Notice of Privacy Practices

Complete Notice of Privacy Practices

Purpose of This Notice

This Notice of Privacy Practices ("Notice") describes how Vitaria Wellness Group LLC ("Vitaria," "we," "us," "our") collects, uses, and shares your Protected Health Information (PHI) and your privacy rights under the Health Insurance Portability and Accountability Act (HIPAA). We are required by law to maintain the privacy of your PHI and to provide you with this Notice.

Our Commitment to Your Privacy

Vitaria operates as a Management Services Organization (MSO) partnered with licensed physicians to provide telemedicine hormone therapy services. Your Protected Health Information is treated with the highest level of care and confidentiality. We understand that your privacy is important to you, and we are committed to protecting it.

1. What Information We Collect and How We Use It

Types of Protected Health Information We Collect

Vitaria collects the following types of Protected Health Information (PHI) about you:

• Contact Information: Name, email, phone number, state of residence, date of birth (when linked to healthcare)
• Health Information: Symptoms, health history, energy levels, sexual function, hair loss patterns, and other health details you provide
• Lab Information: Lab ordering data, lab results, and test interpretations
• Clinical Information: Physician notes, treatment plans, and prescription information
• Payment Information: Billing address and subscription status related to your healthcare services
• Account Information: Program enrollment and communication preferences related to your care

How We Use Your Protected Health Information

We use your PHI for the following purposes:

• Treatment: To provide you with telemedicine consultations, hormone therapy services, and related medical care
• Lab Coordination: To order lab tests, facilitate lab results delivery, and share results with your physician
• Billing & Payment: To process your monthly subscription and send invoices
• Account Management: To manage your account, send appointment reminders, confirm enrollment, and respond to your inquiries
• Healthcare Operations: To improve our services, conduct quality assurance, and maintain compliance with healthcare regulations
• Marketing & Communications: To notify you about new Vitaria programs and services that may benefit you based on your health needs
• Legal & Compliance: To comply with applicable laws, respond to government requests, and protect against fraud or abuse

2. How We Share Your Protected Health Information

Information We Do NOT Share Without Your Permission

Vitaria does not sell, rent, or trade your Protected Health Information. We do not share your PHI with third parties for marketing purposes without your written authorization.

How We Share Your Protected Health Information (When Permitted by Law)

Clinical Partners

We share your Protected Health Information with Business Associate clinical partners to provide you with:

• Physician consultations and medical decision-making
• Prescription management and pharmacy coordination
• Clinical monitoring and follow-up care

These clinical partners maintain your PHI in HIPAA-compliant systems and are bound by Business Associate Agreements (BAAs) to protect your privacy.

Lab Service Providers

We share lab ordering information with Business Associate lab service providers to:

• Process your lab requisitions
• Facilitate specimen collection and testing
• Return lab results to you and your physician

Lab service providers are bound by Business Associate Agreements and comply with HIPAA regulations.

Other Permitted Disclosures

We may share or disclose your Protected Health Information in the following situations:

• As Required by Law: To comply with legal obligations, court orders, subpoenas, or government requests
• Health & Safety: To prevent serious harm to you or others
• Regulatory Compliance: To comply with healthcare audits, state boards, and federal agencies (e.g., HHS, DEA)
• Fraud Prevention: To investigate and prevent fraud, abuse, or other illegal activities
• With Your Authorization: To any third party upon your written request

3. Your Privacy Rights

Right to Access Your Protected Health Information

You have the right to request and receive a copy of your Protected Health Information. To request your records:

• Email privacy@vitariawellness.com with "Records Request" in the subject line
• Include your full name, date of birth, and the date range of records you need
• We will provide your records within 30 days of receipt
• You may request records in electronic format or paper form

Right to Request Amendment or Correction

If you believe information about you is inaccurate or incomplete, you have the right to request an amendment. To request a correction:

• Email privacy@vitariawellness.com with "Amendment Request" in the subject line
• Explain what information you believe is incorrect and what the correct information should be
• We will review your request and respond within 30 days
• If we deny your request, we will explain why and provide you with the right to submit a statement of disagreement

Right to Restrict Uses and Disclosures of Protected Health Information

You may request that we restrict how we use or disclose your Protected Health Information. For example, you may request:

• Restrictions on sharing information with certain parties
• Restrictions on marketing communications
• Restrictions on how PHI is used for billing

To request a restriction, email privacy@vitariawellness.com with "Restriction Request" in the subject line. We will review your request, though we are not required to grant all restriction requests. If we grant your request, we will follow your instructions going forward.

Right to Receive Confidential Communications

You have the right to request that we contact you in a specific way or at a specific location. For example, you may request:

• Contact by email only (instead of phone)
• Contact at an alternative email address or phone number
• Use of unmarked packaging or envelopes

To request confidential communications, email support@vitariawellness.com with "Communication Preference" in the subject line.

Right to an Accounting of Disclosures

You have the right to request an accounting of all disclosures we have made of your Protected Health Information. To request this accounting:

• Email privacy@vitariawellness.com with "Accounting of Disclosures Request" in the subject line
• Specify the time period (up to 6 years)
• We will provide you with a list of all disclosures within 30 days

Right to Receive This Notice in Alternate Formats

You may request this Notice in an alternate format (large print, audio, or electronic format). To request an alternate format, email info@vitariawellness.com.

4. How Long We Keep Your Protected Health Information

Vitaria retains your Protected Health Information for a minimum of 6 years following your last date of service, or as otherwise required by federal and state law. This retention period allows us to:

• Respond to your requests for access or amendments
• Comply with legal obligations and audits
• Defend against legal claims
• Maintain accurate healthcare records

After the retention period expires, your information will be securely destroyed. Certain records may be retained longer if required by law or if litigation is pending.

5. Confidentiality & Security Measures

How We Protect Your Protected Health Information

Vitaria uses appropriate administrative, technical, and physical safeguards to protect your PHI from unauthorized access, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure authentication (passwords, multi-factor authentication)
• Restricted access based on role and need-to-know
• Regular security audits and assessments
• Employee training on privacy and confidentiality
• Business Associate Agreements with all vendors handling PHI

Breach Notification

If we discover an unauthorized access, use, or disclosure of your Protected Health Information that compromises your privacy or security, we will notify you by email, phone, or mail within 60 days of discovery. Our notification will include:

• A description of the breach
• What information was involved
• Steps you should take to protect yourself
• What we are doing to investigate and prevent future breaches
• Contact information for questions

6. Your Choices Regarding Your Protected Health Information

Marketing Communications

Vitaria may send you emails and phone calls about new Vitaria programs and services. You have the right to opt out at any time by:

• Replying "STOP" or "UNSUBSCRIBE" to any marketing email
• Calling or emailing support@vitariawellness.com with your request
• Updating your communication preferences in your account settings

We will honor your opt-out request within 10 business days.

Treatment-Related Communications

You cannot opt out of emails and calls related to your current treatment (appointment reminders, lab results, prescriptions, billing). These are essential to your care.

7. Changes to This Notice

Vitaria reserves the right to update this Notice at any time. Changes are effective immediately upon posting. We will notify you of material changes by:

• Posting the updated Notice on our website (vitariawellness.com)
• Sending you an email notification if the change significantly affects your privacy
• Providing you with a copy upon request

You can always request the most current version of this Notice by emailing privacy@vitariawellness.com.

8. State & Federal Compliance

HIPAA Compliance

Vitaria is a HIPAA-covered entity and complies with all requirements of the Privacy Rule (45 CFR Part 164, Subpart E), the Security Rule (45 CFR Part 164, Subpart C), and the Breach Notification Rule (45 CFR Part 164, Subpart D).

State Privacy Laws

Vitaria complies with all applicable state and federal privacy laws. In states where state privacy laws are more restrictive than HIPAA, we follow the more restrictive requirements.

9. Contact Information & Complaints

Filing a Complaint

If you believe your privacy rights have been violated, you may file a complaint with:

Vitaria Wellness

• Email: privacy@vitariawellness.com
• Include details about the concern and when it occurred
• We will investigate and respond within 30 days

U.S. Department of Health and Human Services (HHS)

• Mailing Address:
  Office for Civil Rights (OCR)
  U.S. Department of Health and Human Services
  200 Independence Avenue, S.W.
  Washington, D.C. 20201
• Phone: 1-877-696-6775
• Website: https://www.hhs.gov/hipaa/filing-a-complaint/index.html

You will not be retaliated against or penalized for filing a complaint.