MindVita Wellness LLC (“MindVita,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy describes how information may be collected, used, disclosed, and protected when you use mindvita.org, the MindVita mobile application (“App”), and related digital services.
This Privacy Policy is separate from MindVita’s HIPAA Notice of Privacy Practices (“NPP”). The NPP describes how MindVita uses and discloses Protected Health Information (“PHI”) in connection with healthcare services and explains your rights regarding PHI. Information that constitutes PHI remains subject to the NPP and applicable healthcare privacy laws.
1. Information We May Collect
Depending on how you interact with our website or App, we may collect information such as:
- Name, email address, telephone number, and other contact information;
- Account and authentication information;
- Appointment and scheduling information;
- Information submitted through intake forms or the patient portal;
- Messages, refill requests, and other communications you send through the App;
- Health and healthcare-related information;
- Files or information you choose to upload;
- Device and technical information necessary to operate, secure, and troubleshoot our digital services; and
- Other information you voluntarily provide.
Some information collected through the App may constitute PHI and is handled in accordance with HIPAA, our NPP, and other applicable healthcare privacy laws.
2. How We Use Information
We may use information to:
- Provide and operate our website, App, and patient portal features;
- Authenticate users and maintain account security;
- Facilitate appointment scheduling and management;
- Facilitate secure communications with MindVita;
- Receive and process prescription refill requests;
- Provide access to available patient forms and records;
- Send service-related and administrative communications;
- Send permitted push notifications;
- Maintain, secure, troubleshoot, and improve our digital services;
- Prevent fraud, misuse, or unauthorized access;
- Comply with legal and regulatory requirements; and
- Support the delivery and administration of healthcare services.
3. Protected Health Information and HIPAA
MindVita is a healthcare provider subject to HIPAA with respect to PHI within the scope of HIPAA.
Our HIPAA Notice of Privacy Practices describes how we may use and disclose PHI for treatment, payment, healthcare operations, and other purposes permitted or required by law, as well as your rights regarding PHI.
If there is a difference between this Privacy Policy and our NPP concerning the use or disclosure of PHI, the NPP and applicable healthcare privacy law govern the PHI.
4. Mobile App and Patient Portal
The App provides access to certain patient-facing functions, which may include:
- Appointment scheduling and management;
- Secure messaging;
- Prescription refill requests;
- Intake forms;
- Access to certain patient information or records; and
- Other patient portal functions made available by MindVita.
Healthcare and practice-management information may be exchanged with IntakeQ (EMR Vendor) through its API to provide these functions. The availability of particular functions may change over time.
5. App Infrastructure and Service Providers
MindVita uses third-party technology providers to operate and support the App.
The App currently uses Google Firebase/Google Cloud Platform infrastructure, including services that support:
- App backend infrastructure;
- Database functionality through Cloud Firestore;
- User authentication through Firebase Authentication;
- File and media storage through Firebase Cloud Storage;
- Push notifications through Firebase Cloud Messaging; and
- Backend functionality where applicable.
The App also communicates with IntakeQ to support healthcare and practice-management functions such as appointments, intake forms, and patient information.
These service providers may process information as necessary to provide their services to MindVita. Where required by applicable law, MindVita uses appropriate contractual, privacy, and security safeguards for service providers handling PHI.
6. Analytics, Tracking, and Session Replay
At launch, MindVita does not use analytics or session-replay functionality within the App to track patient activity.
Although the App’s software may include the PostHog SDK, PostHog analytics and session-replay functionality are disabled and are not intended to collect or transmit user activity at launch.
MindVita may introduce analytics or similar technologies in the future. Before doing so, we will evaluate applicable privacy and healthcare requirements and update this Privacy Policy when appropriate.
We do not use App tracking technologies to sell PHI or for targeted advertising based on PHI.
7. Push Notifications
If you enable push notifications, the App may send notifications to your device using Firebase Cloud Messaging.
MindVita intends push notifications to be limited and designed to avoid displaying detailed clinical information on a device’s lock screen.
You may control notification permissions through your device settings. Disabling push notifications will not prevent you from accessing the App itself, although certain alerts may no longer appear on your device.
8. Account and Device Security
We use administrative, technical, and organizational safeguards designed to protect information handled through our digital services.
The App may use authentication measures and device security features, including biometric authentication or device credentials where supported.
You are responsible for maintaining the security of your device, account credentials, and access to the App. You should not share your login credentials with unauthorized individuals and should notify MindVita if you believe your account has been compromised.
No electronic system or method of transmission can be guaranteed to be completely secure.
9. Communications and Prescription Refill Requests
The App may permit secure messaging and prescription refill requests.
Electronic messages and refill requests are not intended for emergencies or urgent medical needs and do not guarantee that a prescription will be issued or renewed. Clinical decisions remain at the discretion of the treating provider.
If you are experiencing a medical or psychiatric emergency, call 911, go to the nearest emergency department, or call or text 988 for the Suicide & Crisis Lifeline.
10. Information Sharing
We may disclose information:
- To service providers that assist us in operating our website, App, patient portal, or healthcare practice;
- For treatment, payment, and healthcare operations as permitted by applicable law;
- When you authorize or direct us to disclose information;
- When required or permitted by law;
- To protect the rights, safety, or security of patients, MindVita, or others; or
- In connection with other purposes described in our HIPAA Notice of Privacy Practices.
We do not sell PHI.
11. Website Technologies
Our public website may use technologies necessary for website functionality, security, performance, and user experience.
Information collected through the public website that constitutes PHI is handled in accordance with applicable healthcare privacy requirements.
Third-party websites or services accessible through links on our website or App may maintain their own privacy practices. MindVita is not responsible for the privacy practices of third-party services that are not operated on our behalf.
12. Children and Minors
MindVita provides services to minors in accordance with applicable federal, state, and District law.
Access to health information by a minor, parent, guardian, or other personal representative depends on applicable law, the nature of the healthcare services involved, and the individual’s legal authority.
We may take reasonable steps to verify the authority of a parent, guardian, or other representative before providing access to protected information.
13. Data Retention
We retain information for as long as reasonably necessary to provide our services, maintain required healthcare and business records, comply with legal and regulatory obligations, resolve disputes, enforce agreements, and protect the security and integrity of our systems.
PHI and medical records are retained in accordance with applicable healthcare record-retention requirements.
14. Your Privacy Rights
Depending on the information involved and applicable law, you may have rights regarding access to, amendment of, restriction of, or other control over your information.
Rights concerning PHI are described in MindVita’s HIPAA Notice of Privacy Practices.
You may contact us using the information below with questions about privacy or requests concerning your information.
15. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our technology, services, practices, or legal obligations.
When we make changes, we will post the updated Privacy Policy and revise the effective date. Material changes may also be communicated through the App, patient portal, or other appropriate means.
16. Contact Us
MindVita Wellness LLC
278 Cedar Lane SE #4104
Vienna, VA 22180
703-278-3767
admin@mindvita.org
mindvita.org