remember preferences or improve Website functionality.
Analytics Cookies
These cookies may help us understand how visitors interact with the Website, such as which pages are visited and how Website features perform.
Advertising or Marketing Technologies
If we use advertising, remarketing, pixels, or similar technologies, they may collect information concerning Website interactions.
Because Authentic Wellness Group is a healthcare practice, we take particular care regarding technologies that could receive information associated with healthcare activity.
We do not consider a cookie banner or consent to this Privacy Policy to constitute authorization for a disclosure of PHI that would otherwise require authorization under HIPAA.
15. TRACKING TECHNOLOGIES AND HEALTH INFORMATION
Healthcare websites present special privacy considerations when third-party analytics, advertising, session-replay, pixels, cookies, or similar tracking technologies are used.
Authentic Wellness Group does not intentionally authorize third-party advertising or analytics companies to receive PHI unless the disclosure is legally permitted and appropriate HIPAA requirements have been satisfied.
Where information transmitted to a tracking-technology provider constitutes PHI, we will address the use or disclosure according to applicable HIPAA requirements, including Business Associate Agreement requirements where applicable.
We periodically may review technologies used on our Website to determine whether they collect or transmit information that could create healthcare privacy concerns.
16. HOW WE USE INFORMATION
We may use personal information for purposes including:
operating and maintaining our Website;
responding to questions and inquiries;
responding to appointment requests;
determining whether our services may be appropriate;
scheduling consultations or appointments;
communicating with prospective patients;
providing psychiatric and other healthcare services;
creating and maintaining patient records;
coordinating healthcare;
prescribing and managing medications where applicable;
administering telehealth services;
processing payments;
providing administrative support;
operating patient portals;
communicating appointment reminders;
communicating practice updates;
maintaining Website and information security;
preventing fraud or misuse;
troubleshooting technical problems;
analyzing Website functionality and performance;
improving our services;
maintaining business and legal records;
responding to legal requirements; and
exercising or defending legal rights.
Where information constitutes PHI, uses and disclosures are governed by our Notice of Privacy Practices and applicable healthcare law.
17. APPOINTMENT REMINDERS AND SERVICE COMMUNICATIONS
If you become a patient or request services, we may communicate with you regarding:
appointments;
appointment reminders;
intake requirements;
patient forms;
payment matters;
prescription-related administrative matters;
laboratory or testing-related matters;
practice changes;
telehealth instructions;
follow-up needs; and
other matters related to your care.
Depending upon your preferences and our available systems, communications may occur through telephone, voicemail, email, text message, patient portal, or secure messaging.
You may request reasonable restrictions concerning how we contact you, subject to applicable law and our ability to provide services safely and effectively.
18. MARKETING COMMUNICATIONS
Authentic Wellness Group may occasionally send information about our services, educational resources, practice announcements, or related offerings where permitted by law.
Marketing involving PHI is subject to additional restrictions under HIPAA.
We will obtain authorization where HIPAA requires authorization for a marketing use or disclosure.
You may unsubscribe from non-clinical promotional email communications using the unsubscribe instructions provided in the communication.
Unsubscribing from promotional communications does not necessarily stop administrative or clinical communications related to services you requested or receive.
19. HOW WE MAY DISCLOSE INFORMATION
We may disclose personal information to third parties when reasonably necessary to operate our Website, conduct our business, provide requested services, or comply with applicable law.
Categories of recipients may include:
Website hosting providers;
information-technology providers;
electronic health-record vendors;
patient-portal vendors;
scheduling providers;
telehealth providers;
electronic prescribing vendors;
secure communication providers;
payment processors;
professional advisors;
attorneys;
accountants;
cybersecurity vendors;
cloud-storage providers;
analytics providers where legally appropriate; and
other contractors performing services for us.
Where a vendor creates, receives, maintains, or transmits PHI on our behalf and qualifies as a HIPAA business associate, HIPAA-compliant contractual arrangements will be used where required.
We may also disclose information when authorized or required by applicable law.
20. WE DO NOT SELL PATIENT HEALTH INFORMATION
Authentic Wellness Group does not sell patient Protected Health Information.
HIPAA places significant restrictions on the sale of PHI, and we will obtain authorization if a proposed use or disclosure requires authorization under applicable law.
We also do not sell personal information collected through our Website to third parties in exchange for money.
Some state privacy laws use terms such as “sale,” “sharing,” or “targeted advertising” more broadly than an ordinary monetary sale. To the extent any Website technology constitutes such an activity under a law that applies to Authentic Wellness Group, eligible users may exercise applicable opt-out rights.
21. LEGAL AND SAFETY DISCLOSURES
We may disclose information when permitted or required by applicable law.
Depending upon the circumstances, this may include disclosures involving:
public-health requirements;
mandatory reporting;
suspected child abuse or neglect;
abuse or neglect of certain vulnerable adults;
serious threats to health or safety;
healthcare oversight;
licensing-board proceedings;
law-enforcement requests;
court orders;
subpoenas or other legal process;
fraud prevention;
legal claims; and
other legally authorized purposes.
Additional protections may apply to mental-health records, psychotherapy notes, substance-use-disorder records, and other specially protected information.
Our Notice of Privacy Practices provides additional information concerning clinical uses and disclosures.
22. PSYCHOTHERAPY NOTES AND SPECIALLY PROTECTED INFORMATION
Certain information may receive additional legal protection beyond ordinary PHI.
This may include:
psychotherapy notes;
certain substance-use-disorder records;
certain information concerning minors;
certain genetic information;
certain communicable-disease information; and
other information protected by federal or state law.
We will use or disclose specially protected information only as permitted by applicable law.
23. SUBSTANCE USE DISORDER INFORMATION
Certain records concerning substance-use-disorder diagnosis, treatment, or referral for treatment may be protected by federal law, including 42 CFR Part 2, when applicable.
To the extent Authentic Wellness Group creates or maintains records subject to Part 2, those records will receive the protections required by applicable law.
Our Notice of Privacy Practices provides additional information regarding applicable protections for substance-use-disorder records.
24. THIRD-PARTY WEBSITES AND SERVICES
Our Website may contain links to third-party websites or services, including services related to:
patient portals;
telehealth;
scheduling;
payments;
healthcare resources;
professional directories;
maps;
social media; or
educational information.
When you leave our Website and interact directly with a third-party website, that company's own privacy policy and terms may apply.
Authentic Wellness Group is not responsible for the independent privacy practices, security practices, or content of third-party websites that we do not control.
25. SOCIAL MEDIA
Authentic Wellness Group may maintain social-media profiles for informational, educational, or business purposes.
Social-media platforms are operated independently and have their own privacy practices.
Please do not send detailed clinical or confidential medical information through:
public comments;
social-media posts;
reviews;
direct messages; or
other social-media features.
Interacting with Authentic Wellness Group through social media does not establish a physician-patient relationship.
26. ONLINE REVIEWS
You may choose to post an online review about your experience with Authentic Wellness Group.
Anything you voluntarily disclose in a public review may become publicly available.
Because healthcare providers have confidentiality obligations, Authentic Wellness Group may be limited in what we can say in response to a public review, even when a reviewer has publicly disclosed information about being a patient.
We encourage you to contact the practice directly if you have a concern involving clinical services or privacy.
27. SECURITY OF INFORMATION
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against:
unauthorized access;
unauthorized disclosure;
loss;
misuse;
alteration; and
destruction.
Safeguards may include measures related to access controls, secure systems, password protection, encryption, workforce practices, vendor management, and information-security procedures as appropriate.
Where HIPAA applies, electronic PHI is protected in accordance with applicable HIPAA Privacy and Security Rule requirements.
However, no method of Internet transmission or electronic storage can be guaranteed to be completely secure.
28. SECURITY INCIDENTS AND DATA BREACHES
If we become aware of a security incident involving personal information, we may investigate the incident and take appropriate responsive measures.
If applicable law requires notification to:
affected individuals;
the U.S. Department of Health and Human Services;
state regulators;
law enforcement; or
other persons or agencies,
we will provide required notifications in accordance with applicable law.
Separate breach-notification requirements may apply to PHI and other legally protected information.
29. DATA RETENTION
We retain personal information only as long as reasonably necessary for the purposes for which it was collected and to satisfy applicable:
healthcare record-retention requirements;
professional licensing requirements;
legal requirements;
accounting requirements;
security requirements;
contractual obligations;
dispute-resolution needs; and
legitimate business purposes.
Clinical records may be subject to specific retention requirements established by federal law, state law, licensing requirements, or professional standards.
Website analytics and similar non-clinical information may be retained for shorter periods depending upon our technology and business needs.
When information is no longer required, we may securely delete, destroy, anonymize, or otherwise dispose of it as appropriate.
30. YOUR WEBSITE PRIVACY CHOICES
Depending upon applicable law and the information involved, you may be able to:
request information about personal information we maintain about you;
request correction of inaccurate information;
request deletion of certain non-clinical information;
withdraw certain consent;
unsubscribe from promotional email;
restrict certain cookies through Website or browser controls;
request information concerning certain disclosures; or
exercise other privacy rights provided by law.
Not every right applies to every type of information.
For example, medical-record access, amendment, restriction, and disclosure-accounting rights are generally handled under HIPAA and our Notice of Privacy Practices rather than through ordinary consumer website privacy procedures.
We may verify your identity before processing a privacy request.
31. CALIFORNIA AND OTHER STATE PRIVACY RIGHTS
Residents of certain states may have additional rights concerning personal information when applicable privacy laws apply to Authentic Wellness Group.
Depending upon the law and circumstances, those rights may include:
knowing what categories of personal information are collected;
accessing personal information;
correcting inaccurate information;
requesting deletion;
receiving certain information in portable form;
opting out of certain sales or sharing;
opting out of certain targeted advertising;
limiting certain uses of sensitive personal information;
appealing certain privacy-request decisions; and
exercising privacy rights without unlawful discrimination.
These laws frequently contain exemptions or special rules for PHI, medical information, healthcare providers, or information already regulated by HIPAA.
Nothing in this Privacy Policy is intended to reduce rights available to you under applicable law.
32. CALIFORNIA ONLINE PRIVACY DISCLOSURE
Our Website may be accessible to residents of California.
This Privacy Policy identifies:
categories of information we may collect;
how information is collected;
purposes for which information is used;
categories of third parties with whom information may be disclosed;
privacy choices available to users;
our policy concerning Website tracking technologies; and
how users may contact us about privacy matters.
Do Not Track Signals
Some web browsers offer a traditional “Do Not Track” (“DNT”) setting.
Because there is not a universally adopted standard governing traditional DNT signals, our Website may not respond to traditional browser DNT signals.
Certain state laws separately require recognition of legally recognized universal opt-out mechanisms, such as Global Privacy Control, when the law applies to the business and the relevant processing activity.
Where Authentic Wellness Group is legally required to recognize such a signal, we will do so.
33. CHILDREN'S ONLINE PRIVACY
Although Authentic Wellness Group may provide clinical services to children and adolescents, our general Website is intended primarily for adults, parents, legal guardians, and others seeking information about our services.
We do not knowingly use our general Website to collect personal information directly from children under 13 in a manner prohibited by applicable law.
Parents or guardians should submit appointment inquiries concerning younger children when appropriate.
Clinical information involving minors is governed separately by applicable healthcare, consent, confidentiality, and medical-record laws.
If you believe a child has improperly submitted personal information directly through our Website, please contact us.
34. INTERNATIONAL VISITORS
Authentic Wellness Group is based in the United States.
If you access our Website from outside the United States, information may be processed or stored in the United States or in other locations where our service providers operate.
Data-protection laws in those jurisdictions may differ from the laws of your location.
The availability of our Website internationally does not mean that Authentic Wellness Group is authorized to provide healthcare services in every jurisdiction.
35. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy periodically to reflect changes in:
our Website;
our services;
technology;
vendors;
privacy practices; or
applicable law.
When we update this Policy, we will revise the “Last Updated” date at the top.
Where required by law, we may provide additional notice concerning material changes.
We encourage visitors to review this Privacy Policy periodically.
36. NOTICE OF PRIVACY PRACTICES
If Authentic Wellness Group is acting as a HIPAA-covered healthcare provider, our Notice of Privacy Practices provides additional information concerning:
how we may use and disclose PHI;
your right to obtain copies of health information;
your right to request amendment;
your right to request confidential communications;
your right to request restrictions;
your right to obtain an accounting of certain disclosures;
your right to receive a copy of the Notice;
your right to file a privacy complaint; and
our responsibilities regarding your PHI.
The Notice of Privacy Practices is available from Authentic Wellness Group and should be made available through our Website as required by applicable law.
37. CONTACT US
If you have questions about this Privacy Policy or our Website privacy practices, or if you wish to submit an applicable privacy request, please contact:
Authentic Wellness Group
Attn: Privacy Officer
Privacy Officer: Jared Kiddoe
Email: info@authenticwellnessgroup.com
When contacting us regarding a Website privacy issue, you may identify your communication as a “Privacy Request.”
For requests concerning your clinical medical record or PHI, please follow the procedures described in our Notice of Privacy Practices or contact the practice directly.